Three separate channels, three blind spots.
Web form goes to info@, email goes to a partner, referral calls end up in someone's head. No shared view, no common sort order.
Channel driftThree channels.
One intake path.
For firms where good cases are answered too slowly, routed wrong, or left without a clear next step. We bring web form, email, and referral calls into one path — with owners, status, and automatic follow-up.
§ 014–6 weeks until the first intake flow runs in production.
§ 0224-h SLA automated, with escalation if handoff is delayed.
§ 03No new portal. Your existing stack stays — we connect it.
§ IWhat breaks today
Where mandates get lost before you see them.
Three patterns we see in almost every firm — independent of practice area or size.
Response time depends on who sees it first.
If the right partner is on vacation, an enquiry can sit three days before routing. By then, the client has already called the next firm.
Memory-relianceFollow-ups fall through the cracks.
Requested documents, deadline checks, status updates — all depend on one person remembering at the right moment.
Manual follow-up§ IIAfter the integration
What the new intake looks like.
One path, three channels.
Web form, email, and referral-call notes flow into one queue with automatic classification. Routing happens by practice area, location, and availability.
- Inbox unification (M365 Graph)
- Classification via rules + LLM
- Routing matrix, editable
Owner and status, visible.
Every intake has a clear owner, a status stage, and a next action. Assistants and partners share the same picture — no more mail ping-pong about "where are we on this?"
- Owner assignment (rules)
- 3 status stages
- Shared dashboard (Teams / web)
Follow-up, automated.
Missing documents? The system asks. Deadline approaching? The system reminds. No handoff within SLA? Escalation to the next owner. Nothing depends on one person's memory anymore.
- Document nudging (2 stages)
- Deadline monitor
- Escalation chain
§ IIINumbers from live intakes
Measured in Q3/Q4 2025.
<12hFirst qualified response
3Status stages live
24hFollow-up SLA
0New portals
§ IVBefore you ask
Common intake questions.
01How long until the first intake flow goes live?
Typically 4–6 weeks. Week 1 is analysis, weeks 2–5 are build, week 6 is soft-launch with real data. We set up owners, SLAs, and escalation paths before anything goes live.
02Which systems do you connect for intake?
Web form, email inbox, telephone notes, and referral channels into your existing stack: M365 / Outlook, RA-MICRO, DATEV, or a DMS like DocuWare. No new portal.
03Who sees what in the new intake flow?
Assistants see the pipeline with status, owner, and due dates. Partners see the summary and escalations. Clients only see what you explicitly send — no public portal, no shared inbox.
04What does it cost?
Setup from €4,500 for a focused intake workflow. Operation from €650/month including monitoring, adjustments, and quarterly reviews. Paid workflow check (€1,250) available as a first step.
§ Next step
Where does your intake
lose the most cases today?
Describe the three channels and where they break. We'll respond within 24 hours with a concrete assessment or a precise follow-up.