Fieldstone Legal · Legal services
How a 12-person law firm cut client intake admin by 60%
Fieldstone Legal replaced hours of manual intake work with an automated process, and now replies to new enquiries within the hour instead of the next working day.
Results
- Less time spent on intake admin
- 60%
- Average time to first reply (was 1 working day)
- Under 1 hour
- Time for the project to pay for itself
- 2 months
Fieldstone Legal cut the time its team spends on client intake by 60%. We automated the form-filling, checks and follow-ups that used to take staff hours each day.
The challenge
Fieldstone is a 12-person firm that handles family and property law. Every new enquiry meant retyping details from emails and web forms into the case system, running a conflict check, and sending a follow-up by hand.
Enquiries that arrived in the evening or at weekends waited until Monday, and some prospective clients went elsewhere before anyone replied.
The solution
We started with a two-week AI strategy review, which showed intake was the biggest time sink. We then built a workflow automation that captures each enquiry and files it in the case system.
- Instant capture. Details from forms and emails are read and entered into the case system automatically.
- Conflict check. The system compares each new name against existing clients and flags matches for a solicitor.
- Same-hour reply. A personalised acknowledgement goes out straight away, with a booking link for a first call.
The outcome
Within eight weeks the team was spending 60% less time on intake, and every enquiry received a reply within the hour. Solicitors review only the cases flagged as unusual.
The project paid for itself within two months, and Fieldstone has since asked us to automate its billing reminders.
What the client says
“We stopped losing enquiries over the weekend. The system paid for itself in the first two months.”
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