Every inquiry in one place
Calls, web forms, emails, chats and referrals land in one list, tagged with the practice area and where they came from.
Law firm software for intake and client updates.
Inquiries come in by phone, web form, email and referral, and clients call to ask what's happening with their case. We build the front of your firm as one system: intake, consultations, engagement and client updates.
Pricing
What it costs, up front.
$1,500Systems AuditCredited in full to your build if you go ahead.
$7,500+Intake system or client portalOne focused system, built around your process.
$25,000+Full intake and client platformThe whole operation in one system. Built and paid in parts.
$399+/moCare planFixes, small changes, updates and backups after launch.
Already have a complete written plan? Skip the audit and get $1,500 off your first build invoice. If the plan has gaps, we finish it in the Systems Audit instead. Full breakdown on the cost page.
Sound familiar?
The caseload grew. The front desk didn't.
- Inquiries come in by phone, web form, email, chat and referral, and land in different places
- Calls after hours go to voicemail, and some of those callers hire someone else
- Booking a consultation takes three emails back and forth
- Intake questions get asked on the phone, then typed into the case system by hand
- Engagement letters go out as attachments and come back whenever they come back
- Clients call to ask what's happening with their case, and staff spend the day answering
- Nobody can say which marketing brings in signed clients, not just calls
What we build
One system from first call to signed client.
Built for how your firm already runs: your practice areas, your intake questions and your hand-off to the attorney. Your case management, billing and trust accounting stay where they are.
Intake questionnaires
Your own intake questions by practice area, filled in online by the client, so the attorney starts the consultation with the facts.
Consultation booking
Clients book a consultation on the right attorney's calendar, with reminders by text and email and paid consultations if you charge for them.
Conflict check flags
Names on a new inquiry are checked against your past contacts and flagged for review before anything is booked. Your team makes the call.
Engagement letters
Engagement letters sent from the intake record and signed online, then passed to your case management system.
Follow-ups that happen
Inquiries that didn't book, and consultations that didn't sign, get a follow-up on schedule, with an alert when one is left untouched.
Client update portal
Clients log in to see where their matter stands, what's next and what they owe you, with a text when something changes.
Intake dashboard
Inquiries by source and practice area, response times, consultations booked and clients signed, on your phone.
AI that does the typing
AI turns intake calls into written notes on the inquiry, sorts new inquiries by practice area and drafts follow-ups and client updates. Your staff or an attorney always decides what gets sent. See AI and automation.
One new client, start to finish
What intake looks like in one system
- Inquiry comes inSomeone fills in your web form at 9 p.m. It lands in the list, tagged by practice area, and they get a text back.
- Intake questionsThey answer your intake questions online. Names are checked against past contacts and flagged for review.
- Consultation bookedThey pick a time on the right attorney's calendar and get reminders before it.
- EngagementAfter the consultation, the engagement letter goes out from the record and gets signed online.
- Hand-offThe new client and their answers go to your case management system, so nobody retypes them.
- Kept informedDuring the matter, updates show in the client portal and go out by text, so fewer calls reach the front desk.
What stays
Connected, not replaced
We build the front of the firm and connect it to what you already use, where those systems allow it:
- Your case management system, like Clio or MyCase
- Your billing and trust accounting, untouched
- E-signature, like DocuSign
- Email and calendars, like Outlook or Google Workspace
- Payment processors, like Stripe, for paid consultations
What goes
Built into the new system
- Inquiries spread across inboxes and voicemail
- Intake questions on paper or in a PDF
- Back-and-forth emails to book consultations
- Engagement letters sent as attachments
- "What's happening with my case?" calls
Need a CRM for referral sources and marketing too? See custom CRM.
Example
What changes for a 10-attorney firm
An example of a typical setup we see, not a specific client. Every firm's tools are a little different; the Systems Audit maps yours.
| The job | Before: separate tools | After: one system |
|---|---|---|
| New inquiries | Voicemail, web form emails and a front-desk notebook | One list, tagged by practice area |
| Intake | Questions asked by phone, typed in later | Answered online before the consultation |
| Consultations | Emails back and forth | Booked online on the right calendar |
| Engagement | Letters sent as attachments | Sent from the record, signed online |
| Client updates | Calls to the front desk | A portal and text notices |
| Marketing view | Guesswork | Signed clients by source |
When you should keep what you have
If your case management system's intake tools do what you need, keep them. Custom makes sense when inquiries still fall through, intake gets retyped, or clients keep calling for updates your system can't send the way you want. The Systems Audit tells you which side you're on. More on how a switch works: replace your software.
Who builds it
A software team, in Knoxville
Synergy Digital Apps builds custom business software. We run our own company on software we built: our clients log in to the SDL Portal, and the owner runs the business from a phone dashboard.
We meet East Tennessee firms in person, from downtown Knoxville near the City County Building to West Knoxville, and build for firms anywhere in the US remotely.
FAQ
Questions firms ask us
How much does custom law firm intake software cost?
An intake system or client portal starts at $7,500. A full intake and client platform with intake, booking, engagement, follow-ups and a client portal starts at $25,000 and is built and paid in parts. Care plans start at $399 a month. The $1,500 Systems Audit is credited in full if you go ahead, or you can skip it with a complete written plan and get $1,500 off your first build invoice.
Do we have to replace our case management system?
No. Your case management, billing and trust accounting stay where they are. We build intake and client updates in front of them and pass new clients and their answers to your case management system where that system allows it.
Is custom better than the intake tools we already have?
Not for every firm. If your current intake tools work, keep them. Custom wins when inquiries still fall through, intake answers get retyped, or you want client updates that match how your firm works.
Can clients book and pay for a consultation online?
Yes. Clients can book on the right attorney's calendar and, if you charge for consultations, pay online through a payment processor like Stripe.
Who decides what goes to a client?
Your team does. AI can draft follow-ups and updates, but staff or an attorney reviews them before they go out, and conflict flags are for your team to review, not decisions.
Can you move our past contacts in?
Yes. We bring in your past contacts and inquiries so conflict flags and follow-ups work from day one, and check the counts against the old system.
How long does a build take?
It depends on how much we rebuild. The Systems Audit gives you an estimated timeline for each part, and each part has a halfway checkpoint where you see working software. Have a hard deadline? We can expedite to meet it. Rush pricing depends on the size of the build and how fast you need it, and a rush leaves less time for testing.
Do we own the software?
Yes. The code, the data and the hosting accounts are in your name. There is no per-seat fee to us and no lock-in. If you ever want another developer to take over, they get everything.
Next step
See what your firm's front desk
See what your firm's front desk
is really costing you.
The Systems Audit maps every app your front desk, intake staff and attorneys use, what it costs, and what to keep, connect or rebuild. $1,500, credited to your build.
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