We build and manage your intake, from first reply to signed retainer.
We design the workflows, write the messages and manage the follow-up every day, including after hours. You approve the rules and make every legal decision.
Here is what we handle and what you approve at each step.
Nothing goes live until you approve it, and every reminder has a point where it stops.
Every new inquiry gets a reply, including after hours.
The channels we cover, the wording of the first reply, and who gets the exceptions.
The person fills in the form, books a time or is passed to your team.
You get the facts you need to decide.
Every question, every criterion, and every decision on who you take on.
Your team marks the inquiry suitable, unsuitable, or needing a call.
Nobody waits for someone to remember to follow up.
How many reminders go out, on which channels, and when follow-up stops.
A reply, an opt-out, a booking, or a status change from your team.
A retainer you sent gets chased until it is signed.
The agreement itself, and every answer to a question about it.
The signature, or your team closing the file.
A missed consultation gets rebooked.
Whether and how often a missed consult is offered a new time.
A new booking, or a decision from your team to close it.
Why these firms work with us
We know employment intake
Termination dates, severance offers with deadlines, and the questions that separate a real matter from a general question. We build your workflows around how employment inquiries actually arrive.
We connect the tools you already use
Clio, your calendars, phone, email and text all feed one record. You keep the tools your team already likes.
We work like an extension of your team
We take on a handful of firms at a time, across Canada. Each one gets a named lead, a monthly review, and a team that stays on after launch. Managing it is the job.
Built for the firms that live on the first reply.
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.
We stay until your team actually uses it.
Most intake software ends up half set up and unused six months later. We build it, train your team on it, and keep managing it after launch.
We map how intake works today.
Your channels, who handles what, and where inquiries drop off.
We build and test every path.
We build the pipeline, forms, messages, retainers, and integrations, then test every path with sample inquiries.
We go live in stages.
We go live alongside your team and watch the first weeks closely.
We train every person on their part.
Each person learns the part they touch, and we check in until the system is simply how your team works.
We manage it every day.
We handle the follow-up daily and review the numbers with you every month: signed, pending and lost.
These are the workflows we build most often.
Every firm handles intake differently. We map yours first, then build what it needs. These nine come up at almost every firm.
Your intake as a pipeline
We sit with your team, map how an inquiry moves through your practice today, and build the pipeline to match: your stages, your names for them, and a person responsible for each.
Forms that look like your brand
On-brand intake forms embedded on your website. Every answer lands on the inquiry record and decides what happens next.
A missed call gets a text back
When a call goes unanswered, the caller gets a text with a short link to a screening survey, so the inquiry keeps moving while your team is busy.
Follow-up that uses their answers
We write the message library with you. Each text and email pulls in what the person already told you, so it reads like someone read their form.
The right retainer from one short form
Your agreement templates live in the system. You fill a quick form and send the right retainer for signature, and reminders continue until it is signed.
A voice agent if you want one
A custom voice agent answers, takes details, and asks screening questions you approved. Anything past screening goes to a person on your team.
AI agents for the messy steps
When a step has too many branches to wire by hand, an agent reads the record, uses the tools we allow, and returns a structured decision the next step can act on.
A knowledge base behind every automated reply
We build it from answers you approved. Every automated reply stays inside what you have already said.
Connections to the tools you keep
Clio and the rest of your stack stay. We connect them so the inquiry, the documents, and the status live in one record.
A missed call becomes a booked consult.
The missed-call text-back is one of the first things we build. Here is the whole chain.
The line is busy or it is after hours.
The caller gets a text from your number with a link to a short survey.
Three or four questions you chose, on a page that looks like your site.
Your screening rules sort the answers into suitable, needs review, or not a fit.
Thursday, 10:00
A booking link goes out, written from their answers, or the inquiry goes to a named person.
Our AI agents show their work.
Some steps have too many branches to wire by hand. For those we use an AI agent: it gets a goal and a set of tools, decides which tools to use and in what order, and returns a result the rest of the workflow can use.
You'll get a call at the number you gave us, Jordan. If you'd like a different number, just reply here.
Tool: read contact → phone on file
Reply drafted, no handoff needed
"intent": "meeting_format",
"answer": "phone",
"handoff": false,
"next_step": "confirm_consult"
}
Illustrative example. Names, times, and token counts are examples.
We write the instructions and choose which tools the agent may use, such as looking up a record, checking the calendar, or moving a stage.
The agent picks which tools to call and with what inputs, in place of a long chain of fixed if-then steps.
Text or JSON that later steps read: a suitability call, an urgency flag, the next pipeline stage.
The execution log shows each step it took, the tools it used, and the tokens it spent, so any result can be traced.
Drafts or rewrites a single piece of text inside a workflow step.
Talks with the person by text or chat, waits for the answer, then branches. Draws on a knowledge base of answers you approved.
Work behind the scenes: read, decide, call tools, and hand a result to the next step.
Agents do not give legal advice. You approve their instructions and tools before they go live, and anything that needs a lawyer goes to your team.
You fill one short form and the right retainer goes out for signature.
We build your retainer templates into the system, with the fields each one needs. When you decide to take the matter, you fill a short form and send the right agreement for e-signature. Reminders continue until it is signed, and questions about the agreement come back to you.
Here is one inquiry from start to finish.
Every month, we review what moved and what didn't.
We sit down with the person you named and go through the month: what signed, what is still open, what went quiet and why. Any change we propose gets tested before it goes live.
We cover your channels and connect to your systems.
You choose which ones we cover.
Text follow-up only goes out with consent on record. Every message goes out in your name with a working opt-out.
Your practice management system stays where it is.
Clio, PracticePanther, Filevine or whatever you use today keeps matters, billing and documents. We handle intake in front of it. Before setup we confirm which fields transfer and which steps stay manual.
How it works day to day
The caller gets the reply you approved, with a link to the next step. If they ask a legal question, it is flagged and waiting for your team in the morning.
Nobody at Intakes.io answers it. The question goes to the person you named, and follow-up on that inquiry pauses until your team replies.
Yes. Send us the change, we test it against the workflow, and it goes live once you approve it.
No. A reply, an opt-out, a booking, or a status change from your team stops the reminders for that step.
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. 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.
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.
Book a 30-minute audit on your numbers.
Bring one recent month of inquiries. We show you which of these five steps you are losing people at today.
Not ready for a call? Take the 5-minute scorecard →The list is yours to keep, even if we never work together.