The intake system

Every enquiry.
A clear next step.

People, conversation scripts, automation and reporting work together from the first enquiry through consultation follow-up.

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Five connected stages

From enquiry to signed retainer.

01

Leads

Search and social campaigns, organic visibility and relevant landing pages.

02

Qualification

Human intake screens enquiries for practice area, location and fit.

04

Consultation

Your firm handles the legal conversation, with intake context available.

05

Retainer follow-up

The team follows up and tracks progress toward a signed agreement.

The handoff

We prepare the opportunity.
Your lawyers handle the law.

The system works because commercial follow-up and legal judgment have clear owners.

Retainer Engine

We run the commercial front end

  • Fast first response
  • Fit and matter qualification
  • Consultation booking and reminders
  • Missed-contact and post-consultation follow-up
  • CRM status, source and next action
Your firm

Your lawyers make the legal decisions

  • Conflicts and legal assessment
  • Advice during the consultation
  • Case acceptance and fee terms
  • Engagement agreement and representation
  • Signed-client feedback to close the loop

AI and automation support speed, reminders and organization. People conduct conversations; attorneys remain responsible for legal advice and representation.

Reporting

See exactly where the pipeline moves—or stalls.

Each stage has a measurable conversion. That tells us whether the next improvement belongs in marketing, response, qualification, booking, the consultation or follow-up.

01Response timeHow quickly a new enquiry receives a real response.
02Contact rateHow many enquiries enter a real conversation.
03Booking rateHow many qualified prospects schedule a consultation.
04Show rateHow many booked prospects attend.
05Signed-client rateHow many suitable consultations become retained clients.

For a practical review structure, use our weekly law firm intake scorecard to separate enquiries, bookings, attended consultations and signed clients.

Daily operation

How the intake partnership works.

Set the rules

Together we define fit, jurisdiction, urgency, budget questions, service hours and escalation rules.

Shared

Run intake

Our team responds, qualifies, records context, books and prepares the prospective client.

Retainer Engine

Hold the consultation

Your firm assesses the matter, advises the prospect and decides whether to offer representation.

Your firm

Follow up and learn

We follow up on undecided prospects and use signed-client feedback to improve the pipeline.

Retainer Engine

One shared view: lead source, conversation history, status, owner and next action stay visible in the agreed CRM and reporting views.

A practical first review

Enquiries are not progressing. What should you check first?

Review one defined enquiry group before deciding whether the issue is marketing, intake or capacity. Keep unresolved decisions visible; a missed call is not proof of lost revenue.

  1. Check records and source fit. Separate genuine enquiries from spam, duplicates and tests. Use the source-reconciliation guide when calls and forms disagree.
  2. Check human contact and ownership. Record who accepted the next action and when meaningful contact occurred. Use the CRM handoff checklist to review unresolved transfers.
  3. Check booking and attendance separately. Confirm available capacity, meeting details and exceptions with the booking-readiness checklist. A booking does not establish attendance or engagement.

Assign one observed issue to an owner and agree a review date. Intake staff handle agreed administrative work; lawyers decide conflicts, advice and engagement approval.

Start with your firm’s numbers

Let’s map your next stage of growth.

In a 30-minute call, we review your enquiries, response time, consultations and signed retainers to identify where the system can improve.

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