The Lowdown on Client Intake Software

Client intake in a law firm is an important process for onboarding new clients. Client intake software is technology used by businesses and organizations to streamline the client intake process by collecting information from clients. Legal client intake automation can organize the compilation of essential data, such as personal information, contact details, preferences, and other relevant details, depending on the nature of the business.

Client intake software in law firms typically replaces traditional paper-based forms or manual data entry processes, offering a more efficient and error-free way to gather information. It often includes features such as customizable intake forms, electronic signatures, data validation, document upload capabilities, and integration with other systems like customer relationship management (CRM) software or practice management systems.

What is client intake in law?

In law, client intake refers to the initial process during which a law firm or legal practitioner obtains information from a prospective client. This stage is crucial as it sets the foundation for the attorney-client relationship and provides the lawyer with the necessary details to assess the client's needs and determine how best to proceed with their case.

When a law firm conducts the client intake process, several key steps are typically involved, including:

1. Initial contact. The prospective client reaches out to the law firm seeking legal assistance. This contact may occur through various channels such as phone calls, emails, or in-person visits.
2. Assessment of legal issue. The attorney or intake specialist evaluates the legal issue presented by the client to determine if it falls within the firm's area of expertise and whether they can provide the required assistance.
3. Gathering information. The attorney collects relevant information from the client, including details about the legal matter, personal background, contact information, financial situation, and any documents related to the case.
4. Conflict check. The law firm conducts a conflict check to ensure that there are no conflicts of interest that would prevent them from representing the prospective client.
5. Initial consultation. If necessary, the attorney may schedule an initial consultation with the client to further discuss the case, provide legal advice, and explore potential legal options.
6. Retainer agreement. If the parties decide to move forward, they sign a retainer agreement outlining the terms of the representation, including fees, scope of services, and other details.

Client intake in law is a critical process for both the client and the law firm, as it helps establish clear expectations, ensures that the firm can effectively handle the client's legal needs, and lays the groundwork for a successful attorney-client relationship. Effective client intake practices can contribute to client satisfaction, streamline case management, and mitigate potential risks for the law firm.

What does an intake process do?

An efficient intake process enables law firms to vet and retain a continuous flow of new clients. Legal intake best practices involve strategies and approaches that law firms and legal practitioners can implement to ensure an efficient, effective, and client-centered intake process. Here are some critical best practices that will enable law firms to vet and retain a continuous flow of new clients:

• Clear communication. Provide clear instructions and communication channels for clients to initiate the intake process. This may include phone numbers, email addresses, online forms, or in-person consultations.
• Comprehensive information gathering. Collect comprehensive information from clients, including personal details, contact information, case-specific details, and relevant documents. This helps attorneys understand the client's needs and assess the case effectively.
• Conflict checking. Conduct thorough conflict checks to identify any potential conflicts of interest before proceeding with representation.
• Data security and confidentiality. Ensure that client data is handled securely and confidentially throughout the intake process. Implement robust data protection measures to safeguard sensitive information.
• Documentation and Follow-Up. Maintain detailed records of client intake interactions and follow-up promptly on any outstanding issues or inquiries to keep clients informed and engaged.
• Empathy and compassion. Approach client intake with empathy and compassion, acknowledging the client's concerns and building rapport to establish trust and confidence.
• Feedback and Continuous Improvement. Solicit feedback from clients about their intake experience and use this feedback to identify areas for improvement and refine intake processes continually.
• Prompt response. Aim to respond to client inquiries and intake requests promptly to demonstrate responsiveness and professionalism.
• Screening for case merit. Screen cases for merit and viability to ensure that the firm can provide meaningful assistance and that the client's expectations align with the firm's capabilities.
• Structured intake forms. Develop structured intake forms or questionnaires that gather essential information systematically. Tailor these forms to capture relevant details specific to different practice areas.
• Training and standardization. Train intake staff on best practices and standardize intake procedures to maintain consistency and quality across all client interactions.

By implementing these best practices, law firms can streamline their intake processes, enhance client satisfaction, and lay a solid foundation for successful attorney-client relationships.

How do you automate an intake process?

Automating the legal intake process involves streamlining the initial phase of gathering information from clients or potential clients. Are you asking yourself, “How do I create a client intake form? Here's a step-by-step guide on how to automate your firm’s process:

• Online forms. You can create a legal client intake form by using tools like Google Forms, DecisionVault, or dedicated legal intake software. These forms can be customized to gather specific information relevant to different types of cases or legal matters.
• Chatbots. Implement chatbots on your website or messaging platforms to engage with clients in real-time and collect basic information. These chatbots can ask predefined questions and provide relevant information based on user responses.
• Document management systems. Use document management systems to automate the collection and organization of documents submitted by clients. These systems can categorize documents based on case type and store them securely for easy access.
• Email automation. Set up automated email responses to acknowledge receipt of client inquiries and provide instructions on the next steps in the intake process. You can also use email automation to follow up with clients for additional information or to schedule appointments.
• CRM software. Integrate your intake process with client relationship management (CRM) software to track client interactions, manage case details, and automate follow-up tasks.
• Client portals. Create client portals where clients can securely upload documents, track the progress of their case, and communicate with their attorney. This helps streamline communication and reduces the need for manual data entry.
• Legal intake software. Invest in specialized legal intake software that offers comprehensive features tailored to the needs of law firms. Some automated client intake examples include customizable intake forms, automated workflows, and integration with other legal software tools.
• Automated reminders. Set up automated reminders for clients to complete intake forms, submit documents, or attend appointments. This helps keep the intake process on track and ensures timely communication with clients.

By implementing these automation strategies, law firms can save time, improve efficiency, and provide a better experience for clients during the intake process.

What is intake software?

Legal client intake software is a specialized type of software designed to streamline and automate the process of gathering information from clients or potential clients when they first engage with a law firm. This software is specifically tailored to the needs of legal professionals and typically offers a range of features to improve efficiency and organization in the intake process. Some common features of legal client intake software include:

• Analytics and Reporting. Some legal client intake software offers analytics and reporting capabilities, allowing law firms to track metrics such as intake volume, conversion rates, and common legal issues. This data can help firms identify trends, optimize processes, and make informed decisions about resource allocation.
• Client Communication. The software facilitates communication between clients and attorneys, allowing for secure messaging, document sharing, and updates on case progress through a client portal or mobile app.
• Customizable intake Forms. The software allows law firms to create custom intake forms tailored to different practice areas or types of cases. These forms can be designed to capture specific information relevant to each case, such as contact details, case details, and legal issues.
• Document Management. Legal client intake software often includes document management capabilities, allowing clients to upload and submit relevant documents electronically. The software can organize these documents by case and store them securely for easy access by attorneys.
• Integration with Other Software. Legal client intake software may integrate with other software tools commonly used by law firms, such as customer relationship management (CRM) software, case management software, and billing software. This integration helps streamline data sharing and communication across different platforms.
• Online Form Submission. Clients can fill out intake forms online through the law firm's website or a dedicated client portal. This allows for easy submission of information without the need for in-person meetings or paper forms.
• Workflow Automation. The software automates various aspects of the intake process, such as sending automated email responses to acknowledge receipt of client inquiries, scheduling appointments, and assigning tasks to staff members.

Legal client intake software helps law firms improve efficiency, enhance client communication, and provide a better overall experience for clients during the intake process.

What other types of legal software are helpful for law firms?

Some other types of legal software law firms use to maximize efficiency include time and billing platforms, legal marketing software, and legal client relationship management systems.

A client management system in a law firm helps manage and engage clients by keeping track of critical information about them – who they are, how they found out about their law firm, and whether they’ve been followed up with since they initially made contact.

A legal CRM serves as the “brain” of a legal practice, tracking each potential new client through their journey. Its ultimate purpose is to manage the client intake process for attorneys by attracting, delighting and retaining clients while lawyers focus on practicing law. The end result is more repeat business and increased client referrals, boosting a law firm’s revenue.

What is the best CRM for a law firm?

Lawmatics is the #1 CRM for law firms. It provides best-in-class tools for client intake, workflow & marketing automation, document management, and more. Lawmatics legal CRM helps law firms drive efficiency, attract more prospects, increase client engagement, and accelerate growth.

How much does legal software cost?

The cost of legal software depends on the type of software, the features and functionality it provides, the size of the law firm or legal department, and the pricing model. Here are some common pricing models to consider when comparing the cost of legal software:

• Subscription-based pricing. Users pay a monthly or annual fee typically based on the number of users, the degree of functionality required, and services or support included.
• Per-User Pricing. The cost is based on the number of users who will be accessing the software. This pricing model is commonly offered by cloud-based software solutions.
• Tiered Pricing. Different levels of functionality or support at various price points. Firms choose the plan that best fits their needs and budget, with higher-tier plans typically offering more features and support services.
• One-time Licensing Fee. A traditional licensing model where users pay a one-time fee to purchase the software and own it outright. This model may be more common for on-premises software installations rather than cloud-based solutions.
• Additional costs. There may be additional costs associated with legal software, such as setup fees, training costs, customization fees, and ongoing support or maintenance fees.

The cost of legal software can range from several hundred dollars per month for basic cloud-based solutions to thousands of dollars per month for comprehensive practice management suites with advanced features and support services.

What is the best client intake software for law firms? Lawmatics.

Law firms love Lawmatics client intake software. Here’s why: It increases efficiency, creates happier clients, and brings in more referrals. Sign up for a free demo to see how Lawmatics can help revolutionize your client intake process.