Law firm client intake automation from web form to cleared conflict
For firms whose best prospects wait in a shared inbox while attorneys are in depositions. Each inquiry is screened against your case criteria, turned into a conflict search list and booked with the right attorney, then opened as a matter once your team approves.
- Inquiries screened the hour they arrive
- Adverse parties listed for the conflict search
- Matter and contact created after approval
Where intake loses signed cases
Four inboxes and no owner
The website form goes to marketing, the case evaluation tool to a paralegal and referrals to a partner's personal email. Nobody sees the whole list, so the referral from your best source sits unanswered.
Consults booked for cases you never take
Out-of-scope matters and claims with an obviously old incident date get the same consult slot as a strong case, because nobody screened them first.
Conflicts run on half the names
The intake note lists the prospect but not the other driver's insurer, the employer or the business partner. The search clears, and the problem surfaces after the retainer is signed.
What the intake build covers
One flow from first contact to an open matter. Your intake team approves each step until the screening proves itself on your own cases.
One intake queue
Website forms, Clio Grow or Lawmatics submissions, referral emails and chat transcripts land in a single queue with source, practice area and time received.
Screening against your criteria
Each inquiry is checked against your practice areas, jurisdictions, case types and minimums, with the reason for each pass or decline shown for staff to confirm.
Limitations date flags
When a prospect mentions a date of injury, breach or termination, the summary flags it so an attorney checks the limitations period early. The system never calculates the deadline itself.
Conflict search lists
Every person and company in the narrative, including spouses, employers, insurers and opposing counsel, is pulled into a list and run against your contacts and closed matters.
Consult booking
Approved prospects get the right attorney's open slots, plus a confirmation listing what to bring and stating that no representation exists until an engagement letter is signed.
Matter opening
After the conflict clears, the contact and matter are created in Clio, MyCase, PracticePanther or Smokeball with intake facts, referral source and responsible attorney filled in.
Systems the intake flow reads and writes
Clio and Clio Grow
Contacts, matters and intake leads created through Clio's official API after staff approval.
Lawmatics
Intake forms and pipeline stages read where Lawmatics exposes them, with exports covering any gaps.
MyCase, PracticePanther, Smokeball
Matter creation through the access each vendor provides, or a prepared import where there is no open API.
Outlook and Google calendars
Consult availability pulled per attorney, with buffers around court days.
Engagement letter drafting
Signed-up prospects move straight into a drafted engagement letter.
Agents for the rest of the inbox
Pair intake with agents that sort court notices and client mail.
Intake built around prospective-client duties
Rule 1.18 from the first form
What a declined prospect tells you can still disqualify the firm later. Intake details are restricted to the intake team and logged, so a declined inquiry does not spread across the firm.
Replies that stay on logistics
Automated messages confirm receipt, request facts and offer times. Whether someone has a case is a question for an attorney, never the software.
A person clears every conflict
The system builds the list and ranks likely hits. A named staff member decides whether the firm can take the matter, and that decision is recorded.
Prospect data in your firm's accounts
Model provider accounts are in the firm's name, on business terms that exclude training on inputs, with retention set to your records policy.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is law firm client intake automation?
Software that takes each new inquiry, screens it against your criteria, builds the conflict search list, books the consult and opens the matter, with staff approving each step.
Will it check the statute of limitations for us?
No. It flags any date the prospect mentions and marks inquiries that may be near a deadline so an attorney looks first. Limitations periods vary by state and claim type, and that judgment belongs to a lawyer.
How does it handle a prospect we decline?
A decline message is drafted from your template, the inquiry is closed with the reason recorded, and the details stay restricted to intake staff. Whether you send a formal non-engagement letter and what it says is your firm's decision.
Can it sit on top of Clio Grow or Lawmatics?
Yes. We build on the intake tool you already use instead of replacing it. Clio Grow is reached through Clio's API. For Lawmatics we use the access the vendor provides and exports where that falls short.
What if a prospect's story names a company we already represent?
The conflict list ranks it as a likely hit and holds the inquiry. No consult time is offered until someone on your team clears or declines it.
Can each practice group screen differently?
Yes. A family law group and a personal injury group can each have their own criteria, questions, attorneys and decline wording inside the same queue.
Stop losing the referral in the shared inbox
Take the 2-minute AI audit to see where your intake loses prospects.
- Read last quarter's inquiries
We pull recent inquiries from every source, including the ones that never became consults, and find where each one stalled.
- Write your screening rules
Your attorneys tell us what makes a case worth a consult. We turn that into criteria the system must show its reasoning against.
- Draft alongside your intake team
For the first weeks the system drafts summaries and conflict lists while staff work as usual, and we compare the two.
- Hand over the queue
Once drafts match staff judgment, the queue becomes the team's starting point, and we tune it monthly as practice areas shift.