Services for law firms
01
Areas of work
Eight areas of work in three groups, used alone or together depending on what your firm needs.
Intake and communication
How people reach the firm, and how the firm answers them.
Phone calls and reception
Calls are answered and routed by providers connected to your systems, and the details reach the case record.
What it includes
- Call routing and call handling rules
- Messages captured and sent to the right person
- Caller details recorded in the case management system
- Follow-up tasks when a call needs action
Who it is for
Firms that miss calls, take messages by hand or lose caller details between the phone and the case file.
How we start
We start by listing how calls arrive, who answers them and what has to be recorded.
Postal mail and correspondence
Letters that arrive and letters that go out are handled by providers connected to your workflow, so each item can be followed.
What it includes
- Receiving and scanning incoming correspondence through a provider
- Sending letters and notices by post through a provider
- A record of each item, with its date and status, in the case record
- Notifications to the person responsible
Who it is for
Firms that receive or send a steady flow of paper and want it tracked in the same place as everything else.
How we start
We start by listing the kinds of mail the firm receives and sends, and what must happen with each.
Email setup and automation
Shared inboxes, templates and routine messages, set up so that email supports the work instead of adding to it.
What it includes
- Shared inboxes and clear ownership of messages
- Templates for routine replies and notices
- Rules that sort, label and route incoming email
- Automated messages and reminders that a person reviews first
Who it is for
Firms where important messages are lost in personal inboxes, or the same replies are typed again and again.
How we start
We start by mapping where email enters the firm and who handles it.
Client communication and scheduling
Clients are kept informed with status updates, appointment reminders and online scheduling, all tied to the case record.
What it includes
- Status updates sent to clients at points agreed with the firm
- Reminders for appointments and for the firm's internal deadlines
- Online scheduling connected to your calendar
- Answers to the questions clients ask most, aimed at reducing follow-up calls
- Messages that a person reviews first when they matter
Who it is for
Firms where clients call to ask where their matter stands, or where appointments are missed.
How we start
We start by listing the questions clients ask most often and the moments when they ask them.
Operations and documents
How the work moves once a matter is open.
Workflow automation
Routine work moves on its own: intake, follow-up, documents and reminders, with a person in charge of every important step.
What it includes
- Intake forms that collect what your team needs and send each inquiry to the right person
- Follow-up messages and task assignments
- Documents prepared from templates, for a person to review
- Deadline and task reminders
Who it is for
Firms where the same steps are repeated for every new matter and some of them are still done by hand.
How we start
We start with a diagnostic of one workflow. We set out the steps, who does them and where time is lost, then choose the first one to automate.
Documents and e-signature
Documents are prepared from your own templates and the data already in the case, and sent for signature through providers connected to your workflow.
What it includes
- Templates for the documents your firm produces most often
- Documents generated from case data, for a person to review before they are used
- Signature requests sent through an e-signature provider
- Signed copies and their status stored in the case record
- Reminders for documents that are still waiting for a signature
Who it is for
Firms that retype client and case details into documents, or chase signatures by email.
How we start
We start by listing the documents the firm produces most often and where the details in them come from.
Reports and billing integrations
Dashboards of how the firm is working, time capture that fits how people work, and a connection to the billing software your firm already uses.
What it includes
- Dashboards of open matters, workload and follow-up
- Time capture that fits how your team works
- A connection to the firm's billing software through its own integrations
- Reports built from the data in your case management system
Who it is for
Firms that rebuild the same reports by hand, or enter the same time in more than one place.
How we start
We start by listing the reports the firm needs and where each figure in them comes from.
Infrastructure and support
The systems underneath, and the support that keeps them working. Implementation, training and monthly support are described further down this page.
CRM and case management
We set up and look after the system where your firm keeps its cases, so the information in it can be trusted.
What it includes
- Configuration around how your firm works
- Cleaning and organizing existing data
- Connections to the tools around it, such as Clio, email and phone
- Reports your team will use
- Training for the people who use it
Who it is for
Firms that already use a case management system but use little of it, or that are choosing one.
How we start
We start by reviewing how the system is used today and what the team works around.
Also part of the work
Three lines of work sit under every area.
Websites and client intake
A firm's website is often the first contact with a new client. We build sites that are clear and easy to maintain, with intake forms that collect what your team needs and send each inquiry to the right person.
Custom software and internal tools
When off-the-shelf tools do not fit, we build software around your own processes. It can be a tool for one team or a system that supports several. We design it with the people who will use it.
AI, only where it helps
We do not add AI for its own sake. We use it where it clearly helps, such as sorting incoming email, drafting routine text or summarizing documents. A person reviews every result before it is used, and your team stays in control of the decision.
02
From a call or a letter to the case in your CRM
This is the kind of flow we design for mail and calls. Each step is agreed with the firm before anything is built.
Mail and calls: how we work with providers
Handling paper and phone calls is work in its own right. For mail and calls, we design the workflow, connect providers to your systems and keep the flow running.
The physical handling of mail and the answering of calls is done by the providers.
A call comes in or a letter arrives
A provider answers the call or receives the letter, following the rules agreed with the firm.
The details are captured
The caller's details and the message, or a scan of the letter, are recorded.
It is matched to a case
The item is matched to an existing case, or it opens a new intake record.
The right person is notified
The person responsible is told what arrived, with a reminder if nothing happens.
The record is kept
Everything is stored in the case record with its date and status, so the firm can see what happened.
03
How an engagement works
Every engagement moves through three steps. Here is what each one involves.
The diagnostic is where every engagement starts. We look at how your firm works today, including the tools you use, how information moves and where time is lost.
We then set out what to improve and in what order, so the next step is a decision you can make with clear information. The diagnostic has a fixed price, agreed before we begin.
A project starts after the diagnostic. We agree on what will be built, how it will work and what it does not include. The scope is closed before work starts, so both sides know what to expect.
We then build it, review it with you and put it into use with your team.
After launch, monthly support keeps what we built working as your firm changes. It covers fixes, updates and small improvements.
Implementation and training
We handle the work of putting a tool into use. That includes setup, connection to your existing systems and training for your team.
Training is practical and based on your own workflows.
- Setup and connection to your existing systems
- Training for the people who will use it
- A plan for what happens after launch
What a typical project looks like
Projects differ, but most follow the same sequence.
Book a consultation
You tell us about your firm and what you want to improve. We reply to arrange a conversation.
Diagnostic
We review how your firm works and agree on priorities.
Scope and agreement
We define what will be built, what it covers and how it will be delivered.
Build and review
We build in stages and review the work with you.
Launch and training
We put the work into use and train your team.
Ongoing support
We stay available for fixes, updates and small improvements.
Start with a diagnostic
Tell us how your firm works today. We will suggest a starting point.