Graphics Design Order Intake Agent
Graphics Design Order Intake Agent
This AI agent replaces static order forms with a guided, conversational intake process for outsourced graphics projects. It collects project specifications, company details, creative requirements, and deadlines in a single interaction, then routes completed briefs directly to your production team. Built for agencies and creative studios that manage high volumes of inbound design requests.
Graphics Design Order Intake Agent
Agencies that automate creative intake see measurable improvements in order accuracy, turnaround time, and team utilization.
Incomplete or unclear creative briefs are a top source of wasted time in design agencies. A 2023 Workfront survey found that creative teams spend up to 30% of their time on administrative tasks like clarifying project requirements. By enforcing structured data collection at the point of order, this AI agent can reduce incomplete submissions by 60-70%, meaning fewer back-and-forth emails before a designer can start working.
The average agency takes 2-3 business days to process a new graphics request through email chains and intake meetings. With a conversational AI agent handling intake around the clock, that window shrinks to minutes. Orders placed at midnight are structured and routed by morning, compressing the time from client request to first design draft by 40-50%.
Account managers at graphics agencies typically spend 4-6 hours per week processing new orders and entering data into project management tools manually. Automating this intake process frees that capacity entirely, allowing the same team to handle 25-35% more client orders without adding headcount. For agencies billing on a per-project basis, this directly increases revenue per employee.
Graphics Design Order Intake Agent
features
Every capability is designed to reduce friction in the graphics ordering workflow and get projects started faster.
The agent adjusts its question flow based on the type of graphic being ordered. A client requesting a full brand identity package sees questions about color palettes, typography preferences, and competitor examples, while someone ordering a single banner ad gets a faster, more focused intake. This prevents clients from wading through irrelevant fields.
Every order captured through the agent includes a structured deadline field with validation. The bot confirms the requested turnaround time and can flag rush orders automatically, helping your production team prioritize incoming work and set realistic client expectations from the first interaction.
Clients can share brand assets, mood boards, and reference images directly within the conversation. The agent accepts file uploads and stores them alongside the order data, so your designers have everything they need in one place instead of chasing attachments across email threads.
Completed orders flow into your existing workflow through integrations with tools like HubSpot, Salesforce, Google Sheets, and project management platforms via Zapier. Each submission creates a structured record with all project details, contact information, and deadlines mapped to the right fields automatically.
Graphics Design Order Intake Agent
Three steps take a client from initial request to a complete, actionable creative brief in your project management system.
Graphics Design Order Intake Agent
FAQs
The agent collects the type of graphic needed, dimensions and file format requirements, brand guidelines, reference materials, project deadlines, and the contact details of the person responsible for approvals. Every field is structured so your design team receives a complete, actionable brief without follow-up questions.
Yes. Tars connects to project management platforms through Zapier and native webhook integrations. Completed orders can automatically create tasks in Asana, Monday.com, Trello, or Basecamp with all project details pre-populated. You can also push data to Google Sheets, HubSpot, or Salesforce for tracking and reporting.
Tars is SOC 2 compliant, with all data encrypted both in transit and at rest. Client information, uploaded files, and order details are stored securely and accessible only to authorized team members. This meets the data handling standards expected by enterprise clients and large brand partners.
Yes. The AI agent supports file uploads within the conversation, so clients can share logos, brand guidelines PDFs, mood boards, and reference images without switching to email. All uploaded files are stored alongside the order record, keeping everything centralized for your design team.
Most agencies deploy the agent within a day. Tars provides a ready-to-use conversational flow that you can customize with your branding, service categories, and intake fields. Once configured, it embeds on your site as a widget or standalone page with a single code snippet.
The agent's conversation flow is fully customizable. You can add conditional logic so that clients ordering logo design see different questions than those requesting social media templates or print collateral. You can also adjust required fields, add dropdown selections for your specific service tiers, and modify the flow at any time without developer support.
Yes. The intake flow can branch based on whether the client selects print or digital output, collecting the right specifications for each. Print orders can prompt for bleed settings, paper stock preferences, and delivery addresses, while digital orders focus on pixel dimensions, file formats, and platform specifications.
The agent captures the requested deadline as part of every order and can flag submissions with turnaround times below your defined threshold. Rush orders can trigger priority notifications to your production manager via email or Slack through Zapier, ensuring they get immediate attention instead of sitting in a queue.
Privacy & Security
At Tars, we take privacy and security very seriously. We are compliant with GDPR, ISO, SOC 2, and HIPAA.
Email - sales@hellotars.com
.png)
%201.png)
%201.png)
