From first call to open Clio matter.
We built a personal injury firm an intake system that answers every new-client call 24/7, turns each call into a structured lead packet for attorney review, and handles the paperwork after the yes: the fee agreement goes out for e-signature, and the Clio matter opens automatically the moment it comes back signed.
The Problem
Injury leads do not call during office hours.
Personal injury intake is a race. People call after the accident, at night, on weekends, from the hospital. If the firm cannot answer, screen, and follow up right then, the lead calls the next firm. And even when the call is answered, the work has barely started: someone has to write up the facts, get the fee agreement out, chase the signature, and then retype everything into Clio to open the matter.
This firm wanted all of that to happen the same way every time, without adding headcount, and without a single lead sitting in a voicemail box until morning.
How It Runs
One call in. Everything else follows.
A new lead calls. Any hour.
The AI receptionist answers, asks the firm's own screening questions in the firm's own order, and captures the details with letter-by-letter accuracy. Callers who are existing clients get recognized and routed, not re-screened.
The call becomes a lead packet.
Caller details, incident facts, the full transcript, and a call recording note are assembled into one structured packet and staged for attorney review. Not a raw voicemail someone has to decode.
The attorney says yes.
Engagement provisioning runs. The fee agreement goes out for e-signature. Nobody at the firm prints or scans anything.
The signed agreement comes back.
The Clio matter opens automatically the moment it does, with the contact, matter details, and documents already in place. No retyping between systems.
The no gets handled too.
Declination and referral letters are drafted for attorney approval. Deferred leads get automatic follow-up reminders so a maybe does not quietly go silent.
The junk gets screened out first.
Spam submissions from the firm's website contact form get screened out automatically, so the intake queue holds real leads, not noise.
What It Means for the Firm
The attorneys decide. The system does the rest.
A call at 3am gets the same full screening as a call at 10am, and by the time an attorney looks at it, it is already a reviewable packet: who called, what happened, the transcript, the recording. Accepting a lead means approving it, not starting a paperwork project. Declining a lead means approving a drafted letter, not writing one from scratch.
And the gap where signed clients used to wait, between the signature coming back and the matter existing in Clio, is gone. The moment the agreement is signed, the matter is open, with the contact and documents already in place. Nobody retypes anything.
The Guardrails
Built to be checked.
Structured writes, not free-form text
The system reads and writes structured data through governed Clio API integrations. It does not free-form generate text into client files.
A person approves what leaves the firm
Outbound documents and letters are staged for someone at the firm to approve before they go anywhere. The attorneys make the call. The system does the paperwork.
A record of what ran
Every automated action is written to an audit log, timestamped, so there is a trail of what happened and when.
AI can make mistakes, which is exactly why the consequential steps keep a human in the loop. This same posture runs across everything we build, on our platform. The full detail is on our security page.
Losing leads between the call and the signature?
Tell us how intake works at your firm today. We will map exactly where leads are leaking and what we would build to stop it.
Book a $250 ConsultThe consult: one hour with the team. You leave with a clear plan and a real price. Credited toward your build if you move forward.