Client Intake Automation - Demo Workflow

The Problem: Manual Intake Kills Billable Time

Every new client requires the same repetitive admin work: data entry, document generation, e-signature routing, system updates. For most firms, that's 1.5-2 hours of non-billable time per client.

At 8 new clients per month, you're losing 16 hours of billable capacity — over $4,000 in lost revenue for a typical solo practitioner.

Before & After: See the Difference

❌ Manual Process

1. Review intake form
20 minutes

2. Copy data to CRM/PM system
20 minutes

3. Attorney case review
15 minutes

4. Generate engagement letter
25 minutes

5. Send for signature & follow up
30+ minutes

6. Create matter, send welcome email
15 minutes

Total: 115+ minutes

✓ Automated Workflow

1. Smart form validates data
0 minutes (automatic)

2. AI populates CRM/PM system
0 minutes (automatic)

3. Attorney reviews AI summary
2 minutes

4. AI generates engagement letter
0 minutes (automatic)

5. Auto-send with signature reminders
0 minutes (automatic)

6. Matter created, welcome sent
0 minutes (automatic)

Total: 2 minutes

113 Minutes Saved Per Client

Or 15+ billable hours reclaimed per month at 8 clients/month

How the Automation Works

Step 1: Smart Intake Form
Prospect completes web form. AI validates completeness and flags missing information. Form auto-saves securely.

Step 2: Intelligent Routing
AI analyzes practice area, case complexity, and budget. Routes to appropriate attorney. Flags potential conflicts of interest.

Step 3: Practice Management Integration
Contact details auto-populate in Clio/MyCase/PracticePanther. Case summary and documents populate automatically. Matter number generated.

Step 4: Engagement Letter Generation
AI generates customized engagement letter using your firm templates. Attorney reviews and approves (or edits). Takes 2 minutes instead of 25.

Step 5: E-Signature & Follow-Up
Engagement letter sent via DocuSign/HelloSign automatically. Reminder emails at 3 days and 7 days if not signed. Attorney notified when complete.

Step 6: Onboarding Automation
Welcome email with client portal access sent automatically. Initial document requests sent based on practice area. Calendar invite for kickoff call generated.

Technical Integration

This workflow integrates with the tools you already use. No new software to learn.

Practice Management Clio, MyCase, PracticePanther, Smokeball, CosmoLex

E-Signature DocuSign, HelloSign, PandaDoc, Adobe Sign

Email & Calendar Google Workspace, Microsoft 365

Document Storage Google Drive, Dropbox, OneDrive, NetDocuments

Payment Processing LawPay, Clio Payments, CPACharge

What You Own

✓ Custom-built workflow integrated with YOUR systems
✓ Your templates, your branding, your processes
✓ Full documentation and training
✓ 30 days of hands-on support and refinement
✓ No ongoing subscription required (optional monthly support available)

Pricing

One-Time Build: $2,500-$3,500
Includes: Assessment, custom workflow build, integration, testing, documentation, training, 30-day support

Optional Monthly Support: $500/month
Workflow updates, new automation additions, priority support, monthly optimization review

Case Study Example

Solo Family Law Attorney, Chapel Hill NC

Before Automation:

• 8 new clients per month
• 2 hours per intake manually
• 16 hours/month spent on intake admin work

After Automation:

• 15 minutes per intake (attorney review only)
• 2 hours/month spent on intake
• 14 hours/month reclaimed for billable work

At $275/hour billing rate: $3,850/month in recovered billable time
ROI on $3,000 build: Pays for itself in 23 days

See This In Action

Book a free 30-minute assessment. We'll review your current intake process and show you exactly what's possible.

Book Free Assessment