AI for Law Firms: Client Intake, Booking and Follow-Up
BX sets up AI that answers intake calls and web enquiries, collects the details your team needs for a conflict check, books consultations, routes incoming documents to the right matter and follows up on missing paperwork. The AI never gives legal advice, conflict checks and case decisions stay with your firm, and every script is approved by your lawyers before launch. Built by our team in Manila for firms in the US, UK, Australia, Canada, New Zealand, Singapore and the Philippines.
Who this is for
- Personal injury, family, criminal defence, immigration and employment firms that get many first-time calls and web enquiries
- Small and mid-size firms whose receptionist or paralegals spend much of the day on intake calls and scheduling
- Firms running Google Ads, local SEO or directory listings that want every enquiry answered and logged, including evenings and weekends
- Firms on Clio, MyCase, Lawmatics, HubSpot or another CRM that want intake data to arrive there without retyping
- Philippine law offices that receive enquiries by phone, Messenger and email in English, Tagalog and Taglish
Problems we solve
- ✕Prospective clients call after hours or while staff are on other calls, and the enquiry reaches voicemail
- ✕Intake details are taken in different ways by different people, so conflict checks and follow-ups start with missing information
- ✕Consultation booking takes several calls and emails before a time is agreed
- ✕Documents arrive by email, upload and post with no consistent naming, and someone has to sort them into matters
- ✕Clients are chased by hand for unsigned engagement letters, missing documents and unpaid consultation fees
- ✕The same questions about fees, office hours, practice areas and next steps fill the inbox every day
What is included
Intake calls and web forms
An AI receptionist and your website forms collect the same intake details every time: name and contact details, matter type, jurisdiction, key dates, how they found you and the names of other parties for your conflict check. A summary and transcript go to your intake team. The AI does not decide whether the firm takes a matter or run the conflict check; those stay with your firm.
Consultation booking
After intake, the AI offers consultation times from the right lawyer's calendar, books the appointment, sends the confirmation, reminders and any intake form or payment link you choose, and handles reschedules and cancellations.
After-hours intake
Run the AI on your main line all the time, only after hours, or only when no one picks up. Matters you mark as urgent are sent straight to the on-call lawyer by text or call, and everything else is waiting in your intake queue in the morning.
Document intake and routing
Clients upload documents through a secure form or send them to a set address. A workflow names each file, saves it to the right matter folder in Clio, NetDocuments, SharePoint or Google Drive, pulls out dates and document types for a person to check, and notifies the matter team.
Follow-ups and reminders
Approved email and text sequences remind prospective clients about booked consultations, unsigned engagement letters, missing documents and unpaid consultation fees, and stop as soon as the step is done. No-shows receive a rebooking link.
FAQ chatbot that does not give legal advice
A website and Messenger chatbot answers questions about the firm from your approved content: practice areas, office hours, locations, fee arrangements and what happens at the first consultation. If someone asks what they should do about their own situation, the bot explains that it cannot give legal advice and offers a consultation or a call back.
Confidentiality and data settings
We review each AI vendor's data use and retention terms, choose settings that keep client information out of model training where the vendor offers that option, limit what the AI asks for, restrict access to transcripts and keep intake data in accounts your firm owns.
Disclaimers, review and reporting
Scripts include the disclaimers your firm writes, for example that the call or chat does not create a lawyer-client relationship. A monthly report covers enquiries answered, consultations booked, urgent handoffs and questions the AI passed to staff.
What you get from it
Every enquiry answered and recorded
Calls, forms and chats are answered at any hour and logged in your CRM or practice management system with the same intake fields.
Cleaner information for conflict checks
Party names, matter types and dates are captured in a consistent format, so your team starts each conflict check with complete details.
Staff time back for client work
Routine scheduling, reminders and document sorting run in the background, and paralegals and receptionists spend more time on matters and on the conversations that need a person.
Your lawyers stay in control
Lawyers approve every script, prompt and message template, and the AI hands anything that sounds like a request for advice to a person.
Linked to the marketing that brings enquiries
BX also runs local SEO and Google Ads for firms, so enquiry sources, CRM tags and AI intake can be measured together.
How we work
Discovery and intake review
We review how calls, forms, chats and documents reach the firm today, your practice areas, intake questions, conflict check process, calendars and practice management system.
Choose the first workflows
Most firms start with intake calls and consultation booking, then add after-hours intake, document routing, follow-ups or the FAQ chatbot. We agree the scope and a fixed setup quote.
Scripts, guardrails and lawyer approval
We write the intake scripts, chat answers, disclaimers and message templates, set the rules for what the AI must not say, and send everything to the responsible lawyer for approval.
Build, connect and test
We build in accounts your firm owns, connect calendars, CRM and document storage, and test every flow, including callers who ask for advice, give confidential details too early or go off topic.
Launch, review and improve
After launch we review transcripts with your intake lead, correct answers, update the knowledge base and report every month under the care plan.
| Use case | What the AI does | Tools connected | Starting price |
|---|---|---|---|
| Intake calls and forms | Asks your intake questions, collects party names for the conflict check, writes a summary and passes it to your intake team | Your phone line, website forms, Clio, MyCase, Lawmatics, HubSpot or GoHighLevel | From USD 990 setup plus USD 290 per month (AI receptionist) |
| Consultation booking | Offers times from the right lawyer's calendar, books, confirms, reminds and handles reschedules | Google Calendar, Outlook, Calendly or practice management calendars, SMS and email | From USD 790 setup plus USD 190 per month (chatbot) |
| After-hours intake | Answers when the office is closed, takes intake details and sends urgent matters to the on-call lawyer | Call forwarding from your numbers, SMS alerts, CRM | From USD 990 setup plus USD 290 per month (AI receptionist) |
| Document intake routing | Names files, saves them to the right matter folder, extracts dates for review and notifies the matter team | Secure upload forms, email, Clio, NetDocuments, SharePoint or Google Drive, n8n or Make | From USD 450 (single workflow) |
| Follow-ups and reminders | Sends approved reminders for consultations, engagement letters, documents and fees, and stops when the step is done | CRM, e-signature tool, email, SMS, payment links | From USD 1,800 setup plus USD 250 per month (workflow package) |
| FAQ chatbot | Answers questions about the firm from approved content, declines to give legal advice and offers a consultation | Website, Messenger, WhatsApp, CRM | From USD 790 setup plus USD 190 per month (chatbot) |
Law firm AI uses the BX AI price list: AI receptionist for intake from USD 990 setup plus USD 290 per month; FAQ chatbot from USD 790 plus USD 190 per month, or multi-channel from USD 1,490 plus USD 290 per month; single workflows such as document routing from USD 450; up to five connected workflows for booking and follow-ups from USD 1,800 plus USD 250 per month; and AI voice agents from USD 1,900 plus USD 450 per month. The AI front office bundle (AI receptionist, website chatbot and CRM follow-up) starts from USD 2,490 setup plus USD 590 per month. An AI readiness audit and roadmap for your firm is USD 750 fixed. Phone numbers, call minutes, AI usage and software subscriptions are paid by you directly or passed through at cost with no markup. Philippine clients are quoted in PHP plus 12% VAT. See the full list at /services/ai-automation-pricing/.
Get a scoped quoteEstimate the cost first
Our published case studies come from other industries, so these are the closest matches, and they show search and lead handling work rather than AI results. For a corporate services group in Singapore and Malaysia, a professional services firm, BX rebuilt keyword tracking by service line, refreshed service articles and tested calls to action; 46 tracked keywords rank higher than in March 2026 and 19 now rank first. For a US online private school, BX passed campaign tags into the CRM and added a website chat that feeds it; monthly CRM leads grew from 258 in January 2026 to 870 in August, and booked admissions calls rose from 80 in May to 157 in August, the kind of intake and booking flow a law firm AI system runs. Client names are withheld and results vary by market, budget and starting point.
Frequently asked questions
How are law firms using AI?
The AI BX builds for firms handles the work around the legal work: answering and logging enquiries, asking intake questions, booking consultations, sending reminders and sorting incoming documents. These client-facing and administrative workflows connect to the tools your firm already uses, while advice, strategy and case decisions stay with your lawyers.
Will the AI give legal advice to callers or website visitors?
No. The scripts and chatbot answer only questions about the firm and its process, from content your lawyers approve. When someone asks what they should do about their own matter, the AI says it cannot give legal advice and offers a consultation or a call back from the team. We test this with many variations of the question before launch.
How do you protect client confidentiality?
ABA Formal Opinion 512, issued in July 2024, says lawyers must understand how generative AI tools use data, keep client information secure, and it recommends getting clients' informed consent before client confidences are used in these tools. We help by limiting what the AI collects at intake, reviewing vendor data terms, choosing settings that keep data out of model training where offered, restricting access and keeping all data in accounts your firm owns. Your firm decides what consent and engagement wording to use.
Who is responsible for supervising the AI?
Your firm. Opinion 512 expects lawyers with supervisory roles to set clear policies on AI use and to make sure staff and outside providers are trained on them. We give you a written summary of what each AI workflow does, what it must not do and how handoffs work, and we review transcripts with your team so the firm can supervise it.
Does the AI run our conflict checks?
No. The AI collects the names of the prospective client and other parties in a consistent format and sends them to your team. Your firm runs the conflict check in its own system and decides whether to take the matter.
Do you build AI contract review or legal research tools?
Our work is intake, booking, document routing and follow-up. Reviewing the legal content of contracts and research stays with your lawyers and any specialist legal AI tools your firm licenses; where those tools offer an API or integration, we can route documents to them as part of an intake workflow.
How much does AI for a law firm cost?
Setup starts from USD 450 for a single workflow, USD 790 for an FAQ chatbot and USD 990 for an AI receptionist, with care plans from USD 190 per month. An AI readiness audit and roadmap is USD 750 fixed. Phone minutes, AI usage and software subscriptions are paid directly or passed through at cost. Philippine clients are quoted in PHP plus 12% VAT.
Which practice management systems and CRMs do you connect?
We commonly connect Clio, MyCase, Lawmatics, HubSpot, GoHighLevel, Microsoft 365 and Google Workspace, directly where the system offers an API and otherwise through n8n, Make or Zapier. We confirm the exact connections for your stack on the discovery call.
Keep exploring
Get a scoped plan from BX
Tell us about your market, goals and current setup. We will come back with a scoped plan.