What the Best Law Firm Intake Systems Have in Common
A weak intake system is like a leaky bucket — no matter how many leads you pour in, most will drip out before they become clients.
Here’s what the best law firm intake systems do — and what yours might be missing.
What High-Performing Intake Systems Include
Clear Ownership — Someone is responsible for follow-ups
Defined Workflow — Every stage of intake is mapped
Automated Reminders — No lead goes silent
Client-Friendly Communication — Email and text options
Pipeline Visibility — Firm leaders can see who’s in, where they are, and what’s next
Common Intake Failures
One person doing everything manually
Missed follow-ups
No lead tracking
Partners assuming someone else “got back to them”
Poor source attribution (can’t track what’s working)
Tools That Can Help
Clio Grow / Lawmatics / MyCase
Intake forms, automation, contact records, and pipelines
But like project management tools — they don’t work unless your team does
How a Fractional COO Optimizes Intake
Design the workflow
Assign responsibility
Implement tech
Train staff
Create dashboards for leadership visibility
You stop guessing. Clients stop slipping through the cracks.
Your marketing’s working — but your intake may not be. Let’s fix that and build an intake system that turns leads into revenue.