Project / Legal Services / Intake
Turning Legal Intake Into a Decision-Ready Workflow
An AI-enabled intake and matter evaluation system that collects case information, follows up on missing documentation, analyzes historical matters, estimates effort and fees, and gives attorneys a structured way to decide which prospective matters to pursue.
- Industry
- Legal Services
- Solution
- AI + Workflow Automation
- Integrations
- CRM · SharePoint · Calendar · Stripe
- Scope
- End-to-End
The Impact
Less administrative work.
More time for what matters.
By automating intake, document collection, follow-up and analysis, the firm significantly reduced the administrative effort required to prepare prospective matters for attorney review.
Before
~4–5 hrs
After
~15–30 min
Administrative handling per prospective matter
3–4
New inquiries per day
Also Observed
Faster follow-up · More consistent fee setting · Improved conversion
Because several factors can affect business results, FXNL treats these as observed outcomes rather than attributing them solely to the system.
How AI, Automation and Humans Work Together
A combined approach for better outcomes.
AI handles information-intensive analysis. Automation manages the workflow. The attorney retains the consequential decisions.
AI
- Analyzes intake information and documents
- Compares relevant historical matters
- Estimates effort and fee guidance
- Prepares a structured summary
Automation
- Collects information and documents
- Follows up on missing items
- Updates connected systems
- Handles scheduling and payment workflows
Human
- Reviews the assembled matter
- Applies professional judgment
- Sets final engagement terms
- Accepts, declines or requests more information
The Challenge
Marketing was working.
The intake process wasn’t.
Marketing increased the firm’s lead volume, but intake remained highly manual. Administrators spent hours collecting documents, following up on missing information, updating systems and preparing each prospective matter for attorney review.
Even after intake was complete, attorneys still needed to interpret the information against hundreds of previous matters before deciding whether to proceed and how to price the engagement.
Before
- Inquiry
- Admin Intake
- CRM Entry
- Request Documents
- Follow Up
- Prepare Information
- Attorney Review
- More Questions
- Scheduling & Payment
After
- Guided Intake
- Conditional Document Collection
- Automated Follow-Up
- AI Analysis
- Historical Matter Comparison
- Decision-Ready Summary
- Attorney Approval
- Scheduling & Payment
The Solution
An integrated system from intake to decision.
FXNL built an end-to-end system that guides prospects through intake, collects and follows up on required information, analyzes the matter against historical data, and prepares a structured decision package for the attorney.
- 01
Guided, intelligent intake
Dynamic questions based on charge type.
- 02
Automated document collection
Requests and reminders for missing items.
- 03
AI-assisted analysis
Evaluates matter details and compares historical matters.
- 04
Decision-ready dashboard
Estimated effort, suggested retainer, and similar matters for attorney review.
- 05
Scheduling and payment
Automated calendar booking and secure payment via Stripe.
Intake → Intelligence → Decision + Action
Intake
- Guided Intake
- Document Collection
- Completeness Check
- Automated Follow-Up
Intelligence
- CRM + SharePoint
- AI Analysis
- Historical Matters
- Comparable Matters
Decision + Action
- Effort + Fee Guidance
- Attorney Dashboard
- Accept / More Info / Decline
- Scheduling + Payment
What the Attorney Sees
Estimated Effort
6–9 hrs
Based on comparable matters
Suggested Retainer
Range
Derived from historical matters
Completeness
Ready
All required documents received
Similar Matters
- Comparable profile · similar charge type→
- Comparable profile · similar jurisdiction→
Implementation
The Hard Part Wasn’t the AI.
The challenge was understanding how the entire intake process worked—what information administrators needed, how requirements changed by matter, where documents lived, what attorneys needed to make decisions, and how the process connected to the firm’s existing systems.
The resulting solution had to work across the firm’s CRM, SharePoint environment, calendars, payment infrastructure and operating procedures.
Hundreds of completed matters also became part of the decision-support layer, allowing relevant historical experience to inform expected effort and fee guidance.
The system doesn’t make the engagement decision. It prepares the decision.
FXNL’s End-to-End Role
- Discover
- Map
- Architect
- Build
- Integrate
- Deploy
What’s Next
Extending the workflow beyond intake.
The next phase explores using the same structured matter information to support case-law research and initial legal document preparation—with attorney review and approval preserved throughout.
- Intake
- Research
- Document Preparation
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