Frequently Asked Questions

When a customer visits your unique intake link, they are guided through a secure, conversational intake experience powered by an AI assistant. The AI asks questions relevant to your services — covering what they need, their timeline, budget, and any business-specific custom questions you've configured. Customers can respond naturally in their own words, and the system structures their answers into a clean summary delivered straight to your inbox. Customers can also complete a traditional structured form if they prefer. Both paths feed into the same intake pipeline.

The moment a customer submits, two things happen automatically. First, you receive a detailed email notification with the customer's full contact information, inquiry details, and answers to any custom questions you've added. That email also includes AI-generated contextual notes — a private section, visible only to you, that flags potential needs, service considerations, and suggested follow-up questions. Second, the customer receives a professional confirmation email summarizing what they submitted, so they know their information was received. All submissions are also stored in your admin portal for easy review and management.

No. The AI assistant is strictly an intake tool — it collects information from customers on your behalf. It does not provide advice, recommendations, or any guidance on how a customer should proceed. The AI is transparent with customers about this role. Any AI-generated notes in your email are internal analytical aids for your eyes only and are clearly labeled as such. All professional judgment and service recommendations remain entirely with you.

Customers access your intake link and are prompted to verify their identity using a secure one-time passcode (OTP) sent to their email address — similar to two-factor authentication. There is no password to create or remember. Once verified, new customers are asked to provide their name, and then proceed directly into the intake. Returning customers who have previously verified are recognized automatically and skip the name step. This approach ensures intake submissions are tied to a verified email address and protects against spam or anonymous misuse.

Yes. SoloBusinessAI has full bilingual support for English and Spanish. When a customer visits your intake link, they can select their preferred language before beginning. The entire intake experience — the AI assistant's questions and responses, the structured form fields, and the confirmation email sent to the customer — is delivered in their chosen language. Your notification emails are always sent in English, regardless of the customer's language preference.

Every account comes with a unique vanity URL in the format solobusinessai.com/assistant/yourbusiness. You can share this link anywhere — add it to your website, include it in your email signature, post it on social media, or send it directly to customers. The link opens a fully branded intake experience with your logo, business name, and custom greeting. There is no technical setup required on your website — the link works immediately from any device or browser.

SoloBusinessAI supports any type of small business or solo professional. Whether you run a bakery, salon, fitness studio, consulting firm, tutoring service, photography business, or anything else — the platform adapts to you. When setting up your profile, you describe your services and customize intake questions for your specific needs. The AI assistant uses your configuration to tailor the conversation and ask contextually relevant follow-up questions.

Most business owners are fully set up and sharing their intake link within 10 minutes. The setup process involves entering your business name and your name, uploading your logo (optional), describing your services, writing a custom greeting for customers, adding any custom intake questions, and optionally connecting a scheduling link. Once saved, your branded intake experience is live immediately — no development work, no waiting for approvals.

Yes, fully. In addition to the core intake fields collected from every customer (name, contact info, service need, timeline, and contact preference), you can add unlimited custom questions tailored to your business. Custom questions appear both in the AI chat flow and the structured form. You can also add a custom disclaimer — in English and Spanish separately — that appears at the bottom of the customer's confirmation email. Your branding (logo, business name, greeting message) is fully customizable from your profile settings.

Yes. You can connect your Calendly account directly through your admin portal, or simply paste in any scheduling link (Acuity, Google Booking, a direct Calendly link, or any URL). Once connected, customers who complete an intake can automatically receive an appointment invite email with your scheduling link, allowing them to book time with you immediately after submitting. This removes the back-and-forth of manually following up with every new customer.

Yes. Every new account starts with a 14-day free trial that includes full access to all features on all plans. The Marketing Kit is included on all paid plans. A credit card is required to start, but you will not be charged until your trial ends. You can customize your profile, share your intake link with real customers, receive intake submissions, and generate marketing content during the trial period.

All plans include the full intake system — AI chat intake, structured form, bilingual support, branded intake link, business and customer email notifications, AI context notes, custom questions, scheduling integration, Marketing Kit, and access to your admin portal. Starter ($49/month) — Up to 50 completed intakes per month, 50 AI images/month, 5 blog posts/month, and a monthly intelligence report. Pro ($79/month) — Up to 150 intakes per month, 100 AI images/month, 10 blog posts/month, weekly intelligence reports, and Document Intelligence.

Yes. Cancel anytime from your account settings. You'll retain access through the end of your current billing period. No cancellation fees, no questions asked.

Yes. All data is encrypted in transit using TLS and encrypted at rest using AES-256 through our database infrastructure. Customer intake data is scoped strictly to your account — no data is shared across accounts, and no information is used to train AI models. Authentication uses one-time passcodes rather than passwords, reducing credential exposure.

Only you. Intake submissions are accessible solely through your authenticated admin portal. Customers can see a summary of their own submission in their confirmation email, but they cannot access any other data. The AI-generated contextual notes in your email are for your eyes only and are never shared with the customer. SoloBusinessAI staff do not access individual submissions except when required for support purposes you specifically request.

SoloBusinessAI is purpose-built for solo professionals and small businesses. Each account is tied to one business, one branded intake link, and one notification inbox. If you run a larger operation, each team member or location can set up their own individual account with their own branded intake experience, vanity URL, and custom questions.

We're here to help. You can reach us directly at sean@solosolutionsai.com for any setup questions, technical issues, or feedback. We aim to respond to all support inquiries within one business day. You can also use the contact form on our website.