Managed intake for growing law firms
Intakes.io is a managed intake service for law firms. We build your intake CRM, connect the channels you use, and manage the follow-up from first reply to signed retainer or closed inquiry.
You approve the messages and screening rules. Legal judgment stays with you.
Follow one inquirySomeone with a severance offer contacts three firms on a Tuesday night. One answers and books the consult. Another calls back two days later.
Those are not advertising problems. They are gaps between steps, often spread across several systems and people.
Each inquiry has a named member of your team responsible for the next step. Your team can see its status; our job is to keep the supporting process working.
We build it in your wording. You approve every message, and you can see where each inquiry stands at any time.
A form, missed call or message gets an approved response and the next step for that channel. Anything requiring judgment is passed to your team.
Reminders, document requests, missed-consultation recovery and questions about next steps follow the rules you approved. Your lawyer sends the retainer, and we follow up on the signature until it is signed or the inquiry is closed.
Your dashboard shows signed, pending and lost, live, across the stages configured for your practice. An inquiry that is still open is not treated as lost.
Fictional example. Times illustrate the workflow, not a client record.
A person fills in a web form about a severance offer. The approved reply asks for the details your team needs and offers the next step.
They book an initial consultation in the rotation your team selected. A named person on your team is responsible for the next step.
They miss the consultation. The approved rebooking sequence offers another time, rather than leaving the inquiry in limbo.
After a consultation, your lawyer sends a retainer. The person has a question about the fee. It is routed to your team, not answered as legal advice by an automation.
The signed agreement is recorded, the follow-up stops under the configured rules, and the live reporting reflects the outcome.
Why managed matters
Calendars change. New lawyers join. Screening questions get updated.
We build and test your workflows at launch, then stay responsible for managing them when something changes.
What our team handlesIn results recorded across a long-running client engagement, annual signed retainers increased from 334 in 2021 to 940 in 2025, while inquiry volume grew approximately 1.6 times over that period. Those figures describe what happened, not how much of the change can be attributed to one service or workflow.
See the resultsIntakes.io is a good fit when you have a steady volume of inquiries, several people involved in consultations or follow-up, and too much complexity to manage with a few reminders and a spreadsheet.
Dates, offers, consultations and unsigned agreements.
02Safe ways to make contact and the right handoff before a consultation.
03Incident dates, insurer documents and agreement follow-up.
04Different screening questions, rotations and reporting for each area.
If you are looking for a self-service tool to configure yourself, this may not be the right service. If you want the process built and actively managed, we should talk.
Get started
Start with a 30-minute conversation about one recent month of intake. We'll identify the gaps we can assess from your process and examples, explain what we'd take over, and outline the next investigation where more evidence is needed.
FAQs
Frequently Asked
Questions
No. Keep your existing system for matters, billing and documents. We confirm the intake-to-practice-management handoff and integration scope before setup.
No. Your lawyers decide who to take on and give legal advice. We collect facts and carry out screening and follow-up under rules you approve.
Someone on your team. You choose the rotation and who is responsible. We manage the supporting workflows and make sure operational problems get investigated and corrected.
No. You can keep a receptionist or answering service that works. We connect its handoffs to the rest of the intake process where supported.
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