Client intake for law firms on Microsoft 365: from first inquiry to an open matter
Proserus Legal takes a new client from inquiry to matter in one pipeline. A prospective client fills in your intake questionnaire from a single-use link. AI reads the answers, writes a short summary, scores the lead and flags urgency, and emails your team right away when something looks time-sensitive. You run a conflict check, send your own engagement letter for e-signature, and once the client is retained, one step creates the contact and a numbered matter and sets up the matter's SharePoint site in your Microsoft 365 tenant.
How it works
- Inquiry: Send a questionnaire link, or add the lead yourself. Every lead sits on a pipeline board: New Inquiry, Contacted, Consultation Scheduled, Consultation Complete, Conflict Check, Retained, Declined, Converted.
- Triage: When a questionnaire comes back, AI scores the lead, marks urgency as low, normal or high, and writes a two-sentence summary for the board. High-urgency leads, like a possible statute deadline or an imminent court date, notify your team at once. Triage only adds notes to the lead; it never creates a client or a matter.
- Conflicts: Screen the prospect’s name and company against your contacts and matters. The result is saved with the lead.
- Engagement: Send your own engagement-letter template, matched to the case type, for e-signature. When the client signs, the lead moves to Retained.
- Open the matter: One step creates the contact, a numbered matter and the client link, and queues the matter’s SharePoint site. If the conflict check wasn’t clear, Proserus asks you to acknowledge it and give a reason first, and records it with the lead.
Why it matters
A lead that waits is a lead that calls the next firm. Intake that runs inside the system you already bill from means no re-typing between an intake form, a conflicts spreadsheet and your practice-management software, and the documents land in your own Microsoft 365 tenant.