PraxisFlow

The Onboarding Specialist

Every new client, set up the moment they sign.

Sets up each new client the moment they sign: records, billing, matter folder, engagement documents and a welcome email. About 40 seconds per client, instead of 25 to 40 minutes by hand.

Book a discovery callSee the steps

At a law firm using it today

40 seconds

to set up a new client

25 to 40 minutes

by hand, before

From signed client to day one

  1. 01

    Starts

    The moment your firm confirms a new client, for example when the engagement is marked as signed in your CRM.

  2. 02

    Records

    Creates the client record and the matter, with the details already collected at intake.

  3. 03

    Billing

    Sets up the client's billing account and retainer the way your firm does it.

  4. 04

    Documents

    Generates the engagement documents from your templates, fills in the client's details and files them in the matter folder.

  5. 05

    Welcome

    Sends a welcome email written for the client's matter type, so every new client starts with the right first message.

Its terms

Pairs naturally with the Intake Coordinator: one brings the client in, the other sets them up.

The Intake Coordinator

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.

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.

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.

Questions about client onboarding

Meet the rest of the staff

It is the set of steps that turns a signed client into an active matter, done automatically: the client record, billing, the matter folder, the engagement documents and the welcome email. The Onboarding Specialist does them the moment a client signs, the same way every time.

Your firm confirming a new client, for example marking the engagement as signed in your CRM. We set the starting point with you during setup, so it fits how your team already works.

Any document your firm already prepares from a template, starting with the engagement documents. It fills in the client's details and files each document in the matter folder.

No. It uses the template for the client's matter type, so each new client gets the first message your firm wrote for their kind of case.

It asks your staff instead of guessing. Nothing is filled in with an assumption, and nothing is signed on the firm's behalf.

It works with the CRM, billing system, document templates, file storage and email your firm already uses. If a tool has no ready-made connection, we build one as part of the setup.

Related reading

Start with an Onboarding Specialist.

One call to learn how your firm sets up a new client today. No commitment.

Book a discovery callWrite to us instead