Consults get scheduled, then go cold
A potential client books a consult, hears the attorney’s plan, and leaves to think. The engagement letter sits unsigned. The paralegal is on another matter, and no one owns the follow-up.
Law firmsCRM and follow-up
Every potential client, from the first call to the signed engagement letter.
Calls, website forms, attorney referrals and directory leads land on one record with the matter type and the source. The consult reminder, the questionnaire and the unsigned-agreement nudge go out from it.
Where it goes wrong today.
Intake lives in the receptionist’s notepad
Calls, forms and referrals come in at different times and in different formats. The conflict check, the matter type and the callback promise are in three places, or in one person’s head.
Questionnaires and documents do not come back
The intake questionnaire goes out by email and that is the last anyone hears of it. The consult happens without the facts, or gets pushed a week.
How it works for law firms.
One record per potential client
A call, a form from your practice-area page, a chat on the site or a referral entered by the intake coordinator creates the record with the matter type and the source. The AI phone agent takes logistics after hours and leaves a recording; it does not answer legal questions.
Stages from inquiry to engagement
New inquiry, conflict check, consult scheduled, consult held, agreement sent, retained. The intake coordinator works the front of the pipeline; the attorney sees which consults are waiting on a decision.
Reminders and documents from the record
The consult reminder, the questionnaire link, the “here is what to bring” email and the nudge about the unsigned agreement all go from the record. Replies return to the person who owns the file. See email & SMS.
Illustrative example
What a day looks like.
- Monday, 7:30 a.m.An overnight form about a slip-and-fall arrives with the source attached. The intake coordinator sees it before the office opens and calls at nine.
- Tuesday, 10:15 a.m.The questionnaire for Thursday’s consult has not been returned. The record sends a text reminder with the link.
- Wednesday, 2:00 p.m.The attorney opens the agreement-sent stage and sees which letters have been out for more than a few days. Each potential client gets a short email offering a call.
- Thursday, 4:45 p.m.A consult runs over and the next one is moved. The record texts the new time and the client confirms by reply.
- Friday, 12:00 p.m.Signed agreements move to retained. Those records are handed to the case management system, with the source noted.
An illustrative example of how the system runs, not a measured result.
More for law firms.
Law firmsThe whole system for this work: pages, phones, follow-up and reviews.AI phone agentIntake calls answered while the attorney is in court.WebsitesA page for every practice area, every situation, and the consultation that follows.ReviewsReview requests that go out when the matter closes and stay inside the advertising rules.
Questions law firms ask
Is this a case management system?
No. It covers intake: the inquiry, the consult, the questionnaire and the engagement letter. Once the client is retained, the matter lives in your case management system. We confirm the handoff with you before launch.
Who sees a potential client’s information?
Only the people you add to the workspace. Ask us how records, recordings and messages are stored and what agreements are in place; we answer that in writing before you go live.
Does the automated reply give legal advice?
No. It confirms the request, offers consult times and answers logistics from your approved list. Anything about the matter itself is handed to a person with a note on the record.