Automate client intake, or any one workflow, in a single sprint
You get one process mapped, built, tested, and measured against the old way. Your team gets it with a run book.
Free, about four minutes, and read by Raquel herself.
What would a sprint look like for intake?
Someone on your team types the same new-client details into two systems. Then types them again when something gets missed. Picture a 12-person family law firm. New inquiries arrive three ways: the website form, emails to the general inbox, and the receptionist's scribbled phone notes. Every one gets retyped into Clio by hand. Sometimes days later, sometimes twice, now and then not at all. A prospective client who called on Monday may not exist in the system until Thursday.
A sprint would route all three channels into one intake queue. It would pull out the name, contact details, matter type, and opposing party, then stage a draft contact and matter in Clio. A paralegal reviews each draft and runs the conflict check before anything becomes an open matter. The retyping goes away. Every inquiry lands in one place where someone can see it.
Why is it a range?
Intake from a single web form into one system sits near the bottom. Three channels and handwritten phone notes push it up. So do several practice areas with different questions, and a messy contact list. Those factors show up in the first week. You get a fixed number before the build starts.
How long does a sprint take, and how does it run?
- 01Map the workflow as it runs today
- 02Measure the baseline
- 03Write and approve the spec
- 04Build and test
- 05Hand over, then review at 30 days
All ten steps, in detail
- Kickoff with the decision owner and the person who does the intake now.
- Real examples walked through from every channel, with Raquel watching the retyping happen.
- Every step, handoff, and exception mapped on one page.
- The current process timed across a typical week to set the baseline.
- A build spec covering triggers, fields, rules, the human review step, and what happens when something fails.
- Spec signed off by the decision owner before any build begins.
- Build work handled by a contracted technical delivery partner, to the spec Raquel writes and reviews.
- Testing on recent inquiries, the messy ones included.
- A staff walkthrough, a short run book, and go-live.
- A 30-day review against the baseline, with fixes for anything that misfired.
What do you walk away with?
- One-page map of the workflow as it runs today
- Baseline: time spent per week before the build
- Build spec with your sign-off
- The working automation, running in your own accounts
- Test log listing every edge case tried
- Run book: what it does, and what to do if it stops
- Staff walkthrough
- 30-day review comparing time spent before and after
What you get, what this is not, and what you need to bring
What you get
- Raquel as your single contact from kickoff through the 30-day review
- An automation that lives in accounts you own and control
- A human review step placed exactly where your team needs judgment
What this is not
- Not more than one workflow; a second process is its own sprint
- No guaranteed hours saved, revenue, or return
- Not legal judgment: conflict checks and engagement decisions stay with your attorneys
- Not a replacement for Clio or any other system you already run
What you need to bring
- A decision owner who can approve the spec
- Admin access to the systems in scope, such as Clio, the website form tool, and the shared inbox
- The person who does the work today, for two to three hours across the sprint
- Ten to twenty recent examples to test with
Five questions that set the price
- How many channels feed this workflow: one form, or a form plus an inbox plus phone notes?
- How many systems does it read from or write to?
- How many branches does it have, such as practice areas, referral sources, or urgent matters?
- Is the existing data clean enough to write new records into?
- How many review or approval points does it need before a record is final?
Price
- What moves it
- Channels, systems, branches, data condition, approval points
- Payment
- 50% at kickoff, 50% at delivery
What if it isn't worth it?
You sign off on the spec and a fixed number before any build begins. At 30 days, the review compares your hours against the baseline from week one.
Founding clients: 25% off launch pricing for three firms, in exchange for feedback, timely approvals, and case-study permission. Applications close November 14, 2026. See the terms
After handover: monitoring and optimization is optional, at $400 to $1,200 a month.
Questions people ask before booking
How do we know which workflow to pick?
Pick the one with the most weekly hours and the fewest judgment calls. The free diagnostic asks about both and recommends a first move. Intake is a common answer because it repeats daily and follows the same steps each time.
Is it safe to run client details through an automation?
The spec lists every system the data touches. Nothing moves outside the tools you approve. For a law firm, that usually means staying inside Clio and your existing email platform. Your professional obligations stay yours. The build follows your rules instead of working around them.
What happens if the automation breaks?
The spec includes a fallback. When a step fails, the inquiry drops into a review queue instead of disappearing. The run book tells staff what to check. Fixes during the first 30 days are included.
Who owns the automation when the sprint ends?
You do, once the final invoice is paid. It runs in your accounts, it's documented, and any software fees are billed to you directly. You can keep it, change it, or hand it to someone else.
Find out which workflow is eating the most hours in your week.
Free, about four minutes, and read by Raquel herself.