Legal and accounting
Client intake and admin automation for NZ law firms and accountants.
Example ยท new enquiry
Running-
Website enquiry
Company formation, two shareholders
-
Structured intake
Names, entity type, timeframe
-
Conflict-check prompt
Names sent to your process
-
Initial consult booked
Engagement letter follow-up scheduled
Legal and accounting
The problem we see most
Professional firms lose hours each week chasing: chasing documents for tax returns, chasing signed engagement letters, chasing new enquiries for the information needed to quote. It is necessary work, but it is not the work clients pay for.
We build intake and follow-up systems that ask for the right information up front, remind clients politely and log everything, so your team can spend more time on billable work.
Three situations, and what changes
-
01
New enquiries with missing details
A prospect rings about a relationship property matter or a new company, and you spend 20 minutes on intake before knowing if it's a fit.
With automation
A structured web or phone intake gathers the basics, books an initial consult and flags names for your conflict-check process.
-
02
Year-end document chasing
Hundreds of clients need to send bank statements, receipts and forms, and reminders are manual.
With automation
Automated reminders with a checklist and upload link, escalating gently until everything is in.
-
03
Engagement letters left unsigned
Work is ready to start but the engagement letter is sitting in someone's inbox.
With automation
Follow-ups at sensible intervals, with a notification to the partner when it is signed or stalls.
Example maths
Worked example: a 12-person accounting practice
Three manual chases of six minutes for 400 clients is about 120 hours of staff time each season. Automating most of that frees weeks of capacity at the busiest time of year. Example numbers only. Use the missed call calculator with your own figures.
- Clients chased each season
- 400
- Minutes per manual chase
- 6
- Chases per client
- 3
Example inputs, not client results.
Works with the tools you already use
Practice management tools already handle much of the work tracking. We focus on the gaps around them: intake, booking, reminders and client communication, and integrate where the tools allow.
Product names are trademarks of their owners. We are not affiliated with them.
Xero Practice Manager
Jobs and workflow for accountants
Karbon
Practice workflow
FYI
Document management
Actionstep
Legal practice management
LEAP
Legal practice management
Clio
Legal practice management
Is it appropriate for a law firm to use AI?
Used carefully, yes. We keep AI to administrative tasks such as intake, scheduling and reminders. It never gives legal or tax advice. Firms remain responsible for their professional obligations, including client care rules and AML/CFT Act 2009 obligations where they apply.
Where is client data stored?
In accounts set up for your firm. Some platforms process data offshore, which your privacy statement should explain. We keep collection to what is needed and avoid putting sensitive documents through tools that aren't designed for them.
Can it collect documents securely?
For document collection we usually use your existing portal, such as FYI or your practice software, and automate the reminders around it.
Will clients find automated reminders impersonal?
Not if they are well written and come from your firm's name. Many clients prefer a clear checklist and a link over a long email.
Can it answer the phone for a small firm?
Yes. An AI receptionist can take new enquiries, give approved general information and book consultations, passing existing clients through to their adviser.
Does it handle AML identity checks?
No. Identity verification should use a dedicated, compliant provider. We can automate the reminders that prompt clients to complete it.
Further reading
- Guide The first 7 workflows to automate in a small NZ business Where to start with business automation: seven practical workflows that save NZ small businesses the most time, from missed calls to quote follow-up and reviews. Read more
- Guide AI agents vs chatbots: what's the difference, and which do you need? Plain-English explanation of chatbots, AI chatbots and AI agents, what each can do for a small NZ business, the risks, and how to choose the right one. Read more
Find out where your leads are slipping through.
Answer a few quick questions, one at a time, about how calls, messages, quotes and bookings move through your business. You get an automatic summary of where automation could help, as a starting point. No obligation, no hard sell.