Law firm client intake
Prospect inquiries answered and qualified any hour, facts and documents collected, conflict-check data compiled, and the matter opened in your practice system. Attorneys make every legal judgment.
The problem
Many firms answer well under half of their prospect calls, and most leads never get a follow-up at all. The demand exists; the response capacity doesn't.
Intake is re-keying: the same client story gets typed into the phone note, the intake form, the conflict check, and the practice management system.
Every intake handled by a paralegal is billable time spent on admin.
How the agent runs it
Respond
Inquiries by phone, form, or email get answered immediately: practice area fit, jurisdiction, scheduling.
Collect
The agent gathers the facts, dates, parties, and documents your intake checklist requires.
Check
Conflict-check data is compiled and run against your records. Results go to a person.
Open
Qualified matters open in your system with everything attached and the engagement letter queued for attorney review.
Human in the loop
Where your team stays in charge
Nothing resembling legal advice comes from the agent; that line is unauthorized practice of law, and we build hard stops around it. Attorneys review conflicts, sign engagement letters, and make every accept-or-decline call.
Work arrives
invoice · ticket · email
Passcut agent
reads · codes · prepares
Your team approves
one click · always human
Done, filed
in your system
Anything unclear goes straight to a person
What changes
Typical before and after for this workflow. We measure your baseline during the audit and commit to numbers per engagement.
| Before | With the agent | |
|---|---|---|
| Prospect response | Under half of calls answered | Every inquiry, any hour |
| Follow-up | Most leads get none | Every lead, until resolved |
| Intake typing | Same story, four systems | Captured once, filed everywhere |
| Paralegal time | Hours per matter | Review and judgment |
Connects to what you run
- Clio
- MyCase
- PracticePanther
- Smokeball
- Gmail / Outlook
- Calendly
Different stack? We integrate through the official API first, exports and email second, browser automation last. The audit tells you where your tools sit before you spend anything.
Common questions on this workflow
Is AI intake an ethics problem?
Done wrong, yes. Our builds keep the agent on logistics and fact collection, disclose what it is, protect prospective-client confidentiality, and put attorneys on every judgment. We design around ABA guidance on AI use, and your bar's rules take precedence in the build.
Can it draft documents?
It can prepare drafts from your templates for attorney review. Nothing leaves the firm unsigned.
Related: Invoice processing automation · Receipt & expense data extraction · AP approval workflow automation
See what law firm client intake would save you
45 minutes. We map the workflow as you run it today, estimate the hours an agent returns, and quote the pilot. No obligation.