PraxisFlow

AI employees for law firms.

AI staff for intake, reception, drafting and follow-up. We build each one, set it up in your firm's tools and maintain it for you.

Book a discovery callMeet the staff

Engagement of staff

Intake Coordinator

  1. 1.Duties. Answers new inquiries on WhatsApp and website chat, qualifies them by the Firm's rules, books consultations and records each lead in the Firm's CRM.
  2. 2.Hours and languages. Every day, all hours. Multilingual: it replies in each client's language.
  3. 3.Limits. Quotes fees you haven't approved, promises outcomes or decides conflicts.
  4. 4.Hand-off. When someone asks for a person, when it isn't sure, or on a sensitive topic. Then it goes quiet.

For the Firm

/s/ PraxisFlow

PraxisFlow

Each role's rules, written down before it starts. Illustration.

I.The staff

Eight roles, each engaged on the same terms: written duties, written limits and a clause that says when a person takes over. Open any role to read its terms.

All roles in detail

  1. Schedule 1

    Intake Coordinator

    Answers every new inquiry on WhatsApp and your website chat, day and night, in each client's own language.

    Duties
    1. (a)Qualifies each lead by your firm's own rules and collects the facts
    2. (b)Books the consultation, then sends the confirmation and reminders
    3. (c)Creates the lead in your CRM with the full conversation attached
    4. (d)Sends the owner a summary of the day's inquiries
    Shall not
    Quotes fees you haven't approved, promises outcomes or decides conflicts.
    Hand-off
    When someone asks for a person, when it isn't sure, or on a sensitive topic. Then it goes quiet.
    Works in
    WhatsApp, website chat, your CRM, email and calendar
    Read the full terms

  2. Schedule 2

    Onboarding Specialist

    Sets up each new client the moment they sign: records, billing, matter folder, engagement documents and a welcome email.

    Duties
    1. (a)Starts when your firm confirms a new client in your CRM
    2. (b)Creates the client record, billing account and matter
    3. (c)Generates engagement documents from your templates and files them
    4. (d)Sends a welcome email written for the matter type
    Shall not
    Signs anything on the firm's behalf.
    Hand-off
    When something is missing or unclear, it asks your staff instead of guessing.
    Works in
    Your CRM, billing system, document templates, file storage and email
    Typical result
    About 40 seconds per new client, down from 25 to 40 minutes by hand.
    Read the full terms

  3. Schedule 3

    Receptionist

    Answers your phone line around the clock, books consultations and puts a person on the line when one is needed.

    Duties
    1. (a)Qualifies new callers and creates the lead
    2. (b)Recognizes existing clients and looks up their matter
    3. (c)Checks availability, then books, reschedules or cancels consultations
    Shall not
    Gives legal advice or tells a caller how their case will go.
    Hand-off
    Transfers the call to your staff when the caller asks or the call needs a person.
    Works in
    Your phone line, calendar and CRM. Works alone or alongside the Intake Coordinator.
    Read the full terms

  4. Schedule 4

    AI Paralegal

    Prepares first drafts, document summaries and exhibit lists from the intake record and your firm's templates.

    Duties
    1. (a)Drafts from the intake record and your templates
    2. (b)Summarizes documents and builds exhibit lists
    3. (c)Writes everything to the matter folder
    Shall not
    Sends anything to a client, a court or opposing counsel.
    Hand-off
    Every draft goes to an attorney for review before it is used.
    Works in
    Your templates, matter folders and CRM

  5. Schedule 5

    Deadline and Docketing Clerk

    Reads court notices as they arrive by email and proposes the calendar entries, with the source notice attached.

    Duties
    1. (a)Reads court notices from the firm's inbox
    2. (b)Proposes calendar entries with the source attached
    3. (c)Keeps a record of what was proposed and confirmed
    Shall not
    Puts a deadline on the calendar without a person confirming it.
    Hand-off
    A person confirms every entry before it counts.
    Works in
    Your inbox and the firm calendar

  6. Schedule 6

    Case Status Assistant

    Answers the question every client asks, where is my case, on WhatsApp and email, using your firm's approved wording.

    Duties
    1. (a)Answers from the status fields in your CRM
    2. (b)Uses only wording the firm has approved
    3. (c)Sends an update on its own when a status changes
    Shall not
    Predicts outcomes or timelines.
    Hand-off
    Any question beyond the case status goes to your staff.
    Works in
    WhatsApp, email and your CRM

  7. Schedule 7

    Follow-up Coordinator

    Keeps in touch with leads who haven't booked, for weeks if needed, until they book or say no.

    Duties
    1. (a)Sends a multi-week email sequence written for your practice
    2. (b)Stops the moment the lead replies
    3. (c)Records every touch in your CRM
    Shall not
    Keeps writing after someone replies or asks to stop.
    Hand-off
    Every reply goes straight to your team.
    Works in
    Email and your CRM

  8. Schedule 8

    Filings Clerk

    Turns a newly submitted complaint into a structured matter in your CRM, with every citation checked against the page it came from.

    Duties
    1. (a)Splits the PDF into page-level sections using LexSelect's document parsing
    2. (b)Extracts the matter data in a fixed structure
    3. (c)Checks every citation against the text of its page
    4. (d)Creates the matter as Ready or Needs review, with an email summary
    Shall not
    Files anything with a court.
    Hand-off
    Anything it cannot verify is marked Needs review for your staff.
    Works in
    LexSelect, your CRM and email

More roles on request

Engaged on the same terms as the rest of the staff.

  • Inbox and Records Clerk

    Files every email and attachment to the right client or lead in your CRM.

  • Billing Clerk

    Records payments and retainers from email into your CRM.

  • Records Summarizer

    Turns medical, police and employment records into a dated summary for the attorney, with every entry linked to its source page.

    Shall not: Draws legal conclusions. The attorney reviews every summary.

  • Timekeeping Assistant

    Drafts time entries for each matter from your emails, calls and calendar, so attorneys review and approve instead of reconstructing their day.

    Shall not: Submits or sends a bill.

II.A new client, from first message to day one

Exhibit A. Illustrative WhatsApp conversation. Names and details are fictional.

Daniel, prospective clientIntake Coordinator, for the firm

  1. DanielSaturday, 9:47 PM

    Hi, my wife has her green card interview coming up and we'd like a lawyer to help us prepare.

  2. Intake Coordinator

    Thanks for reaching out. I can book you a consultation with one of our attorneys. What's your name, and when is the interview?

  3. Daniel

    I'm Daniel. The letter says November 14, here in Boston. Do you think she'll be approved?

  4. Intake Coordinator

    Only an attorney can assess that; I can't give legal opinions. I can book you a consultation this week: Tuesday 10:00 AM or Wednesday 2:30 PM?

    Declines a legal opinion and offers the consultation instead.

  5. Daniel

    Tuesday at 10 works.

  6. Intake Coordinator

    You're booked for Tuesday at 10:00 AM by video. You'll get a confirmation by email and a reminder on Monday.

Exhibit B

Consultation booked · Intake Coordinator

Consultation with Daniel

Tuesday, 10:00 to 10:30 AM · Video call

Lead created in the CRM with the full conversation attached.

Exhibit C

New client set up · Onboarding Specialist

Thursday, 9:05 AM. Started when the team marked the engagement as signed in the CRM.

  • Client record created in the CRM
  • Billing account and retainer set up
  • Matter folder created in the firm's file storage
  • Engagement documents generated from the firm's templates and filed
  • Welcome email sent, written for the matter type

Done in about 40 seconds. By hand, it took 25 to 40 minutes.

Exhibit D

Email to the owner

Daily summary for Thursday

  • Daniel: engagement signed this morning after Tuesday's consultation. Client set up.
  • One inquiry handed to staff: a question about fees.

III.Terms that apply to every role

Every role, every time

  • No legal advice.
  • No signing or filing.
  • No contact with courts or opposing counsel.
  • No moving money.
  • No deleting records.

Every role hands off when someone asks for a person, when it isn't sure, and on sensitive topics: complaints, fee disputes and emergencies.

IV.In practice

The Intake Coordinator at a Boston immigration law firm, answering leads from the firm's social media ads.

Read the case study

The problem

Managing a high volume of leads from social media ads was overwhelming the manual intake team. Response times were lagging, and many inquiries were unqualified, wasting valuable attorney time on non-viable cases.

What changed

  • Every ad lead answered instantly, day or night
  • Typically no staff time spent on first-round qualification
  • Up to 50% more scheduled intake appointments
  • Seamless human escalation for high-value inquiries

V.How an engagement works

  1. Step 1

    Onboarding

    A short form and a call to learn your rules, your tools and the wording you approve.

  2. Step 2

    Build and test

    We build the role in your private environment and run it through scripted test conversations.

  3. Step 3

    Shadow mode

    It drafts, your staff approve. Nothing goes out on its own until you're satisfied.

  4. Step 4

    Live, and maintained

    We maintain it, fix it if anything fails and keep it running as your tools change.

Custom automation and integrations

The same engine that runs every role, built around a workflow only your firm has. We connect Clio, Filevine, Outlook, SharePoint, Airtable and the rest of your stack.

Custom automation

A private environment for each firm

Every role runs on your firm's own server, on AWS or Hetzner, never shared with another firm. We maintain it for you, and your client data stays yours: encrypted, backed up and monitored.

How we protect your data
“PraxisFlow ran one of the most thorough evaluations of LexSelect we've seen. They tested on real court filings, checked every citation against the source and provided detailed feedback our team could act on immediately. Their technical rigour and attention to detail stood out.”

Morgan Maguire

Co-Founder & CEO, LexSelect

LexSelect

VI.Questions

An AI agent built for one role in your firm, such as intake or reception. It works in the tools you already use, follows written rules your firm approves, and hands the conversation to a person when it should.

No. They are AI agents we build, set up and maintain in your firm's own environment. The staff language is how we define each one: written duties, written limits, and when a person takes over.

No. None of our AI employees give legal advice, sign or file anything, contact courts or opposing counsel, move money or delete records. When someone asks for an opinion, the agent says only an attorney can give one and offers a consultation instead.

It hands off. Every role passes the conversation to your staff when someone asks for a person, when it isn't sure, and on sensitive topics such as complaints, fee disputes and emergencies.

On your firm's own server, on Amazon Web Services (AWS) or Hetzner, never shared with another firm. We maintain it for you, and if you ever want it in your own name, we hand it over. Data is encrypted, backed up and monitored. Our security page has the details.

No. Each role works inside the tools you already use, such as WhatsApp, your phone line, Microsoft 365 or Google, and your CRM.

Usually the Intake Coordinator, because an inquiry nobody answers tonight is often a client who calls another firm tomorrow. On a discovery call we look at where your firm loses the most time and recommend a first role from there.

An AI employee starts at $2,500 to set up and $500 a month per role, which covers maintenance, monitoring and tuning. Your firm's server and AI usage are billed separately, by the providers. Custom automation starts at $2,000 as a fixed-price project. Your exact price is agreed after a discovery call, before any work starts. Our pricing page has the details.

Start with your first AI employee.

Start with the Intake Coordinator, or tell us where your firm loses the most time. One call, no commitment.

Book a discovery callWrite to us instead