Legal practitioners · client intake and onboarding
Turn web enquiries into qualified, conflict-checked leads
The problem
Enquiries arrive at all hours. Fee earners spend time on calls that aren’t a fit, and conflict checks happen late or by hand.
What you get
Every enquiry is acknowledged at once, summarised, matched to the right team and conflict-checked before anyone picks up the phone.
Three ways to do it
Indicative monthly running costs, not quotes. They exclude VAT and any one-off build or set-up work. Claude usage is based on Anthropic’s list prices for Claude Sonnet 5.5 and Haiku 5.5; other figures are rough estimates prepared in October 2026.
How it’s built
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Redesign the enquiry form
Ask for matter type, other parties, key dates and how they heard about you.
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Acknowledge instantly
An automatic reply sets expectations and offers a link to book an initial call.
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Summarise and route
AI writes a short summary, picks the practice area and flags urgency, such as a court date next week.
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Run a conflict check
Names of the client and other parties are checked against your client and matter records. Possible matches go to a person.
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Book the call
Qualified enquiries get a booking link for the right fee earner.
How it fits common tools
- Microsoft 365 Outlook, Teams, SharePoint and Excel connect through Power Automate, and n8n, Make and Zapier all support them. Microsoft Bookings is included in most business plans.
- Google Workspace Gmail, Calendar, Sheets and Drive have well-documented APIs and ready-made connectors in n8n, Make and Zapier.
- Zoho Zoho Bookings, Forms, CRM and Sign all have APIs, and Zoho Flow links them together. Make and n8n have Zoho connectors too.
- Clio Clio has an open API and integrations with Zapier and Make, so matters, contacts, tasks and time entries can all be automated.
- Other case management API access varies by vendor and plan (e.g. LEAP, Actionstep, Osprey). Some offer full APIs, some only exports, so check before choosing an approach.
- Xero or QuickBooks Both have open APIs and connectors in Make, n8n and Zapier, so invoices, payments and reminders can be automated.
- Spreadsheets Fine as a starting point. Once the automation is live, move the data into a proper database or list so it doesn’t break when someone renames a column.
- Paper forms Usually the biggest quick win: replacing paper with a phone or web form removes the re-typing entirely.
Watch-outs
- Automatic replies must never give legal advice.
- A person must review every possible conflict. Name matching will produce false alarms.
Want this built for your firm?
Blue Tea is a UK-based software partner. We start with the problem, not the software: if an existing system already does the job, we’ll configure it. If it doesn’t fit, we’ll design and build something that does.
- ISO 9001 and ISO 27001 certified
- Strategy, design and engineering under one roof
- No obligation. Just a conversation about your process.