DQ Ventures

    Automated Fillout → CRM Intake, Profile Creation & Offer Personalization

    Turning every founder application into a complete, insight-rich CRM profile automatically.

    Problem Statement

    DQ Ventures receives long, detailed applications from founders via Fillout. These forms contain dozens of data points across areas like motivation, market understanding, problem insight, early traction, business maturity, and founder commitment. Before automation, the team had to manually: Read every application, Copy answers into Folk CRM, Format long text fields, Categorize founders correctly, Write personalized notes, Prepare a partner-ready assessment, Track withdrawn founders, Sync offer-related insights. This was slow, repetitive, and prone to inconsistencies. As application volume grew, the team needed a system that could turn raw submissions into structured CRM intelligence — instantly and reliably.

    The Solution

    Automation Overview

    We built a fully automated intake pipeline that listens for every new Fillout submission and transforms it into a complete, structured founder profile inside Folk CRM. The system extracts every answer, enriches data, generates AI insights, and updates CRM records — without the team manually touching a single field.

    Automatic Form Ingestion

    The workflow activates the moment a founder submits a Fillout application. All fields — from motivation to validation and projections — are extracted and parsed cleanly.

    Intelligent Founder Matching

    The automation checks whether the applicant already exists inside Folk: If yes, the profile is updated with new information. If no, a fresh founder profile is created with all the correct fields. No duplicates, no mismatched records.

    Clean CRM Profile Creation

    The system fills out: Founder identity info, Motivation and thesis inputs, Industry and category fields, Traction and timeline details, Challenges and expectations. All long-form answers formatted for readability. Every data point is placed in the correct Folk fields.

    AI-Powered Personalized Founder Insights

    Two specialized AI agents enhance each application. Agent 1 – Personalized Outreach Note: Generates a warm, human-like summary explaining why this founder is interesting and what stood out. Agent 2 – Partner-Ready Assessment: Produces a fully structured evaluation covering fit, opportunity, traction, risks, and interview questions. both notes are automatically saved inside Folk as clean public notes.

    Auto-Detecting Withdrawn Founders

    If an applicant selects options indicating they aren't ready or are withdrawing, the system identifies this automatically and updates their CRM status so the team doesn’t waste follow-up time.

    Data Normalization & Cleanup

    The workflow handles formatting such as: Converting long answers into readable paragraphs, Normalizing multi-select values, Fixing spacing, capitalization, and blank fields. The CRM ends up with perfectly clean data.

    Integrations & Connected Systems

    Fillout – Source of all application submissions; Folk CRM – Profile creation, updates, categorization, note insertion; AI Agents – Personalized summary + partner assessment generation; n8n – The logic engine handling mapping, validation, error protection. Everything works together to create a clean, unified system.

    Smart Logic & Reliability

    • Duplicate protection
    • Multi-branch handling for withdrawn applicants
    • Safe exits for incomplete forms
    • Validation for required fields
    • Error-resistant CRM updates
    • Consistent formatting across all applications
    • The system ensures every founder enters the pipeline cleanly and accurately

    Before

    Manual data entry, inconsistent assessments, missed details, and slow follow-up times.

    After

    Every founder application automatically becomes a structured CRM record enriched with AI insights — ready for partner review instantly.

    Tools Used

    n8n
    Fillout
    Folk CRM API
    AI Agents (two-stage analysis)
    Data cleaning + transformation functions

    Our Process

    1

    Discover

    Mapped the entire Fillout form and CRM field structure.

    2

    Design

    Planned a clean data flow from intake → profile → notes → categorization.

    3

    Build

    Automated creation, updating, and AI analysis.

    4

    Integrate

    Connected Fillout, Folk, and AI agents seamlessly.

    5

    Deploy

    Ensured reliable parsing, error handling, and zero duplicates.

    Business Impact

    Every application becomes a high-quality CRM profile

    Massive reduction in manual data entry

    Faster founder engagement through personalized summaries

    Instant partner-ready evaluations

    A professional, scalable intake experience

    "This workflow transforms DQ Ventures’ application process into a structured, intelligent pipeline. With automated CRM creation, data enrichment, personalized AI notes, and partner-ready assessments, the system gives DQ a clean and efficient way to evaluate founders — without the operational burden."

    Want a system like this for your business?

    Let’s build it.