Intake for law firms
An AI receptionist for law firms that runs intake, checks conflicts and books consults
Vantage Systems builds an AI (artificial intelligence) receptionist for law firms that answers every call, asks the intake questions for each practice area and books qualified callers into consultations. It collects party names for a conflicts check before it hears the details of a matter, and it never gives legal advice.
Key facts
- What it is
- A voice agent for new-matter intake, consult scheduling and routine calls from existing clients.
- Who it is for
- Personal injury, family, estate planning, immigration, employment and business firms that depend on new inquiries.
- Integrates with
- Your practice management or intake software, attorney calendars and the conflicts database.
Why does the receptionist ask for names before the story?
Because the firm should know who is on the other side before a caller starts sharing confidential details, and your conflicts procedure, not the agent, decides what happens with a match. The receptionist asks for the caller's name, the other parties and any related companies first, runs them against your conflicts list, and only takes the facts once nothing matches.
A possible match does not end the call abruptly. The agent explains that the firm needs to review before discussing the matter, takes a callback number and alerts whoever clears conflicts.
What does intake look like for each practice area?
Every practice area gets its own question set, written with the attorneys who take those cases. A car accident caller is asked about the date, injuries, treatment and insurance; a family law caller about the county, children and existing orders; an immigration caller about current status and upcoming dates. Because dates matter most, any matter that may be near a filing deadline is flagged for same-day attorney review.
Callers outside what the firm handles get a courteous decline and, if you keep one, a referral list. Qualified callers are booked onto the right attorney's calendar with the intake summary already in the file. When inquiries also arrive as web forms, emails and documents, the same rules can drive our legal intake agent.
How does it avoid giving legal advice?
It is built to recognize the question and redirect it. When a caller asks whether they have a case or what a claim is worth, the agent says an attorney will answer that in the consultation and offers the next open time, and attorneys review a sample of real calls each week during launch.
Nights and weekends follow the same rules. Late callers, often the most motivated, get full intake and a booked consult instead of a voicemail, while an arrest or a hearing tomorrow morning goes to the attorney on call. The AI voice agent service page covers the platform, and our legal and professional services page covers the rest of our work for firms.
What we build for firms
Practice-area intake scripts
Question sets, decline rules and deadline flags approved by the attorneys in each practice group.
Conflicts gate
Party names checked against your conflicts data before the merits, with possible matches held for human review.
Consult booking
Consultations scheduled by practice area, attorney, language and office, with reminders and intake notes attached.
Existing client routing
Current clients recognized and sent to their paralegal or attorney, with a message logged against the matter.
More for this industry and service
How an engagement works
Intake audit
We review how calls are answered today, who takes them and where prospective clients drop away before a consult.
Scripts approved by attorneys
Each practice group approves its questions, its decline rules and the phrases the receptionist uses to steer away from advice.
Connect and rehearse
Calendars, the conflicts list and intake software are connected, then we run rehearsal calls for every practice area.
Go live outside office hours
Evenings and weekends launch first, and daytime overflow follows once the attorneys are satisfied with real intakes.
Frequently asked questions
Is intake information kept confidential?
Yes. Access to recordings, transcripts and summaries is limited to people you name, and where they are stored and for how long is agreed with the firm before launch. Your ethics counsel should still review the setup, as with any vendor that touches client information.
Can the receptionist tell callers it is automated?
That is the firm's decision. The greeting, including any wording about automation, is written with your attorneys, and a caller who asks for a person is put through or promised a callback.
What happens with calls from opposing counsel or a court?
They are routed to the responsible attorney or paralegal and never put through intake. If no one answers, the agent takes a message with the case name and any deadline mentioned.
Can it collect retainers?
Not by default. It can send the engagement letter or payment link your staff prepares, but fee discussions stay with the firm.
Will it work with our practice management software?
Usually. We connect through the software's API (application programming interface) where it has one, and otherwise intake lands in a queue your staff approves into the matter list.
What does the first phase cover?
Usually after-hours intake for one or two practice areas, priced as a fixed phase. Other practice areas, daytime overflow and existing client calls are added once the first scripts have handled real callers.
Related
- ServiceVoice agentsVantage Systems builds AI (artificial intelligence) voice agents that answer, book, qualify and transfer calls inside your own phone system and software. See how they work and connect.
- IndustryLegal and professional servicesAI intake agents, voice agents and document systems for law firms, accounting and advisory firms. Attorneys review every output; nothing gives legal advice.
- Custom agentsFor law firmsAI legal intake that reads intake forms and documents, prepares the conflicts search and routes each matter by practice area, with an attorney reviewing each.
- Voice agentsFor insurance agenciesAn AI voice agent for insurance agencies that takes quote intake, certificate requests and first notice of loss, and hands coverage questions to licensed staff.
- PricingHow we priceFixed scope and a fixed price for each phase, and what drives the cost of a build.
Built for operators with real scale. Most engagements are scoped in the tens of thousands of dollars and up.
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