Professional Services
Law Firm Suite
Convert enquiries in minutes, close matters on time, and never let a referral source go cold.
A full operating system for a small or mid-size law firm. It covers the entire matter lifecycle: from the moment a prospective client enquires, through intake, conflict checking, and engagement, to matter execution, billing, and relationship nurture. Law firms haemorrhage revenue at the intake stage, in the billing cycle, and across a neglected referral network; this suite automates the repetitive work at each of those points so fee-earners can stay in front of clients and produce billable work rather than chasing paper and people.
A starting configuration to test against the business's actual evidence and operator constraints.
Illustrative failure hypotheses
Questions for the audit to verify
Slow intake response: prospective clients who ring or email out of hours are never followed up and instruct a competitor
Manual conflict checks taking hours or days, stalling the intake of time-sensitive matters
Fee-earners drafting routine letters, engagement terms, and standard clauses from scratch instead of billing
Clients chasing matter status by phone and email, consuming paralegal time and eroding confidence
Aged AR and unpursued retainer top-ups left sitting on the ledger while cash flow tightens
Referral sources (counsel, accountants, estate agents) receiving no structured follow-up and quietly routing work elsewhere
Proposed starting point
A pilot hypothesis to review
Designed role · approval required
Intake Qualifier
Acknowledges every new enquiry instantly, gathers the matter type and key facts, scores urgency, and books a consultation or routes to the correct team.
Firms lose prospective clients within the first hour. An always-on qualifier that acknowledges, screens, and books a consultation the moment an enquiry arrives visibly lifts conversion in week one.
Designed playbook
Proposed work streams and roles
These are configuration ideas to test during an audit. They are not autonomous workers or evidence of a live deployment.
Forma Core
Runs under every suite. The shared operating spine: front desk, follow-up, reputation, owner reporting, cash, and content.
Designed role descriptions ↓Close ↑
Front Desk
Captures and triages every inbound (email, web form, missed call, DM), then replies, classifies, and routes it to the right place.
Follow-Up Engine
Runs persistent, polite multi-touch follow-up on every quote, no-show, and stalled enquiry until it converts or is cleanly closed.
Reputation Engine
Asks happy customers for reviews at the right moment, drafts replies to every review, and routes negative feedback to a human first.
Owner's Digest
Compiles the weekly (and on-demand) operating picture into a plain-English brief: what happened, what's at risk, what needs a decision.
Money Flow
Issues and chases invoices, tracks AR aging, and reconciles payments so nothing slips and cash comes in faster.
Content Engine
Turns the brand kit into a steady cadence of social, email, and blog content, ready for one-click approval.
Client Intake & Conflicts
Qualify every enquiry instantly, run the conflict check, and get the right new client booked and engaged without delay.
Designed role descriptions ↓Close ↑
Intake Qualifier
Acknowledges every new enquiry instantly, gathers the matter type and key facts, scores urgency, and books a consultation or routes to the correct team.
Conflict Checker
Runs a structured conflict-of-interest check across the firm's client and matter database the moment a new instruction is proposed.
Engagement Letter Drafter
Drafts a tailored client-care letter, engagement terms, and fee estimate from the matter brief so the client is onboarded the same day.
Matter Management
Keep every open matter moving, clients informed, and critical deadlines visible without paralegals fielding status calls.
Designed role descriptions ↓Close ↑
Matter Status Updater
Sends clients a timely, plain-English status update at each significant matter milestone, eliminating inbound status calls.
Deadline & Limitation Sentinel
Tracks every court deadline, limitation period, and statutory time limit across all open matters and escalates before anything is missed.
Document & Drafting
Assemble standard documents and first-draft routine correspondence so fee-earners review rather than write from scratch.
Designed role descriptions ↓Close ↑
Document Assembly Assistant
Assembles first drafts of standard legal documents (contracts, wills, leases, and precedent letters) from matter data and approved templates.
Court Bundle Compiler
Compiles, indexes, and paginates court bundles from the matter's document store, ready for filing or service.
Billing & Collections
Accelerate invoicing, pursue aged AR, and keep trust and retainer accounts topped up and compliant.
Designed role descriptions ↓Close ↑
Billing & AR Chaser
Prompts fee-earners to raise bills on completed work, then pursues aged invoices with a structured, professional collection sequence.
Retainer & Trust Monitor
Watches client retainer balances and trust accounts, requests top-ups before funds run low, and flags any compliance anomalies.
Growth & Referrals
Nurture the referral network and past clients so instructions compound without a dedicated BD headcount.
Designed role descriptions ↓Close ↑
Referral Nurture
Keeps the firm's referral sources (accountants, IFAs, estate agents, and counsel) warm with regular, value-adding touches so introductions keep coming.
Measurement design
Candidate measures to baseline
These labels do not claim a result. The audit must define the source, window, method, baseline, and owner before a metric can support a pilot decision.
Enquiry-to-instruction rate
Percentage of inbound enquiries that convert to a signed engagement letter, the primary intake health metric.
Lock-up days
Combined WIP and AR days outstanding; the leading indicator of cash flow tightness.
Missed-deadline incidents
Critical court and limitation deadlines missed in the period, a risk and compliance metric tracked to zero.
Average time to bill
Days from matter completion or period end to invoice raised; shorter means faster cash conversion.
Referral-source introductions
Instructions received from the referral network per month, tracking the health of the firm's growth engine.
Client satisfaction score
Post-matter survey score, driven by communication frequency and matter-update quality.
Connector boundary
Availability is scoped per controlled pilot
Connector names in the internal playbook are planning inputs, not a public integration promise. Current code-live readers are bounded and require account-specific verification before use.
See the commerce pilot boundaries →Audit first
Validate the playbook against your operation.
Pricing, scope, data access, review boundaries, and success measures are agreed in writing before any paid work.
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