Legal Intake Services for Law Firms
The firm that calls back first is usually the firm that gets the matter.
We staff intake, conflict screening and status calls with people trained on how a firm actually runs, so an inquiry gets answered before the caller tries someone else.
Sound familiar?
The friction we hear most.
Intake is the whole game, and it is timed in minutes
A prospective client calling about a matter is usually calling more than one firm, and the one that answers or calls back first is the one that signs the engagement letter.
A conflict check has to clear before anyone can say yes
Nobody can promise representation until the names on a new matter are checked against every existing client and matter, and that check often waits behind everything else on someone's desk.
"Just checking in" calls cost you a billable hour, every time
A client calling to ask if anything has moved pulls an associate off a file that is actually billable, for a status update that takes thirty seconds to give.
The billable hour keeps losing to the inbox
Scheduling, filing status calls and calendaring deadlines fall to whoever has a spare minute, and the spare minutes always come out of time that could have been billed.
Who joins your team
Roles we staff.
Intake Specialist
Answers and screens new matter inquiries, captures the facts needed for a same-day conflict check, and gets qualified callers to an attorney fast.
Case & Matter Coordinator
Handles client status calls and keeps clients current on where a matter stands, without ever discussing case strategy.
Calendaring & Deadlines Clerk
Manages court dates, filing deadlines and statute-of-limitations tracking across every open matter in the firm.
Litigation Support Assistant
Organizes discovery documents, routes correspondence to the right file and keeps engagement paperwork moving toward a signature.
Day to day
What they handle, every day.
- Answer new matter inquiries and capture facts for a same-day conflict check
- Run preliminary conflict-of-interest screening against the client and matter list
- Return prospective-client calls before a competing firm does
- Field client status calls on open matters without discussing case strategy
- Calendar court dates, filing deadlines and statute-of-limitations dates
- Schedule depositions, mediations and client meetings across attorneys' calendars
- Prepare and send engagement letters and retainer agreements for signature
- Organize discovery documents and route correspondence to the right file
- Chase signed engagement letters and outstanding retainer payments
- Log new matter intake into the case management system
- Confirm hearing dates and send reminder calls to clients ahead of court appearances
- Hand off the day's open intake and status calls to morning staff
The handoff
Where AI stops. Where we start.
Automation is genuinely faster at the first, predictable touch — that part is not in question. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand.
A prospective client calls after hours about an accident
Where AI stops
An automated intake form captures the caller's name, contact details and a summary of what happened without anyone losing sleep over it. It cannot hear in the first ninety seconds that this caller has a matter worth taking and a statute of limitations that is about to run.
What our team does
Listens for what the form can't capture, gets the facts a conflict check needs, and gets the caller in front of an attorney before a deadline none of the fields asked about closes.
A client calls asking why their case has not moved
Where AI stops
A system can pull the matter status and the next scheduled step and read it back word for word. It cannot tell that this is the third call this month, and that the client is close to walking away from the firm out of frustration rather than a real problem with the case.
What our team does
Hears what's actually behind the call, explains where things stand in plain terms, and flags the relationship risk to the attorney, not just the case status.
A filing deadline is four days out and the documents are not confirmed ready
Where AI stops
A calendaring system flags the deadline against the file without fail, every single time. It cannot chase down the missing signature itself, or judge whether what is missing is a formality or a real problem.
What our team does
Chases the missing piece directly, confirms with the attorney whether the filing will make the deadline, and escalates the moment it looks like it will not.
A caller asks for legal advice over the phone
Where AI stops
An automated system can decline politely and log the question word for word without ever slipping into an opinion. It cannot judge whether the question itself signals a matter urgent enough to bump ahead of the queue.
What our team does
Recognizes when a routine-sounding question is actually a ticking deadline, books time with an attorney, and never opines on the law itself.
Outcomes
What changes.
Intake calls sent to voicemail
Intake coverage
Conflict check completed on a new intake
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Law firms.
What this could save you on Law firms
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$59,437/yr
GH cost, all-in
$20,800/yr
Annual saving
$38,637
65% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. They're disclosed here in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% |
| Benefits load | 25% |
| Paid leave | 20 days |
| Workstation and software | $1,500 |
| Cost per hire | $4,000 |
| Annual turnover | 30% |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Confidentiality obligations consistent with attorney-client privilege
- Conflict-of-interest screening before any matter is accepted
- Team trained on state bar rules for non-lawyer assistance and supervision
- Data residency and retention rules set by your firm
Related services
Common questions
Before you ask.
Will callers know the intake team is not one of our attorneys?
Callers reach your firm, not a call center — the team answers under your name and works your intake protocols. It never represents itself as an attorney and never offers a legal opinion; it captures facts, screens for conflicts and books time with a lawyer.
How do you handle conflict checks?
The team captures the parties, matter type and any related names on every new inquiry and runs it against your existing client and matter list before anyone is told the firm can take the matter. The final conflict decision always stays with your firm.
Does the team ever give legal advice?
Never, under any circumstance. The team is trained on your state bar's rules for non-lawyer assistance and supervision, and any question that touches strategy, advice or an opinion on the law is booked with an attorney rather than answered on the call.
What happens to privileged information the team hears?
It is treated as confidential from the first call, under the same expectations your own staff already work under. Access is limited to named individuals working the file, and the team is trained on privilege before it ever answers an intake call.
Can the team work inside our case management system?
Yes. The team works inside whatever case management, calendaring and billing systems your firm already runs, using credentials you issue and permissions you set. No new software is introduced and nothing is migrated.
How quickly can intake coverage start?
Two weeks is typical. The first week maps your intake script, conflict process and calendaring rules and trains the team on them. The second runs live intake supervised alongside your staff before full handover, so nothing is learned on a real caller without a safety net.
We already use an AI intake bot. Where does your team actually add anything?
A bot can capture a form and log a caller's answers accurately at any hour. What it can't do is hear tone — the caller who is about to give up and call the next firm, or the one describing a deadline that is closer than they realize. Our team is trained to catch exactly that in the first ninety seconds and get the caller to an attorney before it is too late, whatever intake technology sits in front of us.
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Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us