Systems for Law Firms
A secure, simple way for clients to share documents and follow their file.
Clients often send scanned ID by text and sensitive documents by personal email, simply because it's what they know. Your assistants retype intake notes, follow up on signatures and answer status calls between billable work. We build law firms a secure portal for intake, document exchange and file updates, plus a website that guides each matter to the right lawyer.
Common challenges
What slows down Law Firms
Intake that starts with a phone call
A potential client calls, an assistant takes notes, someone runs a conflict check, then the lawyer calls back. Some matters turn out to be outside your practice areas.
Sensitive documents over email
Financial disclosure, medical records, signed agreements and ID all arrive as attachments. It's convenient until something lands in the wrong inbox.
"Any update on my file?"
Clients in a family matter or an estate understandably want reassurance. Each call or email takes time, and a quick, clear update means a lot to them.
Client ID verification takes time
Your law society's client identification and verification rules mean collecting and checking ID. Doing it in person or by scanned copy can slow the start of a file.
Visitors aren't sure where to go
Someone looking for help with a real estate closing reads about litigation and calls the general line. Clear practice-area paths help them find the right person.
The solution
The system we'd build for you
Practice-area intake forms
Separate intake paths for family, wills and estates, real estate, corporate or litigation, each asking only what that lawyer needs to know, including the names needed for a conflict check.
Consultation booking
Once intake is screened, prospects book a consult with the right lawyer, with any consult fee or retainer collected online through a payment tool built for law firms.
Secure client portal
Clients log in to upload documents, download drafts, see key dates and check matter status, without a single sensitive attachment in email.
E-signature and document requests
Send retainer agreements and checklists for signature or completion, with automatic reminders when they're overdue.
Matter status updates
Simple stage updates (documents received, draft sent, filed, awaiting response) that clients can check themselves, cutting down on check-in calls.
Real estate closing tracker
For conveyancing files: a checklist of what the buyer or seller still owes you before possession day, visible to the client and their realtor if you allow it.
Recommended package
Custom Portal
A law firm handles sensitive documents, intake rules and constant 'any update on my file?' calls. A secure client portal with structured intake and document exchange solves problems a brochure site never touches.
Popular add-ons for Law Firms
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Opening your own practice? Start Your Company handles the launch side: firm name and brand, a site organized by practice area, a professional email domain, Google listing and a consult booking form, so you can focus on your first clients.
Growing
Busy and getting busier
As you add lawyers and practice areas, structured intake and the client portal keep new matters flowing to the right person and cut down on check-in calls.
Established
Years or decades in
Established firms often have generations of client relationships and well-refined procedures. We fit the portal and intake around your practice management software and file-opening process, at the pace your partners are comfortable with.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Picture a six-lawyer general practice firm in Kitchener-Waterloo handling family law, wills and estates and residential real estate. The front desk spends hours on intake calls and status questions, and clients send documents in every format imaginable. We build practice-area intake forms with conflict check details, consult booking, a secure portal for documents and status, and a closing tracker for real estate files. Intake calls get shorter, sensitive documents stay out of email, and the lawyers start each file with what they need.
Questions we get
FAQ
Does this replace our practice management software?
No. We can work alongside practice management tools like Clio or PCLaw, which stay your system of record. The portal and intake connect where the tool allows, or hand off cleanly to your staff.
Is the portal secure enough for legal documents?
We build with secure sign-in, per-client access and activity logs, and we'll talk through where your data is stored. Your firm sets the policies, and we follow them.
Can it help with client ID verification?
We can add a step where clients upload ID through the portal for your team to review, which may be part of how you meet your law society's verification rules. Your firm decides what satisfies those rules.
Can our marketing stay within our law society's rules?
Yes. We write plainly, avoid claims of being 'the best' or promising outcomes, and use only reviews and testimonials your law society permits you to publish.
Free 15-minute call
Smoother intake and safer documents are closer than they seem.
Set up a free 15-minute call with us to explore your options.
- Practice-area intake forms
- Consultation booking
- Secure client portal