Consultation requests, intake and engagement letters automated for law firms and professional services
Law firms, accountants and consultants lose good matters when a consultation request waits a day for a reply. We build the system that answers every request, collects intake and conflict-check details up front, books the consultation, and follows up on engagement letters until they are signed. Advice stays with your professionals.
An example site for legal and professional services
A made-up business, built the way we build real ones: the request comes in, the reply goes out with consent, and the job lands in the CRM.
Emails go out only after the visitor ticks the OK box on the form.
Answered by an AI receptionist, after hours or 24/7. No missed calls. Calls are recorded only with the caller's OK. The AI does not give legal advice. How the AI receptionist works
The chat says it is an AI assistant and does not give legal advice. Emails go out only after the visitor says OK.
Upload links go only to people who asked for a consultation and said OK to email.
- A visitor requests a consultation
- They get a reply email right away
- The request goes to a conflict check
- The check clears
- The consultation goes straight onto Ellen's calendar
- Confirmation sent and a reminder set
- An estate planning request cleared the conflict check and went onto Ellen's calendar for Wednesday at 3pm, with a confirmation email and a reminder.
- Someone calls while the attorney is with a client
- The AI receptionist answers and takes the details
- The call shows up in your new client list
- A call back goes straight onto Ellen's calendar
- Confirmation sent and a reminder set
- Paul called about his late father's estate and asked for an attorney. The AI receptionist answered, recorded with his OK, gave no legal advice, and booked a call back from Ellen today at 4:30pm.
- A visitor asks questions in the website chat
- The AI assistant answers without giving legal advice
- The request goes to a conflict check
- It goes straight onto Ellen's calendar
- They get a confirmation email and a reminder is set
- Irene asked an estate question in the website chat. The AI gave no legal advice, routed it to estate and probate, and after the conflict check booked Ellen for Wednesday at 3pm with a confirmation email.
- Grace asked for a consultation
- She gets an email with a secure upload link
- She uploads two documents
- The consultation is confirmed on Ellen's calendar
- Confirmation sent and a reminder set
- Grace got a secure upload link by email, uploaded her will and deed, and her consultation was confirmed on Ellen's calendar for Wednesday at 3pm.
Example tool
A tool your customers can use on your site
Try it. A few plain questions give a clear answer and one next step, and the answers go straight into the request.
Consultation finder
Three short questions. We point you to the right practice area and tell you what to bring.
Answer the three questions and press "Find my consultation".
Your consultation
What to bring
This is not legal advice. Using this tool or requesting a consultation does not create an attorney-client relationship.
Want a tool like this on your site? Get plugged in
Email campaigns
Bringing back past customers, every week and every month
Your existing list is worth more than new ads. These emails go out on a schedule to people who opted in, stop the moment someone replies or books, and put the booking on the right calendar.
General information only. No legal advice in email; questions go to a consultation.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Consultation no-show follow-up. Who gets it: People who booked a consultation and did not attend. What starts it: Consultation marked no-show in the CRM.
- Same day: email "We missed you today", with a button "Pick a new time". A kind note with one way to rebook.
- Day 2: email "A new consultation time", with a button "Choose a time". Offers options, including by phone.
- Day 7: email "What to bring to your consultation", with a button "See the list". Useful even if they wait.
- Week 2: email "Should we close your request?", with a button "Keep it open". The last check-in, then it stops.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked: On the team calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the attorney calendar and a confirmation is sent.
No reply: request closed in the CRM.
General information only. No legal advice in email; questions go to a consultation.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Monthly newsletter for past clients. Who gets it: Past clients who opted in to the newsletter. What starts it: First week of each month.
- Month 1: email "Office news and a few reminders", with a button "Contact the office". Stays in touch without giving advice.
- Month 2: email "Planning ahead this season", with a button "Request a consultation". General topics with one way to ask.
- Month 3: email "Office news and community events", with a button "Contact the office". Keeps the name familiar.
- Month 4: email "Still want our monthly note?", with a button "Keep the newsletter". Checks in with quiet contacts.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked: On the team calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the attorney calendar and a confirmation is sent.
No reply: removed from the newsletter.
What gets handled
Replies, follow-up, onboarding and reporting for legal and professional services
01 · Inquiries in
Consultation requests sorted by practice area, with the names needed for a conflict check collected before the first call, and callbacks to people who asked for one.
answered right away
02 · Follow-up out
Reminders on unsigned engagement letters, requests for missing documents, and consultation and deadline reminders to clients who agreed to them.
on schedule, with consent
03 · Onboarding
An engagement letter for e-signature, an intake questionnaire, a secure document upload and a booked kickoff call.
sent in order
04 · Monthly overview
A monthly overview of consultation requests, consultations booked, engagements signed and time to first meeting, compared with last month, plus a check on every process we run. Then a monthly review call to go through it. Live dashboards are available when a firm needs them.
reviewed with you
The website
A website built for law firms
People looking for a lawyer want to know quickly whether you handle their kind of matter. The site tells them, then collects what you need before the first call.
01 · Website
Practice-area pages
A page for each area you practice, in plain language, covering what you handle and what a consultation includes.
02 · Website
Intake built for conflict checks
The form asks for the names of the other parties and the basics of the matter up front, so your team can run a conflict check before anyone gives advice.
03 · Website
Consultation booking
Once your team clears the conflict check, the person gets a link to book a consultation. If they agreed to texts, a reminder goes out before the meeting.
04 · Website
Connected to follow-up
Every request lands in your CRM and gets a reply right away, and engagement letters get reminders until they are signed. Advice stays with your attorneys.
Built with the automation behind it
Workflows
How the workflow fits together
Once an engagement letter is signed or a retainer is paid, the welcome email, intake forms, kickoff call, CRM stage and invoice all happen without anyone retyping them.
Simulated. Counts in the diagram are illustrative.
Texts and consent
What a new lead hears first
Texts only go to people who said yes to texts on your form. The first one arrives within a minute or two of the request, from a number registered with the carriers, and STOP and HELP work the way they should. Outbound calls follow the same rule. Incoming calls are answered, and AI calls are recorded only with consent stated at the start.
Qualifying questions we would start with
- 01 What type of matter is this about?
- 02 Who is the other party, so we can run a conflict check?
- 03 Is there a deadline or court date coming up?
- 04 Have you worked with another firm on this matter?
- 05 Would you prefer a phone, video or in-person consultation?
You choose the final questions and wording. Answers are saved to your CRM, and anything the system cannot answer goes to a person.
- Hi [First name], this is [Firm]. We received your consultation request. A few short questions help us route it to the right person. Please do not send confidential details by text. Reply STOP to opt out.
- Ok
- Thank you. What type of matter is this about?
Words in [brackets] are filled in with your business and the lead's own request.
Why reply speed matters
Published research on following up
7×
Firms that responded to a web lead within an hour were nearly seven times as likely to qualify it as firms that waited longer.
23%
of the 2,241 companies in the same audit never responded to a web inquiry at all.
53%
of mobile site visits are abandoned when a page takes longer than three seconds to load.
Common questions from legal and professional services
What can a law firm automate without touching the legal work?
The administrative steps around a matter: replying to consultation requests, collecting intake and conflict-check details, booking consultations, sending engagement letters for signature, requesting documents and sending reminders. Advice and decisions stay with your attorneys.
Can intake questions be asked before the consultation?
Yes. A short form, or a text conversation with people who agreed to texts, collects the matter type, the parties for a conflict check and any deadlines, and saves them to your practice management tool before anyone picks up the phone.
Does the system give legal advice?
No. Automated messages only collect information, answer logistics questions such as location and scheduling, and book time. Anything that needs professional judgment goes to a person.
Will it work with our practice management software?
We connect to the tools you already use where they allow it, through their APIs, scheduled exports or email. When two tools do not connect, we build the connection.
How do we know it is working?
You get a monthly overview and a monthly review call. The overview covers consultation requests, consultations booked, engagements signed and time to first meeting, compared with last month, and flags anything that needs a fix. Live dashboards are available when a firm needs them.
What should a law firm website include?
Practice-area pages that explain what you handle in plain language, an intake form that collects the names of the other parties for a conflict check, and a way to book a consultation. We connect the form to your CRM so each request gets a reply right away. Advice stays with your attorneys.
Walk us through how work comes in today
A free 30-minute call. We look at how requests reach you today, where follow-up slips, and what we would set up first. Every engagement is scoped on the call.