We handle the first reply
We build the intake system your team works in, connect it to the tools you already use, and manage the follow-up every day.
Intake and follow-up for employment, family and personal injury firms, built and managed for you.
Intakes.io designs your intake workflows, writes and sends the messages, and stays with each inquiry until you decide. Legal judgment stays with you.
Every channel lands in one conversation. Keep your own form and your answering service. We connect them.
Your intake rules decide what happens next. A lawyer sees anything that needs judgment.
Calendars we build and keep up to date. Reminders on every channel. The assistant offers earlier times when someone asks.
Payment, documents and scheduling in one branded, secure portal.
The right retainer goes out from one short form. When it is signed, the file opens in your practice management system with everything attached.
A personal note from the lawyer, then a short survey about how we did.
Keep your form, your answering service and your practice management. We connect to them.
The problem with intake at most firms
You get the intake CRM and the team that manages it.
We set up the CRM around how you work, connect it to Clio and the tools you already use, and handle the follow-up at every step: first reply, screening, booking, reminders and signatures. You approve every message and every rule before it goes live.
When a text bounces, a number is wrong or a reply sits unanswered, we catch it and deal with it.
You make every legal decision. We make sure the next step always happens.
Answer on the channel your client already uses.
Someone who was let go this afternoon will text you, WhatsApp you or message your Facebook page at 11pm. We connect every channel you choose into one conversation per person, and we make sure they get a reply.
A client texts your paralegal to ask if Thursday still works, then sends a WhatsApp from their personal number. You answer from the Intakes.io mobile app. Both messages land in the same thread on the client's record.
A missed call gets a text back from your number with a short survey. Your paralegal picks up the same thread.
When a client replies from their personal WhatsApp instead of text, WhatsApp becomes their main channel. You can answer from the Intakes.io mobile app, and every message stays on your record.
Confirmations, reminders, and the documents you send, from your own domain.
Calls go to your team when someone is free. When nobody is, the caller gets a text back within the rules you set.
A question on your website at 11pm gets an approved answer and a booking link. Legal questions get flagged for your team.
Messages to your pages join the same conversation as everything else.
Keep your current form. Every answer lands on the person's record and decides what happens next.
Every person gets one conversation, whichever channels they use. When they reply on one channel, we move to it and stop the reminders on the others.
Every message goes out in your name with a working opt-out.
Your intake process has an operator.
Five points where most firms lose the inquiry. We handle each one until it is actually done.
Every new inquiry gets a reply, including after hours.
We agree which channels we cover and what the first reply says. Anything unusual goes to your team. We test it all before it goes live.
You get the facts you need to decide.
Screening asks the questions you approved. Incomplete inquiries get a reminder, unsuitable ones get a referral, and anything that needs a lawyer's judgment goes to your team.
Nobody waits for someone to remember to follow up.
Missing documents, unanswered booking links and quiet inquiries each get a follow-up message you approved. Reminders stop the moment the person replies, opts out or books.
A retainer you sent gets chased until it is signed.
We track every retainer you send, remind the client until it is signed, and pass any question about the agreement back to you.
A missed consultation gets rebooked.
We confirm the no-show, send the rebooking message you approved, and cancel the old reminders once a new time is set.
How the four ways to cover intake compare
Each one does part of the job. The difference is who follows up after the first contact.
Clio Grow and Lawmatics are examples of intake CRMs. Named products describe a category, not a review of any vendor.
We handle the intake. You make every legal call.
We build, send and follow up. You review and approve.
We audit, design, build, manage and report.
We start with a 30-minute audit of your last month of inquiries. Your team approves every step before it goes live.
Every workflow is built around CASL, PIPEDA and the Law Society rules.
You approve every message and screening question before it goes live. We build every workflow with four sets of rules in mind.
Consent is recorded before automated follow-up, and every message carries a working unsubscribe.
We only collect what you need to decide, and we tell the person why.
Everything that describes you or your services is accurate, and you sign off on it.
Nobody at Intakes.io gives legal advice. Questions that need a lawyer go to your team.
We report the same numbers the same way every month.
The audit sorts one month of your inquiries into signed, pending and lost. Every monthly review uses the same definitions, so you can see what changed.
Frequently asked questions
Intakes.io is a managed intake service for law firms in Canada, working mostly with employment, family and personal injury firms. You get an intake CRM and the team that manages it. We build the workflows, reply to every new inquiry by phone, text, email, web chat, WhatsApp and social messages, screen on the questions you approved, book consults, send reminders, chase retainer signatures and rebook missed consults, every day including after hours. Every message is one you approved, every legal decision stays with you, and nobody on your team has to learn a workflow builder. We don't do marketing or ads. We start the moment an inquiry exists.
Every other option covers part of the job and leaves the rest with you.
If you buy an intake CRM → someone on your team has to build the workflows and watch them every week.
If you hire an answering service → you get a message, and the follow-up is still yours.
If you hire another coordinator → follow-up depends on one person's memory, hours and holidays.
If you use an AI intake builder → you configure it yourself, and nobody watches it when it breaks.
If you hire a marketing agency → you get more leads into a funnel that already loses them, and the report stops at the lead.
We give you the CRM, build the workflows and manage the follow-up every day. Every open inquiry has a named owner and a status you can see. There is no charge per seat, so everyone who touches intake works in the same system. You get the whole job done without those tradeoffs.
No. Clio, or whichever practice management system you use, keeps matters, billing and documents. We handle intake in front of it, and before setup we confirm exactly which fields transfer when a client signs.
No. If your form works, it stays, and every answer still lands on the person's record. We avoid adding a third-party piece when the one you have does the job. During the audit we look at the form with your team. If it is part of the problem, we say so, and you decide.
Yes. You send the retainer the way you do today, DocuSign included. We never send it for you. We track whether it came back signed, remind the client until it does, and pass any question about the agreement to you.
No. We handle what happens after the inquiry arrives. Intakes.io connects natively to your Facebook, Instagram and TikTok lead campaigns, so every signed client traces back to the campaign that brought them in. You see which campaigns produce clients, not just leads, and you decide what to spend on.
No. The workflow collects the facts you asked for and sends anything that needs judgment to your team. You decide who you take on.
No. We give every open inquiry an owner and report signed, pending and lost for the same group every month, so you can see for yourself what changed.
A fixed monthly fee plus a one-time implementation fee, both quoted in writing after the audit. The first term is 3 months, then it runs month to month. Unlimited seats, no per-seat or per-licence charge. What moves the price is on the pricing page.
Book the 30-minute audit. We go through one month of your inquiries and show you where you lose people. If it is a fit, we come back with a written plan: the workflows, the messages, the handoff to your practice management system, and a scope. From there you get a weekly call during build and launch, a monthly review once you are live, support by email or Slack every business day, training for every person on the part they touch, and written documentation of every workflow and message.
If you get a handful of inquiries a month, one careful person can handle them. If your team wants to build and maintain its own workflows, an intake CRM you manage yourself is the better buy. We will tell you which one you are in the audit.
Intake for the practices where the first reply decides it
Intakes.io works with employment, family and personal injury firms in Canada, where the first reply and the follow-up decide who signs.
Employment
The offer has a deadline and the person is already shopping. Intakes.io replies, takes the termination date and books the call before another firm does.
Family
The first question is how it is safe to reach the person. Intakes.io asks it, records the answer, and follows up only that way.
Personal injury and disability
The deadlines start before the retainer does. Intakes.io records the dates, collects the documents and follows up until the contingency agreement is signed.
Find out where your inquiries go.
Bring one recent month of inquiries. You leave with a list of where they dropped off and what to fix first.
Two short steps, then you pick a time.