Intake Notes — Cerebral Tax Advisors

One form. Every intake logged the same way — searchable client, validated email & phone, fixed service and stage vocabularies, and a clear split between when contact happened and when it was logged.

See the problem this fixes: raw note → clean row

Before (raw, as submitted)

quick one — vasquez, roberto — extension filed already,
they're all done for now, stage done/filed, ph
210-555-0184, no email needed he said

After (standardized row)

Client	Roberto Vasquez
Phone	(210) 555-0184
Service	Extension Filing
Stage	Filed
Flags	No email on file

New intake note

Client *

Email Format: name@email.com

Phone Auto-formats to (NNN) NNN-NNNN

Move forward with no phone or email A note needs an email or phone to save. Check this to save with both blank.

Service *

Stage *

Assigned team member

Last activity date

Next action What needs to happen next

Missing information / flags e.g. "no email on file", "conflicting info between spouses"

Notes *

Note created date * Defaults to today — edit if needed

Intake log 7 entries

Client	Email	Phone	Service	Stage	Assigned	Last Activity	Next Action	Missing Info / Flags	Notes	Note Created
Carla Mendez	Bing@bkydataconulting.org	(111) 111-1111	Business Tax Prep	In Progress	—	—	—	—	sadfsadf	8/6/26
Jonathan Reyes	jreyes82@gmail.com	(214) 555-0142	Individual + Business	Documents Requested	—	—	—	—	fasfasfasf	8/6/26
Roberto Vasquez	—	(210) 555-0184	Extension Filing	Filed	Dana	8/2/26	Follow up in October before extension deadline	no email on file	Extension filed; client all done for now.	8/2/26
Grace Palumbo	—	(817) 555-0110	Individual Tax Prep	New Lead	Jordan Lee	7/30/26	First call scheduled — gather prior-year return	no email on file	Referral from existing client; first call scheduled.	7/30/26
The Hendricks Family Trust	hendricks.trust@gmail.com	(214) 555-0177	Trust Tax Filing	Filed	Priya Nair	7/30/26	None — closed out	—	E-filed 7/22; confirmation received.	7/30/26
Okafor Consulting LLC	info@okaforconsulting.com	(469) 555-0121	Business Tax Prep	Ready for Review	Marcus Webb	7/29/26	Confirm final review call 8/9	—	Return drafted; final review scheduled for 8/9.	7/29/26
Maria Whitfield	mwhitfield@outlook.com	(972) 555-0198	Amendment	In Progress	Dana	7/29/26	Send revised 8879 for signature	—	2023 amendment docs received; Dana working the return.	7/29/26