Break point 1
Intake has no single queue
Calls, referrals, forms, consultations, follow-ups, and disqualification reasons are not tracked consistently.
For managing partners, firm administrators, and operations leaders
Law firm CRM that gives every inquiry a controlled next step.
We build a custom law firm CRM around your intake and matter workflows—connecting conflict review, engagement, tasks, deadlines, documents, communication, time, billing, and client visibility with role-based access.
Custom software and AI built around your team. Start with the customer records, scheduling, follow-up, or reporting that would make the biggest difference.
YOUR BUSINESS. WITH AI BUILT IN.Watch AI do the work
Alder & FinchCOUNSEL & ADVISORY
INTAKE DESK / NEW CLIENT INQUIRY
AI organizes the intake. Your firm makes the decisions.
Reed · business formationProspective client · Consultation request
EmailAI assistantYour app
NEW CLIENT INQUIRYNEW
CM
Reed · Prospective clientCustomer request · Example message
I’m starting a business with a partner and need help with formation. Could we arrange a consultation? I can send the proposed company name and both parties’ details.
Connected to the customer record
Request captured. Connecting the useful details…
WATCH AI IN ACTION01 / 04
Choose a step
to explore
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Best fit
Small and mid-size firms whose intake, conflict review, consultations, engagement, matters, deadlines, documents, client communication, time, and billing are split across systems.
The operating problem
Where work gets lost between your tools
A firm can have excellent legal systems and still lose time at the boundaries: inquiries arrive in multiple channels, conflict checks wait, engagement steps vary, matter tasks live in inboxes, and clients ask for status because the workflow is not visible.
Break point 2
Matter work depends on personal systems
Deadlines, task ownership, documents, approvals, and status updates live across calendars, email, and individual habits.
Break point 3
Clients lack a clear channel
Document requests, questions, updates, invoices, and next steps generate repeated emails and status calls.
One connected workflow
Inquiry to closed matter
One record moves forward. Each stage has a current status, a responsible owner, and a next action.
- 01
Intake
Capture source, parties, matter type, urgency, qualification, and consultation status.
- 02
Open
Complete conflict review, engagement, payment requirements, documents, and assignment.
- 03
Manage
Coordinate matter stages, deadlines, tasks, documents, communication, time, and billing.
- 04
Close
Complete final documents, balances, retention steps, archive, and referral follow-up.
Recommended modules
Modules we can build for your law firms business
These are examples of what we can build and connect around your customer and work records. Together, we choose the modules that address your biggest need and confirm integrations before work begins.
MODULE 01
Case Management Pipeline
Visual case pipeline customized for your practice area — from intake through discovery, negotiation, trial, and settlement. Every case has a clear status and next action.
MODULE 02
Client Intake Automation
Online intake forms with conditional logic, e-signatures, and automatic conflict checks. New leads get an instant response and a seamless onboarding experience.
MODULE 03
Document Automation
Generate demand letters, retainer agreements, court filings, and correspondence from templates with case data auto-populated. Minutes instead of hours per document.
MODULE 04
Client Portal & Communication
Secure client portal where clients check case status, upload documents, view invoices, and message their attorney. Reduce 'what's happening with my case?' calls by 80%.
MODULE 05
Billing & Trust Accounting
Time tracking, trust account management, IOLTA compliance, automated invoicing, and online payments. Every billable minute captured and accounted for.
MODULE 06
Deadline & Statute Tracker
Automated deadline tracking with cascading reminders. Never miss a statute of limitations, filing deadline, or court date. Escalation alerts if deadlines approach unacknowledged.
Business benefit
What changes for the owner, the team, and the customer
Faster intake accountability
See which prospects need review, conflict clearance, consultation, engagement, or follow-up.
Standard work without rigid practice
Use matter templates, stage rules, tasks, and approvals while allowing attorneys to handle exceptions.
A clearer client experience
Provide a secure place for approved updates, documents, requests, invoices, and next actions.
AI-first Law Firms CRM
AI does the CRM busywork—and turns the record into an operating advantage.
The intelligence is built into the workflow. It captures context, prepares the next step, watches for risk, and helps operators investigate the business without losing human review or audit history.
AI workflow 01
AI-Powered Client Intake
AI chatbot on your website that qualifies leads 24/7 — asks about the case type, captures details, runs a preliminary conflict check, and schedules a consultation. No more lost after-hours leads.
CRM context includedHuman review when neededOutcome written back
AI workflow trace
Monitored Signal detected
Intake has no single queue
↓
AI prepares action
AI-Powered Client Intake
↓
Reviewed outcome
Update the Intake stage and keep the record auditable.
AI workflow 02
AI Document Drafting
AI generates first drafts of demand letters, client correspondence, and case summaries from case data and notes. Attorneys review and refine instead of writing from scratch.
CRM context includedHuman review when neededOutcome written back
AI workflow trace
Monitored Signal detected
Matter work depends on personal systems
↓
AI prepares action
AI Document Drafting
↓
Reviewed outcome
Update the Open stage and keep the record auditable.
AI workflow 03
Intelligent Case Updates
AI monitors case milestones and automatically sends status updates to clients via their preferred channel. Clients stay informed without your team manually crafting every update.
CRM context includedHuman review when neededOutcome written back
AI workflow trace
Monitored Signal detected
Clients lack a clear channel
↓
AI prepares action
Intelligent Case Updates
↓
Reviewed outcome
Update the Manage stage and keep the record auditable.
Ask the operation, not just the dashboard
Owners can ask questions across connected CRM records. Answers show the underlying signals and can open the affected customers, jobs, visits, matters, orders, or properties.
“Which qualified inquiries are waiting too long for an attorney decision?”
“Which matters have a deadline or dependency without a clear owner?”
“Which client updates can be prepared from approved matter activity?”
Keep useful systems connected
The CRM can connect communication, payment, scheduling, accounting, analytics, and industry systems when their APIs support it.
Twilio SMS & IVRSendGrid EmailStripe / LawPayQuickBooks / XeroOpenAI GPTDocuSign / Custom E-SignCourt Filing APIsGoogle Business API
Integration access, data permissions, confidence thresholds, and regulated actions are validated during discovery.
Law Firms FAQ
Law firm CRM questions decision-makers ask
What should law firm workflow software include?
Depending on the firm, it can connect intake, conflict checks, consultations, engagement, matter templates, tasks, deadlines, documents, client communication, time, billing, payments, portals, reporting, and closure procedures.
Can custom software improve law firm client intake?
Yes. It can route every inquiry into one queue, collect matter-specific information, track consultation and follow-up, support conflict-review handoffs, generate approved documents, and measure where prospects stall.
Can it integrate with our case management, Microsoft 365, or Google Workspace?
Potentially. We validate the APIs, permissions, data ownership, security controls, and records requirements of each system before recommending an integration or migration.
Can clients securely exchange documents and see matter updates?
A role-based client portal can provide approved status updates, document requests and uploads, messages, appointments, invoices, and next steps. Access, retention, and audit requirements are defined with the firm.
Does custom law firm software handle trust accounting or court deadlines?
Those are high-risk functions. We would only include them with clearly documented jurisdictional, accounting, validation, audit, and support requirements. Often the safer design is to integrate a trusted system of record and improve the workflows around it.
How does an AI-first CRM help law firms operators?
An AI-first CRM can maintain the operating record and support workflows such as AI-Powered Client Intake, AI Document Drafting, Intelligent Case Updates. Actions can use approval rules, confidence thresholds, and audit history. Owners can also investigate connected data with questions such as “Which qualified inquiries are waiting too long for an attorney decision?”
Plan your law firm CRM and AI workflows
Compare the software decisions behind this workflow, from customer records and automation to the cost of a custom build. Explore our custom CRM development and AI automation services for implementation options.
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Read the guideRelated capabilities
Other industry workflows
No generic software pitch
Map the legal workflow that depends too heavily on inboxes and memory.
We will review intake or one matter type with your team and define a focused system that improves accountability without disrupting legal judgment.