The intake system that runs itself.
How we replaced a manual, 3-day intake process with an AI-powered system that qualifies, collects documents, and books consultations — automatically.
The Problem
A mid-size estate planning firm with strong referrals but a broken funnel. Leads would call, get voicemail, wait 2-3 days for a callback. Half never picked up again. The attorneys were great at their craft but drowning in administrative intake.
The firm had tried a virtual receptionist service and an off-the-shelf chatbot. The receptionist couldn't answer substantive questions. The chatbot felt robotic and drove people away.
What We Built
An AI-powered intake agent that lives on the firm's website and responds in real-time. It asks qualifying questions conversationally, collects necessary documents through a secure upload flow, matches the prospect to the right attorney based on case complexity and estate value, and books the consultation — all before anyone on the team lifts a finger.
The agent was trained on the firm's actual voice — professional but warm, knowledgeable but never condescending. It understands estate planning terminology and can answer common questions about trusts, wills, and asset protection.
“It feels like talking to someone who actually works here. Our clients don't realize it's AI until we tell them.”
The System Architecture
The intake agent runs on Claude API with a custom system prompt trained on the firm's service offerings, attorney specializations, and qualification criteria. Conversations flow into Supabase for real-time analytics. Qualified leads automatically create contacts in HubSpot with full conversation transcripts. Appointment booking integrates with Calendly for real-time attorney availability.
The Results
Within 60 days, the firm's lead response time dropped from an average of 52 hours to under 4 minutes. Qualification accuracy improved because the AI asks consistent, thorough questions every time. The attorneys now walk into consultations already briefed on the client's situation.
The biggest shift wasn't efficiency — it was quality. The firm stopped losing high-value leads to competitors who simply answered the phone faster.