Inquiries in three inboxes
Nobody owned the whole list.
BoldBellowsIntake for firms that lose prospects between the website and the first reply
Law firm client intake automation with a short form, a clear notice and a prospect record that is complete
A person who contacts a lawyer about a possible engagement can be owed confidentiality even if no engagement follows, so an intake form is not just a contact form: what it asks, what it warns and where the answers are stored all matter. BoldBellows records who contacted the firm, through which channel and about which practice area before any form data is stored, collects only the details the intake team needs, warns the visitor before sensitive information is typed and keeps every record out of public search, then builds the route around the way inquiries reach your firm: a form on the website, a call logged by the front desk or a message from a referral partner is turned into one prospect record, the form asks for name, contact details, practice area and a short description in the visitor's own words with a notice not to include more, a duplicate is merged into the existing prospect instead of creating another, the inquiry is tagged with its source, the lawyer or intake lead for that practice area is alerted, and a reply that makes no promise of representation goes to the prospect.
View Pricing
One-off setup from $1,080
No monthly subscription
- Client intake
- Confidentiality notice
- No duplicate prospects
- Short form only what intake needs
- Notice before details the visitor is warned
- One prospect duplicates merged
- Right person alerted by practice area
- Plain-language notes Operators get notes written for operators, not developers
- Pay for what you pick from $1,080; branching, reconciliation and monitoring are separate, visible choices
Chapter 01 the lost-inquiry problem
An inquiry that sits in an inbox is a prospect who has already called someone else
A prospective client usually contacts several firms in a day and hires the one that answers well. At many firms inquiries arrive in three places, the website form, the main phone line and a handful of personal inboxes, and nobody can say which have been answered. Forms often ask too much, inviting a long story that the firm then holds without having agreed to represent anyone, and too little, leaving the intake team to call back for basics. Duplicate records and missing sources make it hard to see what is working.
Intake stopped being a mystery: every inquiry had an owner, a source and a time, and the front desk stopped typing things twice.
Forms that ask for the whole story
Sensitive detail arrived early.
Forms that ask for too little
Intake had to call back.
Before
After
Before
- Whatever Law Firm sends, Prospect Records receives
- No one can say which inquiries have been answered
- A long story from a stranger lands in a shared inbox
After
- The prospect and inquiry reference ties the Prospect Records inquiry to the Law Firm event
- Every inquiry is one record with an owner and a source
- The form asks for the minimum and warns about the rest
Chapter 02 How it works
How an inquiry becomes a complete prospect with someone assigned
Events are filtered, keyed, searched and then written, with a record at each stage.
Receive, log, qualify
The event arrives from Law Firm, is logged with its identifiers, and is qualified or set aside.
Capture, warn, match
The form or message is captured, the notice is shown and an existing prospect is matched before anything is created.
Tag, alert, reply
The source is tagged, the right person is alerted and the first reply goes out.
What Law Firm makes possible for client intake
- Prospects are owed confidentiality: A person who contacts a lawyer about a possible engagement can be owed confidentiality even if no engagement follows, so intake forms ask for the minimum, warn before sensitive detail and are kept out of public search.
- Not a client yet: The first reply says the firm has received the inquiry and does not accept representation by it, which keeps the message honest.
- Handling timeouts: A timeout triggers a search of Prospect Records by the prospect and inquiry reference, not another create.
Chapter 03 What ships in the build
Inside the intake route: the parts that ask, match and alert
Direct makes the route safe to run. Managed makes it complete. Watchful makes it last.
Source state reader
Reads the current Law Firm state behind the event so stale or partial notices are not acted on.
Stable identity ledger
Keeps a durable pairing of Law Firm items and client intake outcomes, and a repeated delivery is resolved against it.
Required-field check
Stops an incomplete Law Firm record before it produces a half-filled inquiry in Prospect Records.
Intake form builder
Asks for the minimum and shows the notice.
Prospect matcher
Gives every event one of four outcomes using the prospect and inquiry reference: new, update, done or unclear.
Practice-area routing matrix
Sets who is alerted for each area.
Inquiry ledger
Compares inquiries with replies sent.
Unanswered-inquiry monitor
Lists prospects waiting for a first reply.
Ownership map
Shows who is responsible for each class of exception between Law Firm and Prospect Records.
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Chapter 04 Who this fits
Who uses this: real estate law firms, all needing to turn new inquiries into organized prospect records: take a short intake form, warn before sensitive details, create the prospect in your system and tell the right person to follow up
People who need a lawyer want a prompt reply, and the firm wants one orderly record of everyone who got in touch.
Intake lead
"See every inquiry in one place."
Nothing hides in a personal inbox.
Attorney
"Hear about good prospects quickly."
I am alerted for my practice area.
Receptionist
"Log calls without double entry."
I fill the same record the form fills.
Managing partner
"Know which sources work."
Each inquiry carries its origin.
Marketing contractor
"Prove what drives inquiries."
Sources are tagged consistently.
Ethics counsel
"Limit what strangers send."
The form warns and asks little.
Chapter 05 The options
Choose your route from Law Firm to Prospect Records: a contact form that lands in a shared inbox and a notepad by the front desk, zap or an intake route with a short form, a confidentiality notice, a clean prospect record and an alert to the right person
Each can collect a name and a message. Only one warns the visitor, avoids duplicates and alerts the right lawyer.
| Question | A shared inbox | A plain contact form | Our intake route |
|---|---|---|---|
| What starts the work | Word of mouth in the team | Every delivery attempt | An event admitted by rule, not by default |
| How identity is decided | A manual lookup each time | A field anyone can edit | Prospect and inquiry reference |
| What reaches Prospect Records | Anything that fits the form | A single-step write | One prospect record, a source tag and an alert |
| After an uncertain result | Discovered at month end | Tries again without checking | Holds the case with evidence for an owner |
Old news arrives after new
Each event carries its own time, and the route applies it only if it is newer than what Prospect Records already shows.
A visitor types a detailed account of their situation into the free-text box
The record is stored with the other fields, the intake lead is told the description is long so a lawyer can look, and the reply asks the visitor to wait for contact rather than send more. With the prospect and inquiry reference the route can say whether the work is missing, done, off, or unclear, and it says so in the log. Matching and differing records are handled separately; only a missing one is created.
Choosing the prospect and inquiry reference is step one; the field map and the branches are built on top of it.
Interlude Budget is driven by inquiries, prospects and follow-ups
Pick your intake channels, and watch the total
Tune Law Firm client intake to your needs and watch the quote respond. The cheapest package costs $1,080.
View Pricing
One setup fee · Range shown first
Pricing
Build your Law Firm to Client Intake price
Pick a package, answer three short questions about how Law Firm data should reach Client Intake, and your price and turnaround move as you choose.
Chapter 06 The process
Six steps from scattered inquiries to one orderly intake
A short, repeatable process of six steps, ending in a launch review.
-
About 30 minutes
Trace where inquiries arrive
We list every channel inquiries use, who reads each one and how long a first reply takes today.
-
Access review
Approve access
A limited-rights account in Law Firm is created for the route, and the identifiers for client intake are settled in the same step.
-
Most of the project
Agree the form and the rules
Fields, the confidentiality notice, practice-area routing, first-reply wording and what counts as a duplicate are written out and approved first.
-
Before you review
Test what goes wrong
Duplicate deliveries, slow events, blank fields and denied permissions are run in a test copy of Prospect Records.
-
Handover day
Launch with notes
Launch day includes the switch-on, a first-run check and the PDF for whoever supports it next.
-
About 30 minutes
Launch support
For a short period after launch we respond quickly to anything unexpected in the live route.
Chapter 07 Turnaround
From approved access to live: the timings
The schedule starts when Law Firm access is confirmed in writing.
Direct
6 to 10 business days
Managed
10 to 16 business days
Watchful
16 to 24 business days
Chapter 08 Getting started
What we will ask you for
Confirmation of which Law Firm records we may read
Your website form or form tool, the system where prospects are kept and a named intake lead for each practice area
Test records in Law Firm for the acceptance runs
Names of the people who decide when a matter event is valid
Your rule for what to do when Law Firm and Prospect Records disagree
A decision on whether history should be loaded or only new events
Chapter 09 Trust
A route that borrows access, never rewrites your tools
The route asks Law Firm for the minimum that client intake needs, and it can write only to the destinations in the signed scope.
Reversible by design
Because nothing inside Law Firm or Prospect Records is modified, switching the route off returns both tools to how they were.
Scoped, revocable access
Every credential has an owner, a scope and an off switch.
A purpose for every field
Each mapped field has a reason recorded beside it, so a later review can tell why it was sent.
Find first, write second
The route finds the inquiry through the prospect and inquiry reference before choosing between create, update and leave alone.
Minimal logging
We keep proof that a step happened without keeping what it carried.
Full handover
The field map, credential inventory and recovery notes are yours to keep.
"The first minute of a prospect's contact sets the tone, so the form is short, the notice is plain and the reply never promises more than the firm has agreed."
Steven GrratFounder, BoldBellows
Chapter 10 In their words
What BoldBellows clients say
Verified reviews from business owners who use BoldBellows automations every day, from marketing and data to support and operations.
AI Document & Contract Automation
Onboarding was slow because we wrote every contract by hand. BoldBellows automated the lot: contracts, welcome emails and client setup.
What took 48 hours now takes under 10 minutes, and clients regularly tell us how professional it feels.
AI Workflow Automation for Agencies
Running a digital agency with many clients was overwhelming. BoldBellows built one automation dashboard that tracks tasks, sends updates and creates client reports automatically.
Clients love the transparency and we love the time we get back. Productivity is up, and project delays have dropped to almost zero.
AI Translation & Localisation
When we expanded abroad we needed fast, accurate translations. BoldBellows built an AI translation system that turns our content into several languages instantly.
The translations read naturally and suit each culture. We now serve customers in five new countries without hiring translators. BoldBellows helped us go global.
AI HR & Recruitment Automation
Our HR team was drowning in applications. BoldBellows automated screening, skills-based filtering and interview scheduling.
It saves us hours every week and means we only interview qualified people. Hiring is now faster, better organized and more professional.
AI Accounting & Invoice Automation
BoldBellows automated our whole invoicing process: creating invoices, sending reminders and tracking payments.
Late payments dropped sharply, and our accounting team finally has time for strategy instead of repetitive admin. Worth every penny.
AI Data Entry & Reporting Automation
We used to spend hours collecting data and building weekly reports by hand. BoldBellows automated all of it.
The reports are clean, visual and easy to read, and our managers rely on them for quick decisions. Human error is gone and our numbers are more accurate across the board.
AI E-commerce Listings Automation
BoldBellows automated our product listings. The AI writes descriptions, organizes photos and publishes listings across several marketplaces.
It even answers customer questions instantly. Our store looks more professional and sales have noticeably increased.
AI Customer Journey Automation
We wanted a smoother path from first contact to purchase. BoldBellows built an AI system that guides each customer there automatically.
It sends personalized messages, recommends products and follows up at just the right moment. Customer retention has improved dramatically.
AI Social Comment & DM Automation
We get thousands of comments and messages every week. BoldBellows built an AI system that replies instantly, filters spam and surfaces the important ones.
Engagement is up and our page looks active around the clock. It’s like having a full social media team that never stops.
AI Chatbot & Customer Support
BoldBellows built an AI support chatbot for our online boutique, and it has changed how we run the business. We used to have two full-time staff answering the same questions all day. Now the AI handles order tracking, product recommendations and even refund requests on its own.
What surprised me most is how natural it sounds. Customers compliment the ‘agent’ without realizing it’s AI. Our support workload dropped by 75% and customer satisfaction went up dramatically.
AI Content & Social Media Automation
Our marketing agency couldn’t keep up with content. BoldBellows set up an AI content engine that writes blog posts and captions and even designs our social media creatives.
It spots trends and suggests topics for us, so we stay ahead of competitors. We now produce three times the content with the same team, and engagement has soared. They didn’t just automate our workflow, they lifted our whole brand.
AI Lead Qualification & Sales Automation
Our sales team wasted hours chasing cold leads. BoldBellows built an AI lead-scoring system that reads behavior, email engagement and buying signals.
It filters out weak leads and sends personalized follow-ups automatically, so our team only talks to people who are ready to buy. Conversions rose 40% in the first month. It paid for itself straight away.
AI Video & Voice Automation
We publish product videos every week, and BoldBellows introduced us to AI video automation. The system writes the script, voices it and produces the finished video in minutes.
The quality is remarkable: professional voiceovers, clean visuals and smooth editing. Production time went from three days to under 30 minutes, and we scaled our video marketing without adding cost.
AI Email & Smart Inbox Management
Our inbox used to be chaos. BoldBellows built an AI email system that sorts messages, drafts replies and flags anything urgent.
It learns how we write and gets better every week. We reply faster and no longer miss important messages. It feels like having a personal assistant working around the clock.
AI Booking & Scheduling Automation
Our coaching business needed a better way to schedule. BoldBellows automated all of it: bookings, reminders, cancellations and follow-ups.
No-shows fell by 60% and clients enjoy how smooth it is. It feels personal, not robotic. One of the best upgrades we’ve made.
AI CRM Automation
Our CRM was barely used because updating it by hand was tedious. BoldBellows automated data entry, tagging, segmentation and follow-ups.
Now the CRM is always up to date and our campaigns are far more accurate. It improved our whole sales pipeline.
AI Voice Assistant
BoldBellows built a custom AI voice assistant for our customer hotline. It answers questions, books appointments and handles simple requests.
Customers love how fast it is, and our call-centre workload dropped dramatically. One of the smartest upgrades we’ve made.
AI Automation Partner
BoldBellows is hands-down the best AI automation partner we’ve worked with. Their systems are fast, reliable and built around how our business actually works.
Every automation they’ve delivered, from customer service to content, runs flawlessly. We’ve saved time, cut costs and grown faster than we expected.
Chapter 11 Questions
Client intake: what intake leads and partners ask
The questions that come up most while buyers compare options, answered once.
Could we wire Law Firm client intake ourselves with a zap?
To get every new inquiry captured in one place with the facts intake needs, a connector will do. To warn about confidentiality, avoid duplicate prospects or alert the lawyer who handles that practice area, you need a designed route. Each of those is covered, tested and handed over in writing.
What does the form ask?
Name, contact details, practice area and a short description, plus a notice not to include more.
Is the inquiry a new client?
No, it is a prospect until the firm accepts the matter, and the reply says so.
How are duplicates handled?
A matching email address or phone number adds the inquiry to the existing prospect.
Who is alerted?
The person you assign for that practice area, by email or message.
Can the form be found by search engines after submission?
No, the thank-you and any stored pages are kept out of public search.
Does it run conflict checks?
It passes the names to your conflict check step but does not decide the outcome.
What part of Law Firm does client intake touch, and is that written down?
Yes. The Law Firm client intake map lists each field, its target and any transformation, and it is yours to approve or edit first.
Does client intake work with our own definitions of status?
Yes. Your team's conditions are the starting point for Law Firm client intake; packages begin at $1,080.
What is the plan when a Law Firm setting changes?
Changes are expected, so the route fails safe: the affected record waits and is flagged. Anything needed after the review window is quoted separately.
Give your firm intake that is complete, careful and quick
Say what should start client intake, what must be true afterwards and who reviews failures; the quote begins at $1,080.
- From $1,080, paid once
- Confidentiality notice
- No duplicate prospects
- No monthly fee from us