Intake & Lead Tracking for Law Firms

Yes, and the field worth having is finer than a channel name. A referral is a person or a firm rather than simply the word referral, which lets you see which three attorneys actually send you work and which relationships you have been maintaining out of habit. Paid channels get their own tag, and web enquiries carry the source through from the form. The report you want is not enquiries by source; it is signed matters and fee value by source, because in legal intake a channel can generate forty calls a month and one signed case. Divide what you spent on that channel by the matters it signed and you have a cost per signed matter you can compare across everything, including the lunch budget. That single number tends to end long-running arguments about marketing spend faster than any dashboard, because it puts every channel on the same footing.

Access is role-based, the data is yours, and you decide where it is hosted rather than inheriting someone else's default. What we will not do is overstate it. This is an intake and lead-tracking system, not a document management or case file system, and we would not recommend moving privileged case material into it. Notes at the intake stage should be limited to what you need to decide whether to take the matter and to run a conflict check, such as a name, the opposing party and the nature of the dispute, with the substantive file living in your practice management system once the matter is opened. Drawing that line at the start is what keeps a lightweight tool lightweight. If you already run a practice management platform your firm trusts, the honest scope is often just the pipeline that sits in front of it, feeding matters across once they are signed.

Yes, and the clock is the part that matters. Every intake gets an owner and a next action the moment it lands, and an intake that has not been touched inside the window you set escalates to someone else rather than sitting quietly. After-hours enquiries queue for first thing with the wait time visible, so Monday morning starts with Friday night's callers rather than whoever emailed most recently. The declined path is tracked too: a matter you turn down should end with a recorded decision and whatever closing correspondence your firm sends, not just fade out of the list. Before changing anything, measure where you actually stand by taking a month of intakes and finding your median time from first contact to first human response. Most firms are slower than they believe, and the gap between the assumed number and the measured one is usually the whole reason leads go elsewhere.