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Rivac AI Labs
Specialized & Cross-Industry Services

Legal Client Intake

Every unqualified inquiry that eats an attorney's time and every well-qualified prospect that falls through the cracks before a consultation is booked is retained revenue a firm never sees. This service builds a client-intake process that qualifies prospects against your practice criteria, runs conflict screening before anyone's time is committed, and schedules consultations efficiently, so intake converts inquiries into retained clients instead of just logging them. It's for firms whose intake process depends on whoever happens to answer the phone, with no consistent qualification or conflict check. You get a faster, more consistent intake funnel and fewer wasted consultations.

This is a capability we deliver for you as a service, not a role we’re hiring for.

How We’d Approach This

A clear, staged plan, not a black box

These are the service-specific steps inside our six-step process.

  1. 1

    Diagnose current intake volume, conversion rate, and where prospects are currently lost or misqualified.

  2. 2

    Pilot structured qualification and conflict screening on one practice area or intake channel.

  3. 3

    Review conversion results and screening accuracy with intake staff and partners.

  4. 4

    Roll out full intake, screening, and scheduling across all practice areas and channels.

What You Get

Deliverables from this engagement

  • A structured prospect-qualification workflow
  • Automated conflict-screening checks before consultation booking
  • A consultation-scheduling process integrated with attorney calendars
  • Intake-conversion reporting by practice area

Six Ways We Could Architect This

Different engagement, different build, pick the shape that fits

There’s more than one way to deliver on this service. Browse a few of the ways we’d structure the work, depending on your speed, budget, and integration needs.

Read all 6 architectures as text

Lean Fast-Start Architecture

Intake

  • Diagnose Conversion and Loss Points
  • Scoping Call with Partners
  • One Practice Area Selected

Pilot

  • Qualification Criteria Defined
  • Conflict Screening Checklist Built
  • Consultation Scheduled on Pass

Validation

  • Intake Staff and Partner Review
  • Qualification and Screening Accurate
  • Approved Intake Workflow

Delivery

  • Pilot Practice Area Live
  • Conversion Tracking Started
  • Partners Review Pilot Results

Cloud-Native / Managed Services Architecture

Source Layer

  • Web Intake Form
  • Managed Intake Platform
  • Phone Call Transcription

Intake Operations

  • Qualification Rules Engine
  • Conflict Check Database Lookup
  • Consultation Scheduling Service

Managed Data Store

  • Cloud Prospect Database
  • Conversion Funnel Analytics

Delivery Layer

  • Attorney Calendar Integration
  • Intake Dashboard
  • Automated Reporting by Practice Area
  • Monthly Conversion Summary

Event-Driven & Automation-First Architecture

Triggers

  • New Inquiry Submitted
  • Webhook to Intake Engine
  • Missed Follow Up Deadline
  • Reminder Trigger

Automation Layer

  • Auto Qualification Scoring
  • Auto Conflict Check Query
  • Scheduling Link Sent

Review Gate

  • Conflict Detected
  • Route to Conflicts Counsel
  • Auto Reminder to Prospect

Delivery

  • Consultation Booked on Attorney Calendar
  • Intake Halted Pending Review

Enterprise-Grade & Compliance-Ready Architecture

Governance Layer

  • Bar Conflict of Interest Rules
  • Firm Intake Policy
  • Access Controlled Intake Platform

Secure Operations

  • Role Based Intake Staff Access
  • Encrypted Prospect Data Store
  • Firm Wide Conflict Database Check

Auditable Process

  • Full Conflict Screening Log
  • Qualification Decision Log
  • Ethics Committee Review Checkpoint

Compliance Delivery

  • Signed Off Intake Compliance Report
  • Audit Export for Bar Requirements
  • Retention Schedule for Prospect Records

AI-Augmented, Human-in-the-Loop Architecture

Source Ingestion

  • Prospect Inquiry Details
  • Practice Area Criteria and Conflict Records

AI Analysis Layer

  • AI Qualification and Conflict Model
  • Draft Qualification Score
  • Draft Conflict Risk Flag

Human in the Loop

  • Intake Attorney Review
  • Qualified and Conflict Free
  • Decline or Escalate to Conflicts Counsel
  • Human Approved for Consultation

Delivery

  • Consultation Scheduled
  • Prospect Converted to Client File
  • Conversion Metrics Updated

Integration-Heavy / Ecosystem-Connected Architecture

Client Systems

  • Practice Management System
  • Firm Conflicts Database
  • Attorney Calendar System

Intake Core

  • Qualification and Screening Engine
  • Consultation Scheduling System

Two Way Sync Layer

  • Practice Management Matter Creation Sync
  • Calendar Booking Sync
  • Partners and Intake Staff

Shared Governance

  • Weekly Intake Pipeline Review
  • Conversion Rate Reporting Log
  • Conflicts Database Synced
  • Partner Meeting Briefing Sent

More in Specialized & Cross-Industry Services

Ready to get started?

Tell us what you’re trying to get done and we’ll help you find the highest-leverage place to start, scoped small enough to prove itself before you commit to anything bigger.

Talk to us about Legal Client Intake

Most engagements like this start as a $500–$2,500 pilot, see full pricing.

Questions? Book a free call