Fee-earners and the few admin staff in a 3–40 person firm spend hours a week on intake, onboarding paperwork and status chasing. We connect the case system, forms, documents and inbox so that work moves on its own, and a solicitor approves anything that touches advice, money or the client. Most firms start with enquiry intake or onboarding.
A week in law-firm admin
- A web enquiry, a voicemail and an email about the same matter, read by whoever gets to them first — sometimes the next day
- Onboarding details typed from the questionnaire into the case system, then into the engagement letter, then into the bill
- ID documents and signed letters chased by email and tracked in someone’s head
- A paralegal opening matters by hand from a form that already holds every field
- Monthly matter and WIP reports built from exports every month-end
- Zaps set up by a former trainee that fail quietly when the case system updates its API
The workflow, before and after
New enquiry to matter opening
Enquiry arrives by form or phone; a paralegal re-types it, emails a questionnaire, chases ID, drafts the engagement letter from the last one and opens the matter three days later.
The enquiry is captured and triaged by practice area and urgency; conflict-check data is prepared; the client completes a conditional intake form; the engagement pack is generated for the solicitor to approve; ID is requested and filed; the matter is opened in the case system with every field populated.
What changes: the solicitor approves a prepared pack instead of assembling one; the client is onboarded in one sitting; nothing is re-typed.
What we automate, stage by stage
Enquiry
- Web, phone and email enquiries captured into one queue with practice area and urgency
- Conflict-check data prepared for the person who runs the check
- Call-back and consultation booking in the fee-earner’s calendar
- First-response drafts prepared for a solicitor to approve — never sent by AI alone
Onboarding
- Conditional intake questionnaires that ask only what the matter type needs
- Engagement letter and client-care pack generated from intake data for approval
- ID and document collection with reminders and filing to the matter
- Matter opening in Clio, LEAP, Actionstep, PracticePanther or Smokeball with every field populated
Matter admin
- Key fields extracted from incoming documents into the matter, with a review queue for anything uncertain
- Status-update drafts for the fee-earner to approve
- Deadline and task creation from matter events
- An internal assistant that answers from the firm’s own precedents and procedures — not from the law
Billing and reporting
- Invoice reminder sequences with a partner-approved cadence
- Monthly matter, WIP and aged-debt reporting assembled automatically
- Partner dashboard of matter status without asking
Human review rules for law firms
What the systems never decide. Written into every scope and enforced in the build.
- No AI step sends advice, sets a fee, files with a court or contacts a client without a named person’s approval
- Conflict checks are prepared, never decided, by automation
- Model calls use business-tier APIs that do not train on your data; personal data is minimised or redacted where the task allows
- Confidentiality handling is described in writing on our security and data page and agreed in your engagement; we sign your NDA and DPA before seeing any data
- We do not give legal advice and do not build systems that do; regulator guidance is referenced by link, never summarised as advice
Systems we connect
Anything with an API or export. Tool names describe the systems we work in and do not imply partnership or certification.
- Clio
- LEAP
- Actionstep
- PracticePanther
- Smokeball
- MyCase
- Outlook / Microsoft 365
- Gmail
- DocuSign
- Adobe Sign
- Xero
- QuickBooks
- Jotform
- Typeform
- n8n
- Make
- Zapier
Proof
Samar Abbas’s background includes operations support for professional firms, described in general terms and never with confidential detail. Client case studies are published only with written permission; until then, the build log and demonstration systems show how we work.
ROI calculator and Process X-ray launched
Two client-side tools on the home page: a calculator that turns hours, people and loaded cost into a yearly saving and payback, and an X-ray that draws a typed process as a flow map and marks the bottlenecks.
Service pages rebuilt around example workflows and transparent pricing
Eight service pages now show before/after example workflows, what every build includes, from-pricing and a service-specific FAQ — the structure we found on the strongest agency sites, written from scratch.
webgxpro.com moved to a custom block theme
Replaced the page-builder theme with a native block theme: self-hosted fonts, SVG diagrams, no Elementor, no jQuery plugins. Old demo content and three legacy plugins removed.
What it costs
Your intake, onboarding and matter-admin workflows inventoried, risks listed, options priced. 5–8 working days.
Intake forms, qualification, routing to the case system, engagement pack and document collection. 3–4 weeks.
One partner keeps intake, documents and reporting running and plans what to automate next.
All prices in USD, fixed in writing before work starts. Nothing outside the agreed scope is worked on or billed without your written approval; anything that does not run as scoped is fixed free for 30 days after go-live.
Questions
Does this work with Clio, LEAP or Actionstep?
Yes where the system has an API or export — Clio, LEAP, Actionstep, PracticePanther, Smokeball and MyCase all do. Where a system has no API we work through forms, secure inboxes and documents.
How is client confidentiality handled in AI steps?
AI steps receive only the fields they need, through business-tier APIs whose terms exclude training on customer data; personal data is redacted or replaced with references where the task allows; every call is logged in your environment. We sign your NDA and data-processing agreement before seeing any data, and we say plainly that we hold no formal certifications.
Can AI draft client letters?
It can prepare drafts from your templates and matter data. A solicitor approves every letter before it is sent; nothing leaves the firm on the AI’s decision.
What does the AI never do?
Give advice, set fees, file with courts or authorities, decide conflict checks, or contact clients without a named person’s approval. The scope says so in writing.
How long does intake automation take?
Three to four weeks from approved scope, after a 5–8 day review. A first slice — the intake form routing to the case system — is usually working in the first week of the build.
What does it cost?
The review is from $900. Intake automation is $2,500–$6,000 depending on practice areas and systems; document processing $3,000–$8,000; Managed AI Operations $2,000–$6,000 a month. All in USD, fixed once scoped.
Will staff need to change how they work?
They stop re-typing and chasing and start approving prepared work. Walkthroughs are recorded; the workflow is documented so a new paralegal can pick it up.
What happens if something breaks on a Friday evening?
Monitoring raises the failure and failed items are held for replay, not lost. Under Automation Care, breakages are prioritised the same working day in our overlap hours; we do not promise 24/7 response and say so.
Do you need access to our systems?
Only what the workflow touches, requested in writing, granted to a named account, documented and removable at any time. Credentials stay in your accounts; we never keep copies.
What if automation is not the right answer for us?
Then the review says so. Many problems are solved better by a form, a rule or a direct integration than by an AI model — and those cost less.
Do we own the workflows if we stop working with you?
Yes. Everything is built in your accounts and documented; leaving never means losing the system.
Related guides
- AI agent vs automation vs chatbot — which fits a law firm’s intake?
- How to stop an AI assistant making things up
- Workflow reliability checklist
Next step
Request a Reliability Review and we confirm scope and price in writing within one working day — or map one workflow in the free Process X-ray first and attach the result.