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Intake, consultations and follow-up for the firms your agency serves

Law firms, solicitors, personal-injury and family practices

A complete legal intake and retention system your agency can rebrand, install and support without building it twice.

  • Answers intake after hours
  • Books the free consultation
  • Cuts consultation no-shows
  • Requests reviews post-matter

$850

One-off · unlimited installs

All sales are final. Sending the snapshot link is the point of no return: it lands in your agency permanently and cannot be recalled, so there is no refund after that. Delivered inside 24 business hours of purchase confirmation. The desk runs 9am to 5pm Central — 3pm to 11pm UK — Monday to Friday, and nothing goes out at the weekend, so a Friday afternoon order lands on Monday. Book a callfirst if you want to see the build, or read the full terms.

Contents

  • 1 AI Receptionist
  • 1 AI Chatbot
  • AI Studio website
  • Funnels
  • Forms and surveys
  • Workflows
  • The rest of the schedule, line by line, is below.

All of it imports into a fresh sub-account in minutes. Contacts, domains, numbers and payment processors stay yours to configure — see theimport checklist.Delivered inside 24 business hours of purchase confirmation. The desk runs 9am to 5pm Central — 3pm to 11pm UK — Monday to Friday, and nothing goes out at the weekend, so a Friday afternoon order lands on Monday. Installation is an optional $250 add-on rather than a requirement.

Why this build is shaped the way it is

What is actually in the box

No conversion claims and no asset counts. What a snapshot produces depends on your client, their offer and the spend behind it, and a counted promise is one your client would hold you to — so here is what you are buying, named rather than totalled.

In the build 01

One

set of parts, in this snapshot and in every other one. There is no reduced tier and no upsell ladder.

  • 1 AI Receptionist
  • 1 AI Chatbot

Law Firm White-Label Snapshot · Core · installation optional at $250

The problem

The intake gap you are selling against

Firms rarely lose work on quality. They lose it on the twenty minutes between a prospective client deciding to act and someone answering the phone. That window almost always falls outside office hours.

The build

Compliance sits with the firm, and you should say so

Nothing here decides what is privileged, what needs a conflict check or what a call recording notice must say in the client's jurisdiction. The forms, consent wording and recording settings are configurable, and they should be configured with the firm's own compliance view.

The rebrand

Packaging it as an agency offer

The common shape is a setup fee for rebranding, practice area configuration and calendar mapping, then a monthly retainer covering AI usage, campaign changes and reporting on intake volume and consultation attendance.

Schedule A · what lands in the sub-account

The handover schedule, written for Law firms

Every snapshot in the catalogue hands over the same thirteen lines. What is written below is what each one is fixing on this vertical's day, what changes once it runs, and where the money comes back — so you can lift it into your own proposal without rewriting it first.

  1. 1 AI Receptionist

    Fires at
    01.1
    Component
    AI Receptionist

    Answers intake at any hour, screens by practice area and jurisdiction, books the consultation and transfers urgent callers to the duty number.

    What it is fixing
    Seven in the evening, an accident enquiry, and whichever firm answers is the firm that gets the matter. The client's own partners will not dispute that.
    What changes
    A line answering in the firm's name at any hour, establishing matter type and urgency, and booking the consultation rather than promising a callback.
    Where the money is
    One signed matter from twenty missed enquiries a month is many times your fee across a year. Say it once and let the partners do the rest.

  2. 1 AI Chatbot

    Fires at
    01.2
    Component
    AI Chatbot

    Handles website chat, SMS and social messages, answers the fee and process questions that stall an enquiry, and books without a form.

    What it is fixing
    Their website enquiries about fees and funding arrive at night. Check the timestamps on the replies before the meeting.
    What changes
    You hand over careful instant answers on fee structures, funding, timescales and process, with anything approaching advice handed straight to a person.
    Where the money is
    Do not oversell this. One instructed matter a quarter is already a decisive number for a small firm, and overstating it is how you lose a regulated client.

  3. AI Studio website

    Fires at
    01.3
    Component
    Professional Website

    Practice area pages, attorney profiles, an intake form with consent wording your client's counsel can approve, and a consultation calendar.

    What it is fixing
    Somebody who does not yet know whether they have a claim lands on a partner biography and closes the tab.
    What changes
    You hand over a page per area of law written for somebody in trouble rather than for the firm's brochure, with a way to describe the matter and a diary they can book straight into.
    Where the money is
    Firms buy credibility. A site organised by the client's problem rather than the firm's history is a positioning change you can charge for separately.

  4. Funnels

    Fires at
    01.3
    What it is fixing
    Road traffic, divorce and a commercial dispute all arriving on one form, in one inbox, sorted by whoever opens it.
    What changes
    A route per practice area, qualifying against the firm's own criteria before it offers a consultation.
    Where the money is
    Bill against chargeable hours, not leads. Six unsuitable consultations kept out of a month is a chargeable half-day, and that is the only unit this buyer respects.

  5. Forms and surveys

    Fires at
    01.3
    What it is fixing
    The first consultation spent establishing facts that could have been collected the day before.
    What changes
    You hand over pre-consultation capture of matter type, key dates, limitation exposure, the other side and funding position, without asking for privileged detail by email.
    Where the money is
    Over three chargeable hours a month returned. That figure survives a partners' meeting; a lead count does not.

  6. Workflows

    Fires at
    02.1–02.3
    What it is fixing
    Engagement letters, ID and questionnaires chased when somebody notices they are missing, which is far too late.
    What changes
    Every document requested by name on its own schedule, client updates triggered from matter milestones, and nothing depending on memory.
    Where the money is
    This is a cash-flow argument, not a marketing one. A week off onboarding across forty matters a year moves that much fee income forward.

  7. Nurture campaign

    Fires at
    02.1–02.3
    Component
    Database Reactivation

    Reaches enquiries that went cold six months ago and past clients with an unfinished matter, using AI calls with a specific reason to speak.

    What it is fixing
    Ask what happens to an enquiry that is not ready yet. It gets closed, and it instructs somebody else five months later.
    What changes
    You hand over a sequence that stays worth reading for as long as the decision really runs, which in probate or a claim is months, not the fortnight a CRM defaults to.
    Where the money is
    Eight matters a year from enquiries the firm used to delete at ninety days. Show them the held list before you quote.

  8. Appointment reminders, confirmations and no-show recovery

    Fires at
    03.1–03.3
    Component
    Smart Appointment System + AI Outbound Caller

    Confirms the consultation with what to bring and who it is with, reminds well ahead because a missed consultation is a matter that walks to the next firm, and re-offers the slot to the next enquiry in the queue.

    What it is fixing
    Ask what a missed consultation costs. A fee earner in a room with nobody in front of them, at their own chargeable rate.
    What changes
    You hand over an appointment that arrives with its own checklist of paperwork, prompts that count down to the morning itself, and an empty chair chased inside the hour rather than logged.
    Where the money is
    Two consultations recovered a week at their own chargeable rate. The least arguable figure in the whole proposal.

  9. Pipelines

    Fires at
    03.1
    What it is fixing
    Their case management system tracks matters. Ask it about intake and it has nothing, which is the gap you are being paid to fill.
    What changes
    A board for intake specifically, separate from the matter, chasing each step from its stage.
    Where the money is
    Case management systems track matters, not intake. That gap is exactly what you are filling, and it is easy to demonstrate.

  10. Review automation

    Fires at
    04.1–04.3
    Component
    Review Harvesting + Review Automation

    Triggers the Google and Facebook request at matter close, when the client is most willing to say the firm did right by them.

    What it is fixing
    Their clients thank the firm at the end of a matter. None of that gratitude reaches anywhere a prospect looks.
    What changes
    You hand over an ask that fires post-matter with the file closed and no advice outstanding, never mid-matter, stopping after two attempts.
    Where the money is
    Regulated marketing is hard and this part is not. Five to ten a month compounds while the competitors sit on three.

  11. Seasonal automation

    Fires at
    05.1
    Component
    Lifetime Nurture Campaigns

    Keeps the firm present between matters: annual estate review prompts, statute and renewal reminders, and a structured client referral programme.

    What it is fixing
    Ask when a past client last heard from them unprompted. Wills, leases and annual business work all sit unreviewed on the same silence.
    What changes
    You hand over will review prompts on interval, lease and renewal reminders, annual check-ins for business clients, and a professional referral loop.
    Where the money is
    Twelve matters a year from six hundred past clients the firm already owns outright. That is the renewal argument, made for you.

  12. Custom values

    Fires at
    throughout
    What it is fixing
    Regulatory numbers and complaints wording spread across dozens of templates and drifted apart.
    What changes
    Handover includes regulatory details, the complaints procedure, funding wording, fee earner names and hours as tokens, so a compliance change is one edit rather than a sweep.
    Where the money is
    On a regulated client this is risk removed, not time saved. Say it that way and it becomes the reason they sign rather than a footnote.

  13. Custom fields

    Fires at
    throughout
    What it is fixing
    Matter type and key dates will be in file notes, so nothing in the account can treat a limitation-critical enquiry differently.
    What changes
    You hand over structured fields for matter type, key dates, limitation date, funding position and referral source, kept clear of privileged detail.
    Where the money is
    Limitation date as a field is what lets an urgent enquiry jump the queue on its own. Sell it as risk control, because that is what it is.

Clause numbers in the "fires at" column point into the five-stage flow below, so you can say "clause 03.3 is the no-show rescue" to your own client without opening a demo account. Every money line is an illustration to put your client's numbers into, not a measured result.

The problem you are being paid to solve

What this vertical is losing right now

  • Intake dies at five o'clock

    The enquiries that matter land between seven and eleven at night. Your client's line rolls to voicemail, and a personal injury caller with a live claim does not leave a message - they dial the next firm on the page.

  • Paralegals working the switchboard

    A paralegal spends half of every morning taking names and numbers for consultations that never get diarised. The firm is paying near fee-earner rates for reception work and losing billable hours to it.

  • Empty consultation slots

    A free consultation costs a partner an hour of diary. Booked eight days out on the back of a single email confirmation, a good share of them simply do not turn up and nobody rebooks the caller.

  • Closed matters go silent

    The firm settles, sends the final invoice and never speaks to that client again. The review, the referral, the will and the second matter all end up somewhere else entirely.

What the build changes

The outcome, and the part that delivers it

  • After-hours intake captured

    Every call is answered, qualified against the firm's practice areas and either booked or routed. Urgent matters can be transferred; the rest arrive as a structured intake record instead of a name on a pad.

    ai-receptionist

  • Consultations that get attended

    A prospective client who misses a consultation is one afternoon away from instructing another firm, so the reminder goes out well ahead and the slot is re-offered to the next enquiry immediately. Recovery targets 70% of missed consultations, which on matter value is the highest-leverage automation in the build.

    smart-appointments

  • Reviews once the matter closes

    The request fires on matter completion rather than months later, aiming at a steady 5-10 reviews a month, which is what moves a firm in local search.

    review-harvesting

  • Old enquiry lists worked again

    Every enquiry that never converted sits in the CRM doing nothing. Campaigns work through them with AI calls and a reason to speak again, which is the cheapest matter a firm will ever sign.

    database-reactivation

  • A site that reads like counsel

    Practice area pages, attorney profiles and a consultation calendar, written in a register a prospective client expects from a law firm rather than from a lead-generation funnel.

    professional-website

Fit

The client this suits, and the one it does not

Sell it to

  • Firms of two to fifteen fee earners in injury, family, immigration or estate planning where intake is somebody's second job
  • Practices taking 40 or more new enquiries a month across phone, contact form and paid search
  • Agencies serving more than one firm who want an installable intake system instead of rebuilding it per client

Do not sell it to

  • Firms wanting matter management, conflict checks or trust accounting - this covers intake and follow-up, not case files
  • Agencies unwilling to hold the compliance conversation with their client about call recording, consent and privileged information before go-live

Losing the sale here is cheaper than losing the retainer in month three.

The arithmetic

Worked examples, with the assumptions in view

Nothing below is a result from a customer. They are scenarios, and the inputs are printed so you can put your client's real numbers in and see whether it still stands up.

Hours returned to the client

Say the firm takes 45 enquiries a month, misses 15 of them outside office hours, and books 20 consultations.

  • After-hours enquiries captured rather than returned: 15 x 8 min of callback = 2 hrs a month
  • Consultation confirmations handled by reminders: 20 x 5 min = 1.7 hrs a month
  • Review requests fired on matter close: 12 x 6 min = 1.2 hrs a month
  • Dormant enquiry follow-up run by campaign: 60 x 4 min = 4 hrs a month

roughly 9 hours a month back from fee-earning staff

When it pays for itself

Take an average signed matter at $2,500, which is conservative for injury or immigration work and modest for estate planning.

  • One evening enquiry converted that would have hit voicemail = $2,500
  • Three recovered consultation no-shows a month, converting at one in three = one extra matter = $2,500

On those figures a single signed matter clears the $850, so the conversation with your client is about the second one and every one after it.

Your resale ledger

You pay $850 once, and you set the price your client sees. The three columns are common shapes for that quote, not figures we have measured — pick the one that matches your market and read the margin off the row.

Illustrative resale scenarios for this snapshot
ScenarioYour costSet-up you quoteMonthly retainer you chargeYear one margin
Conservative$850$1,700$500$6,850
Typical$850$2,550$900$12,500
Premium$850$3,825$1,500$20,975

Year one margin = set-up + twelve months of retainer − what you paid us. It ignores your own delivery time, ad spend and platform costs, because those are yours and we cannot know them. The margin calculator on the pricing page takes your real numbers.

End-to-end automation

How the complete system works

Lead capture through to lifetime retention. Five stages, fifteen moving parts, none of them waiting on someone to remember.

  1. Lead Capture & First Contact

    Every door a customer can knock on, answered in seconds and pointed at the right place — all of it wearing your client’s name, none of it wearing ours.

    The phone

    • Answered at any hour, in a voice nobody hangs up on
    • Establishes what the job is before it books anything
    • Writes into the calendar there and then, no callback
    • Switches languages when the caller does
    • Puts a live buyer through to a human on the spot

    Answers as themBooks on the callNever a voicemail

    Chat, texts and the social inboxes

    • Replies on SMS, email, Facebook and Instagram without the wait
    • Site chat that asks the qualifying questions first
    • Records what they want and when they want it
    • Steps aside the second someone asks for a person
    • Drops the contact into the follow-up sequence

    Five channelsNo waitPre-qualified

    Forms and paid traffic

    • A submission starts the ten-day sequence immediately
    • Email, then a text, then a call — in that order
    • Routed by what they actually asked for
    • Every lead arrives carrying the source it came from
    • Hands a warm one straight into a consultation

    GoogleMetaTikTok

  2. Intelligent Lead Nurture

    Ten days of follow-up that happens whether or not the front desk had a bad week, three channels deep, all of it signed by your client.

    Days 1–3 · email

    • The welcome and the offer, in their branding
    • What the business does, already written
    • Evidence that other people chose them
    • One decision to make: book, or call

    Days 4–7 · text

    • An offer that has an end date on it
    • A short line of proof, not a paragraph
    • A booking link that takes one tap
    • Persistent without becoming a nuisance

    Days 8–10 · call

    • A friendly reason to pick the thread back up
    • Answers the objection they were sitting on
    • Books it there and then if they are ready
    • Leaves something useful when nobody picks up

  3. Booking & No-Show Prevention

    Confirmed in seconds, remembered three times on the way in, and chased back inside the hour on the days it still slips.

    The confirmation

    • A text with the details, immediately
    • An invite that lands in Google or Outlook
    • An email for the people who keep those
    • Anything the business needs to know beforehand

    The reminders

    • A day out, by text and by email
    • An hour out — "we are on our way"
    • Fifteen minutes out, the last nudge
    • Move it without phoning anyone

    The rescue

    • A call inside sixty minutes of a miss
    • Finds out what actually happened
    • Puts them back on the calendar on that call

    Runs itself70% recovery target

  4. Reviews & Social Proof

    Reviews stop depending on whoever remembered to ask and start arriving on a schedule — which is the part your client will notice first.

    The ask

    • A satisfaction check two hours after the work
    • Happy customers get the link straight away
    • Unhappy ones reach a human, not a review box
    • Tuned to a target of five to ten a month

    The replies

    • Positive reviews answered without prompting
    • Thanks that reads like a person wrote it
    • Complaints handled with care, not a template
    • Anything serious escalated to the owner

    The proof

    • Fresh quotes published back onto the site
    • Trust signals where the decision gets made
    • Feeds the local ranking the ads are fighting for

  5. Lifetime Nurture & Retention

    The stage almost nobody builds, and the reason a retainer renews without a conversation about whether it is working.

    Staying in touch

    • Reminders tied to the season, not the calendar month
    • A check-in every quarter that has a point to it
    • Birthdays and anniversaries, with something attached
    • An annual review worth taking

    The support bot

    • Answers the same six questions, permanently
    • Moves an appointment without a phone call
    • Tells them where their job or claim has got to
    • Finds the document they have lost

    Waking the list

    • Six months of silence starts the sequence
    • A "we miss you" with an actual offer in it
    • A referral ask every month, unprompted
    • A tier for the ones who never left

Support scope

Where our work stops and a quote starts

You are reselling this under your own name, so you need to know what you can promise without checking with us. This is that line, written down.

What is covered by the price and what is quoted separately
AreaCovered by the priceQuoted separately, or run by a VA
The snapshot linkThe whole build as a GoHighLevel snapshot link, installable into unlimited sub-accounts inside your own agency.—
The installation PDFWritten for someone who installs snapshots professionally: import order, what to rebrand, what the client never sees.—
Installing it for you—Optional, $250: the import, the website rebrand, A2P and 10DLC, domain email in GoHighLevel, and a few extra automations.
Version updatesTwelve months of updates as the platform moves, reissued as a fresh link to every agency that owns it.—
Third-party integrations—Connecting the build to a CRM, an EHR, a job-management tool or an accounts package.
Third-party software—Anything needing a licence, a seat or a subscription somewhere that is not GoHighLevel.
Custom software development—A portal, a calculator, a bespoke dashboard. Software built rather than configured.

Anything in the right-hand column comes back as a fixed price and a date before work starts, still under your brand. Where the job is repetitive rather than technical we will say so and put a trained VA on it, because that is cheaper for you and it is the truthful answer.

Installation is not included and you almost certainly do not need it — the PDF is written for someone who installs these professionally. If a week is already full,installation add-on is $250.

Four of the nine, expanded

What actually does the work

Intake with a conflict check

Captures matter type and the other side’s name, runs the conflict question before it will book anything, never offers an opinion, and routes to the right practice area rather than the next free diary.

Consultations, defended

Confirmation carrying what to bring and who it is with, reminders well ahead because a missed consultation instructs elsewhere the same afternoon, and immediate re-offer to the next enquiry in the queue.

Held until matter close

Suppressed entirely while anything is live and released only at matter close, with wording that carries no case detail and links straight through to Google and Facebook.

The unconverted enquiry list

Segments for enquiries that never signed an engagement letter and past clients with a foreseeable next matter, worked with AI calling and a document-review offer rather than a discount.

Add labour

Do not want to install it yourself?

White-Label Fulfilment RetainerYour build team, working under your brand, on a flat monthly retainer.From $1,850 / monthWorkflow & Automation Build-OutsCustom GHL automation your snapshot does not cover — scoped and shipped.From $1,200 per scoped build

Read first

Before you import anything

Operations · 10 min read

White-Label GHL Fulfilment: How to Price Agency Retainers

Cost-plus pricing caps your agency at the size of your delivery team. Here is the maths behind value-based retainers, with the four numbers that decide whether a retainer survives month four.

Read the guide

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Next step

Ship the law firm white-label snapshot system under your brand.

Buy it and install it yourself, or add a rebrand pass and have a snapshot ID in your own agency inside 72 hours.

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