At SmartIntake AI, we develop AI that silently listens, provides structure, and supports you, without disrupting human interaction.
SmartIntake AI is a Dutch AI company developing technology to enhance human interaction. We build systems that listen in, organize, and record information, allowing professionals to focus fully on the conversation, not on the screen. What sets us apart is our belief that AI is only valuable when it works in the background, ensuring attention remains paramount.
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Our technology combines security, precision and simplicity in every conversation.
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Conversations are processed and stored securely within European infrastructure, fully in line with privacy legislation.
Not a generic tool: our Specialist Engine is trained in the context of healthcare, psychology, insurance and more.
SmartIntake AI translates conversations into structured, usable documentation in professional language.
Let go of your laptop and have real conversations while SmartIntake AI listens, summarizes and organizes.
Each report follows the same structure and terminology, helping teams work more reliably and efficiently.
Easily connect to your existing systems, such as EHRs or CRM software, via our API.
Arjan Smeele
Gerard Broekema
Bas Helibron
Pim de Groot
Daan Schilt
John Huizinga
Derek Sweijen
Sebastian Colijn
Niels van der Meulen
Discover how our applications make your work easier. Schedule a
no-obligation conversation or request one directly demo .
Do you have questions or need advice on how to use SmartIntake AI correctly? Our team is ready to assist you personally.
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Yes. When creating your account, you receive three free credits — one credit equals one complete call, from recording to a ready-made report. No subscription, no credit card, no time limit. Your credits remain available until you use them, and a failed call costs nothing.
Today, without installation or IT. You choose the app for your profession, create an account in two minutes, and immediately receive three free credits. Then you click 'Start recording', record your conversation, and your report is ready — often within ten minutes of signing up. Standard templates are available for every profession; customization is easy in the AI editor.
Yes. Create a team and collaborate from one shared credit pool — everyone has their own login and can work simultaneously. Click 'Create team' in the top right and invite colleagues via their email address. Tip: the invitation sometimes ends up in spam. Do you work via an EHR? Then email support@smartintake.ai , and we will take a look with you.
Yes. Patient data is never used to train the AI. Our models improve based on the feedback we receive from professionals. SmartIntake is ISO 27001 and NEN 7510 certified and complies with the GDPR; a Data Processing Agreement and DPIA are available. Your audio is deleted immediately after processing, and the report and transcript after 24 hours. All data remains within Europe. You can find all GDPR and compliance documentation in our documentation center at smartintake.ai/infosec ; please email questions to privacy@smartintake.ai.
Highly accurate. Each model is trained on professional jargon and templates for specific occupations, so terms like 'passive anteflexion' or 'cognitive behavioral therapy' are recognized effortlessly. No generic transcription, but a report in the format you are accustomed to. The sound quality largely determines the result, and you always retain final control — you can view the full transcript via 'AI actions'.
A transcription tool produces one long block of text. SmartIntake writes a structured report in the layout and template of your profession: sections filled in, professional jargon correct, and placed directly in the correct file via EHR integration. Whereas you spend another fifteen minutes editing after transcription, your report is ready here within a minute.
SmartIntake connects directly with a wide range of business and EHR software — including Intramed, FysioManager, MijnDiad, Visma, SpotOnMedics, and Nedap — and more are constantly being added. Upon connection, SmartIntake appears as an option in your own system, including credits and teams. No copying or pasting. Is your software not listed? Then you work via the web app. View our solutions or inquire about your system via support@smartintake.ai.
No. You open the app in your browser, grant microphone permission, choose a template, and click 'Start recording'. No installation, no course — if you can open a Word document, you can use SmartIntake. Most users feel at ease after one or two conversations. Can't figure it out? The support chat in the app helps you immediately.
You pay per call, not per month. One credit equals one call, from recording to report. You purchase a bundle and use it at your own pace — no contract, no notice period, credits never expire. A failed call costs nothing. You can find prices in your account under 'Buy credits'; the larger the bundle, the lower the price per credit. For larger purchases, we also work with a customized fixed monthly fee — including the option for a fully dedicated platform. Interested? Email info@smartintake.ai.
Not mandatory, but it makes a difference. In a quiet room, the laptop mic is sufficient; for the best results, we recommend our own microphone (via bol.com). Chrome tip: configure your microphone via the padlock in the address bar, otherwise Chrome will keep its default choice. Unsure? Test with one credit in a quiet room first.
There are separate apps for each professional group, each trained on the language, templates, and working methods of that profession. Available for physiotherapists, psychologists, occupational therapists, speech therapists, company doctors, recruiters, podiatrists, and dietitians, among others. View all solutions . Is your profession not listed yet? Email info@smartintake.ai — we expand based on demand.
