AI systems for firms that sell time they cannot afford to waste
Professional firms lose money in two directions at once: the new-client call that reached a recording, and the partner hour spent discovering a caller was never a fit. We build the intake, screening, document, and knowledge systems that protect both ends — and we are explicit about where a professional has to stay in the loop.
Where AI earns its place in a professional firm
Your product is billable time, and intake is the least billable thing your team does.
These four have the clearest payback. The free audit surveys the rest of the business and tells you what is worth building after them — including when the answer is nothing.
The 7 PM inquiry that would have reached voicemail gets a real screening conversation and a booked consultation.
The questions you would want asked, in your order, on the 7 PM call as reliably as the 10 AM one.
Routine status and process questions answered from your knowledge base, with anything substantive routed to a person.
Right length for the matter type, onto the connected calendar.
What we'd actually automate
Two of the shapes that recur in professional firm, start to finish.
- ✕The highest-value calls arrive worst
Someone with an urgent legal or financial problem calls several firms in one sitting. Reaching a recording ends that inquiry. - ✕Intake burns the wrong people's hours
A partner spending twenty minutes discovering a caller is not a fit has spent the most expensive twenty minutes in the firm. - ✕Screening is inconsistent
Every intake asks slightly different questions, so the consultations that get booked vary wildly in quality.
After-hours inquiry → qualified consultation
Available nowTriggerCall at 7:20 PM
- Answered on the second ring
- Matter type identified
- Your screening questions run in order
- Fit determined
- Consultation booked at the right length
- Firm sent a summary with every screening answer
You are the firm that picked up, and the consultation is already qualified.
Web inquiry → intake record
Configured for youTriggerContact form submitted
- Callback placed within about a minute
- Intake questions run
- Structured record created
- Record routed to the right practice group
- Consultation booked or referral captured
Intake stops being a legal pad and starts being data the firm can manage.
What connects today, and what has to be built
Your AI should write into the systems you already run. Here is exactly which ones, and which ones are a build rather than a switch.
Connects today Available now
- Google Calendar
Reads live availability, writes confirmed appointments back. - Call-completed webhook
Every finished call POSTs a structured record — caller, intent, what was captured, what was booked — to any endpoint you nominate. - Zapier / Make / n8n
The usual route to a CRM we have no native connector for. - Email notifications
Structured call summaries to the inboxes that need them.
Works once set up Configured for you
- SMS confirmations & alerts
Confirmation to the customer, alert to your team. US carriers require the sending number to be registered first (A2P 10DLC); we file that during onboarding, and until it clears the same notifications go by email. - HubSpot
A native connector, not a Zapier hop. The caller is matched in HubSpot on their phone number or email and created as a contact if they are new, the lead is recorded, and the conversation is attached as a note on their record — so the history is on the contact before anyone on your team opens it. Built on HubSpot's 2026-03 CRM API using a Service Key, which keeps working after whoever set it up leaves the company; the legacy private-app tokens most integrations still use die with their creator's login. We push into HubSpot rather than sync both ways, and you connect your own portal during onboarding.
Custom or not supported Custom build
- ✕Practice management (Clio, MyCase, PracticePanther)
No native connector. Records reach them by webhook through Zapier or Make; deeper sync is a scoped build. - ✕Conflict checking
Not performed. It captures what a conflict check needs and routes it; the check itself stays in your system and with your people. - ✕Document management systems
Custom. We push structured output where your DMS can take it.
He does not know if this is even a case
Someone rings a firm unsure whether he has a problem a lawyer can help with. Notice what the receptionist refuses to do: it takes no account of the facts and offers no opinion. It works out who he should see, books it, and tells him what to bring so the thirty minutes are not wasted.
- Caller
Hi. I need to talk to somebody about. I got let go last month, and I don't think it was handled right. I don't even know if that's something you deal with.
- AI receptionist
It is. Have you spoken with anyone here before, or is this the first time?
- Caller
First time.
- AI receptionist
I'm not going to take the details over the phone, that's a conversation for one of the attorneys. But two quick things so I put you with the right one. Was this a private employer?
- Caller
Yeah. Private company, about four hundred people.
- AI receptionist
And roughly when did it happen?
- Caller
March eleventh.
- AI receptionist
Alanna handles employment matters, and she'll want to look at the timing early rather than late. She has Wednesday at two, or Thursday at nine.
- Caller
Wednesday's better for me.
- AI receptionist
Two o'clock Wednesday, thirty minutes, no charge for it. Can I get your name and best number?
- Caller
Owen Fitzgerald. Six one nine, five five five, oh eight one two.
- AI receptionist
Thank you. If you have your offer letter, anything in writing from them, and the termination paperwork, bring it, or send it ahead. It makes the thirty minutes go a lot further.
- Caller
Okay. Yeah, I've got most of that somewhere.
- AI receptionist
That's everything then. Wednesday at two.
What should stay human
- ✕No professional advice, ever
It declines legal, tax, financial, and insurance advice explicitly and moves to booking. We draw that line with you in writing during onboarding. - ✕Conflict checks stay with your systems and your people
It gathers what a check needs. It does not perform one, and no engagement should proceed on its output. - ✕Document extraction is a first pass
Every extracted term, date, and obligation is a draft for a professional to verify. It is never the system of record.
And what the system won't do. It is an intake and scheduling layer, not a professional. It gives no legal, tax, financial, or insurance advice, and we configure it to say so. For regulated intake we set the boundaries explicitly during onboarding, including exactly what it must never collect or opine on. It does not perform conflict checks and has no native practice-management connector — records reach Clio or MyCase through a webhook today, and anything deeper is a custom build we price in the audit.
Professional Services questions
Is this only an AI receptionist?
No. The receptionist is the intake layer. The practice also covers web inquiry callback, document processing and extraction, an internal knowledge assistant for your team, proposal and engagement drafting, client communication, and reporting on which matter types are actually worth your intake time.
Will it give advice it should not?
No. We configure it to decline advice explicitly and route to a consultation. For regulated practices we draw that line with you in writing during onboarding and it holds to it.
Does it do conflict checks?
No. It captures the information a conflict check needs and routes it to your team. Performing the check stays in your system, with your people, and no engagement should proceed on anything else.
Build your professional services AI system
Start with a free 30-minute consultation and a written audit of a professional firm: how work actually moves through it, where it leaks time and money, what each fix is worth, and what we would build first. If the answer is that AI is not worth it yet, we say that.
Or skip the pitch — call our own AI receptionist on (858) 779-8073 and ask it anything.