How a small firm saved 5 hours a week
A look at automating intake and follow-up for a two-person office.
A two-attorney law office was spending nearly an hour every day on intake paperwork and client follow-ups. That’s 5 hours a week — time that wasn’t billable, wasn’t growing the firm, and was burning out the office manager.
The problem
Every new client meant the same manual steps:
- Email the intake form
- Chase down signatures
- Enter data into the case management system
- Schedule the initial consultation
- Send a confirmation
Each step was done by hand. Each step had to be tracked manually. When someone forgot a step, the client fell through the cracks.
The solution
We mapped the intake flow in a single afternoon. Then we set up three automations:
1. Intake form delivery and follow-up When a new lead comes in (via the website form or a phone call logged in the CRM), an intake form is sent automatically. If it isn’t completed in 48 hours, a reminder goes out. At 96 hours, a second reminder.
2. Data entry handoff Once the form is submitted, key fields are automatically transferred to the case management system. No copy-paste, no typos.
3. Consultation scheduling A booking link is sent immediately after the form is received. When the client books, a calendar invite goes to both attorney and client with a pre-filled agenda.
The result
The office manager now spends 20 minutes a day on intake instead of 60. The attorneys see new clients in the system faster. And no leads slip through because someone forgot to follow up.
Total setup time: one afternoon plus one week of testing. Time saved: 5 hours a week, permanently.
If this sounds like your office, let’s talk. The first conversation is free.