Engineered Systems for Law Firms
Agents and automations answer intake calls, reply to new inquiries, send engagement letters for signature and follow up on unpaid invoices for law firms and solo practitioners, with a lawyer deciding anything legal.
Challenges for law firms
- 01
Intake calls that reach voicemail
A prospective client calls while the lawyers are in court or with other clients, and one who reaches voicemail may call the next firm.
- 02
Caller details taken down by hand
Staff jot the caller's name, number and the matter on a note, then retype them into the case system later.
- 03
Web and ad inquiries that wait
Messages from the website and from ads sit until someone has time to read them, and the prospective client moves on.
- 04
Engagement letters that stall
Letters and forms go out by email, and someone reviews by hand which have come back signed and complete.
- 05
Invoices that go out late
Completed work waits until someone has time to turn it into an invoice and schedule the follow-up.
- 06
Unpaid invoices nobody chases
Past-due invoices wait for a reminder until someone has time to send it.
Solutions for Law Firms
These solutions handle intake calls, signed forms and invoice reminders for the office, with anything legal left to a lawyer.
- 01
Caller Intake & Verification
Takes a caller's details and the nature of the matter, verifies them and logs them in the case system already in use.
- 02
Voice Receptionist
Answers the main line day or night, books consultations and passes legal questions to a lawyer.
- 03
Instant Lead Response
Sends an approved first reply to each new inquiry from the website, ads and phone, and logs it for staff to follow up.
- 04
Electronic Forms & Signatures
Sends engagement letters and client forms for e-signature, with a record of who signed and when.
- 05
Invoicing & Billing Automation
Creates client invoices from completed work and schedules the follow-up, with a person approving each one before it is sent.
- 06
Accounts Receivable Follow-Up
Drafts payment reminders and an aging list for unpaid client invoices, and a person approves each send.
How an engagement runs
- 01
Consultation
A working session at the firm to see how intake calls, forms, invoices and follow-up move through the office today.
- 02
Assessment
An in-depth review of one department, such as intake or billing, with a written findings memo and a prioritized roadmap.
- 03
Build & Launch
A review of how client information is handled comes first. Then each workflow, starting with intake, is tested under supervision and goes live on sign-off.
- 04
Managed Support
Monitoring, tuning of the messages and a monthly report, with the next workflow added when the firm is ready.
Frequently asked questions
Will the system give legal advice to callers?
No. A lawyer decides anything legal. The system collects details and answers routine questions the firm has approved, such as office hours. Anything that needs a legal answer goes to a lawyer.
Who can see what a caller says about a matter?
Only the people the firm names. The firm chooses what is recorded and who can open it. The setup is reviewed with the firm before launch, and added safeguards apply to every record.
Can the system accept a new client for the firm?
No. The system takes the details and records the request. A lawyer decides whether the firm takes the matter, and an engagement letter goes out only after a person approves it.