Law Firm Client Intake Software

Before the first call, the prospective client completes a structured online intake form capturing their full legal name, contact details, company details where relevant, the nature of the matter they need help with, how they were referred to the firm, and the names of any other parties involved. This data is used immediately to run the conflict search and, on clearance, to pre-populate the engagement letter and matter record. The form is accessible from the firm's website or sent as a direct link, and it works on any device without requiring the client to create an account.

The parties identified in the intake form are searched automatically against the firm's full database of existing clients, open and closed matters, adverse parties, related entities, and referral sources. The conflict search runs in seconds rather than waiting for partners to respond to a group email. Where potential conflicts are identified, the responsible partner reviews the details and records their clearance decision or declines the matter. The conflict check report and the clearance decision are stored against the matter file before it is opened, creating a permanent record for risk management purposes.

On conflict clearance, the system generates an engagement letter from the appropriate template using the client data collected at intake. The letter is sent to the client through the portal for e-signature without requiring a separate application or a printed copy. Once signed, the executed document is stored against the matter file automatically. If the client has not signed within a defined period, automated reminders are sent before the fee earner needs to follow up manually. The firm's template library is maintained centrally so any change to the standard terms is applied to all future letters without updating individual documents.

A structured customer due diligence request is sent to the client through the intake portal. The request specifies exactly which documents are required based on the client type and matter type -- government-issued identity, proof of address, company registration documents, or source of funds evidence where the matter requires it. The client uploads documents directly to the portal rather than emailing copies. Documents are stored against the client record with the date received and the fee earner who reviewed them. The CDD record is flagged incomplete if required documents have not been provided, preventing the matter from proceeding until the requirement is satisfied.

Where the engagement requires a retainer or an initial fee, a payment request is generated from the intake data and sent to the client before the matter opens. The client pays by card or bank transfer directly through the portal. Payment is confirmed automatically and the receipt is recorded to the trust account or the office account based on the payment type. The matter does not open until payment is received and confirmed, removing the situation where work starts before funds are in hand. All payment records are linked to the matter and available to the billing team without manual reconciliation.

When intake is complete -- conflict cleared, engagement letter signed, KYC documents received, and retainer collected -- the matter is created in the practice management system automatically. Client details, matter type, responsible fee earner, billing rate, and matter reference are populated from the intake data rather than re-entered by a paralegal. The matter workspace is ready for the fee earner from day one with the engagement letter, CDD documents, and payment records already filed against it. The client receives confirmation that their matter is open and a link to the client portal where they can track progress and upload further documents.