Workflow
Law firm client intake automation that keeps new inquiries from going cold. The platform structures each inquiry, sends your approved questionnaire, prepares names for your conflict check, follows up on missing facts, and offers consult times. Your intake team reviews every file and decides which matters the firm accepts.
Intake summary · R. Castellanos, web form 10:42 PM
New client intake is a chain of small, time-sensitive tasks. Each one is simple. Together they decide whether a good matter reaches your firm or signs with someone else. These are the steps the platform can run under your rules.
Inquiries arrive by web form, email, voicemail transcript, and referral note. Each one says different things in a different order. The platform turns each into the same structured summary: who, what happened, when, where, and what the person wants.
Your intake staff open a clean record instead of a long message, and nothing important is buried in the third paragraph.
A car crash, a green card renewal, and a new will each need different questions. The platform picks the questionnaire your firm built for that matter type and sends it with your approved message.
Answers flow back into the intake record, so staff never retype what the prospect already wrote.
Every prospective matter names people and businesses: the prospect, opposing parties, spouses, employers, insurers, and related companies. The platform pulls those names into a list formatted for your firm’s conflict check, with spelling variants noted.
It prepares the list. It does not run the final check or decide whether a conflict exists. Your designated staff and attorneys do that under your firm’s policy.
Most first messages leave out something your firm needs, such as a date, a county, a visa category, or an insurance carrier. The platform compares the inquiry with your required fields and sends a short, approved follow-up for what is missing.
If the prospect does not reply, it runs your reminder sequence and then marks the inquiry for a staff call.
Early documents speed up evaluation: a police report number, a prior visa approval, an existing will, a complaint that was served. The platform requests the documents on your checklist, tracks what arrives, and attaches each item to the intake record.
Once an inquiry is ready, the platform offers consult times from the calendars and rules your firm sets, such as which attorney handles which matter type and how much time each consult needs. Confirmations and reminders use your templates.
Firms rarely lose prospects because they lack skill. They lose them in the gaps between a phone ringing, a form arriving, and a person finding time to respond. These are the patterns we see most.
A person with a legal problem often contacts more than one firm. The first firm to respond clearly and kindly has an edge. When a reply waits until the next afternoon, the prospect may already have booked elsewhere.
Accidents happen at night. Families talk about estate plans on Sunday. Immigration questions arrive from other time zones. The platform acknowledges after-hours inquiries with your approved message, sends the questionnaire, and has a structured file waiting when staff arrive.
It does not answer legal questions. If a prospect asks one, the reply says an attorney or staff member will follow up.
Staff cannot judge a matter they cannot see. Phone tag over basic facts eats days, and good matters stall while weak ones take up the same time. Structured follow-up gets the facts in before the first conversation.
When intake lives in people’s heads, two staff members ask two sets of questions. One remembers to ask about prior counsel and one does not. A shared questionnaire and summary format make every inquiry comparable.
At small and midsize firms, the person answering new inquiries also schedules, files, and calls existing clients. Delegating the routine parts of intake gives that person time for the calls that need a human voice.
Referral partners send a name and a quick note. If no one follows up, the referral goes quiet and the partner notices. The platform treats a referral like any inquiry: it structures the note, contacts the prospect, and tracks the reply.
The workflow adapts to the questions each practice asks. Select a practice to see what returns to your intake team. Every example uses an invented inquiry.
| Field | Answer | Status |
|---|---|---|
| Date of incident | 10/19/26, intersection collision | Captured |
| Medical care | ER visit same night, follow-up booked | Captured |
| Other driver | Name and plate provided | Captured |
| Insurance carrier | Not provided yet | Follow-up |
| Prior counsel | None reported | Captured |
| Field | Answer | Status |
|---|---|---|
| Goal stated | Wants to extend work-based status | Captured |
| Current status | Category reported by prospect | Captured |
| Status end date | Prospect says within 60 days | Urgent |
| Documents | Prior approval notice uploaded | Received |
| Eligibility | Reserved for the attorney | Attorney |
| Field | Answer | Status |
|---|---|---|
| Household | Married couple, two adult children | Captured |
| Existing documents | Will from 2011, no trust | Captured |
| Real property | Home in state, cabin out of state | Captured |
| Blended family | Child from a prior marriage mentioned | Note |
| Consult | Joint meeting requested, times offered | Sent |
| Name | Role | Status |
|---|---|---|
| Ridgeway Millwork LLC | Prospective client | Listed |
| Halvorsen Builders Inc. | Opposing party | Listed |
| Halvorsen Group | Possible parent company | Variant |
| Complaint served | Prospect reports service on 10/21/26 | Date noted |
| Conflict decision | Reserved for the firm | Attorney |
Intake is the first impression a prospect has of your firm, and it carries ethical weight. The platform is configured so that every judgment stays with your people.
Messages to prospects gather facts, request documents, and offer times. They do not assess claims, predict outcomes, or tell anyone what to do about a deadline. Questions that call for legal judgment are routed to staff.
The platform prepares the file. Your intake team and attorneys decide whether to take the matter, decline it, or refer it out. Engagement letters and decline letters are drafted only when a person asks, and they are sent only after review.
Every client-facing message comes from a template your firm approves. Your firm also sets which messages may send on their own, such as a receipt notice, and which need a person to review first.
Some inquiries cannot wait for the morning queue. Your firm defines what counts as urgent, such as a reported hearing date or a status deadline. Those inquiries go straight to the person you name.
Good intake ends with a clear handoff. When an inquiry is ready, the record that reaches your team holds everything needed to make a decision in one sitting.
Each record lands in the queue in the same shape, so staff can work through a morning of inquiries quickly and compare them fairly.
The workflow is configured to fit the case-management and document systems your firm already uses. Intake records can be shaped to match the fields your team fills in today, so the handoff does not add a new step.
Data handling is covered in your firm’s security review before launch.
Managing partners want to know where new business comes from and where it stalls. The platform can prepare a weekly intake report: inquiries by source and practice area, files waiting on the prospect, consults booked, and matters still waiting for a decision.
The report shows patterns, such as a referral source that sends strong matters or a form that collects too little. Leaders decide what to change.
Illustrative figures that show a possible result for a firm receiving about 40 inquiries a week. Not a client result and not a promise of future outcomes.
Illustrative figures to show the case-study format. Not a client result and not a promise of future outcomes.
A 30-day single-workflow pilot tests intake on your real inquiries. We agree on the measures with you before it starts and report against them at the end.
How long from an inquiry arriving to the prospect hearing from your firm, during business hours and after them. This is often the measure intake managers care about most.
How long until staff have what they need to accept, decline, or refer. Shorter is better, as long as quality holds.
We track the time intake staff spend reviewing each structured record, compared with the time they spent gathering facts before.
Faster, clearer follow-up should lead to more booked consults and fewer no-shows. We count both and compare them with the period before the pilot.
Tell us how inquiries reach your firm today and who handles them. In one short session we map your intake path, find where prospects wait, and outline a pilot your team can measure.
It is the delegation of routine intake steps to software that follows your firm’s rules. The platform structures inquiries, sends questionnaires, prepares conflict-check lists, follows up on missing facts, and offers consult times. Your intake staff review each file and decide which matters the firm accepts.