Law Systems
Law firm intake process

Law firm intake process.The 5 automations that stop leads leaking.

One lead, from the form on your website to a signed retainer. These are the five places it slips, and what we install at each one.

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Part 01 The gap

Same ad spend. Double the cases.

The average firm replies to a web lead in 15.7 minutes and signs one in ten. The top quarter reply in under two and sign one in five.

Average firmTop quarter of firmsFinish
Time to first replyA web lead, in business hours
Average
0.0min
Top quarter
under0min
Pioneerly 2025
Leads signedOf every lead that came in
Average
0.0%
Top quarter
0.0%
Pioneerly 2025
40%of 500 firms picked up the phone at allClio 2024 secret shopper
26 of 87injury firms never answered once, with nobody on the line 16 hours a dayOur line-check, 87 PI firms, 3 calls each

An answering bot only fixes the pick-up. The money is in everything after the answer, so the five below start there.

Part 02 The five

One lead. Five gates.

01 Instant callback

The phone rings in four seconds.

A lead fills the form on your site, confirms a code by text, and their phone rings. Any hour, with the transcript and their answers already on the lead card in your CRM. Why it matters: the average firm takes 15.7 minutes to reply to a web lead, the top quarter under two, and in that gap the lead is on the next firm’s site. Check your own firm this week: fill your web form at 8 pm and time the first human contact.

Case reviewYour website, any hour
Name
Dana Mercer
Phone
(813) 555 0142
What happened
Rear-ended on I-4, went to the ER
SendSent
💬
Text messageYour code is 48213
Verified
9:41
Incoming call
Your firm
0.0s
since the form was sent
Ringing
✕✓
✓
Lead card updatedTranscript and all four answers
02 Follow-up

It keeps going after call one.

Texts and emails keep going until the lead signs, declines or goes dead. On top sits a human dial queue ranked by case value, the same machine we run for architects, pointed at law. Why it matters: the average firm signs one lead in ten, the top quarter one in five, and most of that gap is leads that got one call and never a second. Check: pull last month’s leads and count how many got more than two touches.

Cadencestops at signed · declined · dead
💬
Day 0
📞
+5 min
✉️
Day 1
💬
Day 2
📞
Day 3
✉️
Day 5
💬
Day 7
📞
Day 9
SignedDay 9
Human dial queueranked by case value
1
Dana MercerRear-end, ER visit, clear liability
Up next
2
R. OkaforSlip and fall, store footage
3
T. NguyenDog bite, no treatment yet
03 Retainer chaser

Unsigned for hours? We call.

The retainer goes out by e-sign. If it sits unsigned for a few hours, an AI call asks if they have any questions, re-sends the link on the spot, and the chase stops the second they sign. Why it matters: an unsigned retainer is a signed case for whoever calls next. Check: count the retainers you sent last month that are still unsigned, and who followed up on each.

E-sign envelope
Retainer agreement
Sent 2:14 pm to Dana Mercer
Sign here
Unsigned0h 00m
E-sign envelope
Signed
5:31 pm, two minutes after the call
■Chase stopped
AI

You started your retainer agreement a few minutes ago. Any questions before you sign?

Outbound call, 5:29 pm
💬Link re-sent by text
Chasestopped at signature
04 Call QA

Every intake call scored.

Each call is transcribed and checked against your script: the four qualifying questions, the statute date, and whether the caller was told what happens next. Every declined lead gets re-checked against your take criteria, because good cases get declined by untrained screeners. Check: listen to three declined-lead calls from last week. If one of them should have been signed, this gate pays for itself.

Intake call, Dana Mercer6 min 42 s, screener J. Park
Transcribed
✓Asked how the injury happened2:04
✓Asked whether they were treated2:40
✓Asked when it happened3:12
✕Asked whether a police report was filednot asked
✓Statute date capturedMar 14, 2028
✓Told what happens next6:10
5 of 6Coaching note sent to the screener
Declined leads, re-checkedagainst your take criteria
M. AlvarezRear-end, clear liability, inside the statute
DeclinedBack in the queue
Wrongly declined by the screener. Flagged back in.
05 Declined-case router

No decline leaves empty-handed.

Every decline gets a written non-engagement letter with the statute risk spelled out, your malpractice shield. Cases outside your area go to a referral partner, and the referral fee comes back to you. Check: does a decline get a letter today, and who tracks the referral fees you are owed? In most firms the answer to both is nobody.

Your firmIntake desk
DeclinedDoes not fit, or outside your area
Non-engagement letter
Statute risk stated, with the date
Malpractice shield
Referral partner
Outside your area Sent with the intake notes, same day
Referral feecomes back to you
Done for you

Want us to
install the five?

We put all five on the CRM and phone system your firm already runs, wire them to your intake script and calendar, and test each one with a live lead before you see it. It starts with an audit of your current intake.

See how it works →