Animation & Visual Effects Studio
150+ Employees
Manual client intake consuming 2-3 days per project.
Project Management System, Custom CRMs
8 Weeks (phased rollout)
Pixel Studios Inc. was thriving, but their pre-production process was a major liability. Every new animation project kicked off with a chaotic, unstandardized intake process. Account managers were trapped in endless email chains, trying to extract necessary details from clients regarding style preferences, technical specs, and deliverables.
On average, this back-and-forth consumed 2 to 3 days before a project brief was even finalized for the art team. Furthermore, account managers were spending up to 40% of their weekly hours manually translating client emails into structured tasks within the studio's project management software. This administrative drag prevented the studio from taking on additional projects despite having available capacity on the production side.
Total Sync engineered an AI Conversational Bot that completely replaced the manual intake email chain. Now, when a client signs a contract, they are directed to an interactive, conversational web interface. The bot uses Natural Language Processing (NLP) to guide the client through the scoping process dynamically. If a client mentions a "3D character model," the bot intelligently asks follow-up questions about rigging requirements and polygon counts.
Once the conversational flow is complete, the AI automatically synthesizes the raw dialogue into a structured, standardized project brief. Most critically, an API integration pushes that brief directly into Pixel Studios' project management tool, automatically generating, assigning, and scheduling the initial tasks for the art department.
Increase in overall project throughput without adding account management headcount.
Average client intake time reduced from 2.5 days down to just under 2 hours.
Of account managers' time reallocated from data entry to high-value client strategy.
Brief consistency achieved, eliminating "missing information" delays for artists.
"The intake process used to be the most frustrating part of the job. Now, it's seamless. The AI bot asks better technical questions than some of our junior staff used to, and the automatic task generation in our project management system feels like magic. We're taking on more work simply because we got out of our own way."
Analyzed two years of historical email threads and project briefs to map the logic trees, identifying all the conditional questions needed for a complete intake.
Built the NLP conversational agent, ensuring it maintained a professional yet accessible tone, and wired the conditional logic to adapt to client responses.
Engineered the secure API bridge between the bot platform and Pixel Studios' internal project management system for automated task generation.
Launched the system and trained account managers on how to monitor and review the automated briefs rather than writing them from scratch.
Stop drowning in email. Start producing faster with Intelligent Workflow Automation.