The Intake Coordinator
Law firm intake automation that answers every inquiry, day and night.
Answers every new inquiry on WhatsApp and your website chat, day and night, in each client's own language. It qualifies each lead by your rules, books the consultation and records everything in your CRM.
Engagement of staff
Intake Coordinator
- 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.Hours and languages. Every day, all hours. Multilingual: it replies in each client's language.
- 3.Limits. Quotes fees you haven't approved, promises outcomes or decides conflicts.
- 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
PraxisFlow
Each role's rules, written down before it starts. Illustration.
From first message to booked consultation
- 01
Answers
Every new inquiry on WhatsApp and your website chat, at any hour, in the language each client writes in.
- 02
Qualifies
Asks the questions your firm would ask and applies your own rules to the answers.
- 03
Books
Offers open times from your calendar, books the consultation, then sends the confirmation and reminders.
- 04
Records
Creates the lead in your CRM with the facts collected and the full conversation attached.
- 05
Reports
Sends the owner a summary of the day's inquiries, including anything it handed to your staff.
What an intake looks like
Exhibit A. Illustrative WhatsApp conversation. Names and details are fictional.
DanielSaturday, 9:47 PM
Hi, my wife has her green card interview coming up and we'd like a lawyer to help us prepare.
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?
Daniel
I'm Daniel. The letter says November 14, here in Boston. Do you think she'll be approved?
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.
Daniel
Tuesday at 10 works.
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.
Calendar
Consultation with Daniel
Tuesday, 10:00 to 10:30 AM · Video call
Green card interview on Nov 14. Booked by the Intake Coordinator on WhatsApp.
CRM record
- Name
- Daniel
- Channel
- Matter type
- Family-based adjustment of status
- Key date
- USCIS interview, Nov 14, Boston
- Status
- Consult booked
- Conversation
- Attached
Email to the owner
Intake summary for Saturday
- Daniel: green card interview Nov 14. Consult booked Tuesday 10:00 AM.
- One conversation handed to staff: a question about fees.
Its own terms
- 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
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.
In practice
The Intake Coordinator at a Boston immigration law firm, answering leads from the firm's social media ads.
Read the case studyThe 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
How an engagement works
Step 1
Onboarding
A short form and a call to learn your rules, your tools and the wording you approve.
Step 2
Build and test
We build the role in your private environment and run it through scripted test conversations.
Step 3
Shadow mode
It drafts, your staff approve. Nothing goes out on its own until you're satisfied.
Step 4
Live, and maintained
We maintain it, fix it if anything fails and keep it running as your tools change.
Questions about law firm intake automation
Meet the rest of the staffLaw firm intake automation uses an AI agent to answer a law firm's new inquiries, ask the qualifying questions, book the consultation and record the lead in the firm's CRM, so no inquiry waits for office hours.
WhatsApp and your website chat. For phone calls, the Receptionist answers your line and can work alongside the Intake Coordinator.
It is multilingual: it replies in the language each client writes in, so a firm with Spanish- or Portuguese-speaking clients is covered from day one.
No. It never gives legal advice, quotes fees you haven't approved or promises outcomes. When someone asks, it explains that only an attorney can assess that and offers a consultation instead.
When someone asks for a person, when the agent isn't sure, and on sensitive topics such as complaints, fee disputes and emergencies. It hands the conversation to your staff and stops replying.
Yes. It connects to the CRM and calendar your firm already uses. If a tool has no ready-made connection, we build one as part of the setup.
Start with an Intake Coordinator.
One call to learn your intake rules and your tools. No commitment.