For small law and CPA firms
You're about to hire someone to chase paperwork.
Firms post the same jobs every year: intake coordinator, client service admin, billing follow-up. Most of that work is a system, not a salary. Intake Works builds the system.
Audit fee credits in full toward any installation.
What manual intake costs you
LedgerThe 10% default is generous to you: a 2024 mystery-shopper study of 500 law firms found only a third replied to email inquiries at all. Every number above is yours to change. The red one is why the audit exists.
The pattern
Small firms don't have an intake problem. They have three of them.
Inquiries leak
A prospect calls, someone takes a note, the note waits. In a small firm the person answering intake is also doing three other jobs, so follow-up happens when it happens. Prospects sign with whoever answered first.
Documents crawl
Every matter and every return stalls on the same thing: the client hasn't sent the documents. So staff send reminder emails by hand, one at a time, for weeks. That's the most expensive game of fetch in your P&L.
Money waits
Engagement letters sit unsigned, invoices sit unpaid, and nobody follows up because following up is awkward and manual. The work got done. The cash didn't move.
Scope of work
Four builds. Installed in your tools, run without you.
These run on software you likely already pay for (Google Workspace, your practice management tool, e-signature, payments). No new platform to learn, no subscription to us required to keep them running.
Intake pipeline
Every inquiry, from any channel, lands in one queue with an automatic same-day reply and a scheduled consult. Nothing depends on who picked up the phone.
Compliance gate
Conflict checks, engagement letters, and required disclosures fire in sequence and block the file from moving until each one clears. The checklist enforces itself.
Document chase killer
Clients get a checklist, automatic reminders on a schedule you set, and a secure upload link. Staff see one dashboard of who owes what instead of a mailbox full of threads.
Money loop
Engagement letter out, signature tracked, invoice issued, payment reminders on autopilot, with escalation to a human only when it's actually stuck.
Pricing
Fixed scope, fixed price. No open-ended consulting hours.
The Playbook
The full Small Firm Automation Playbook: the four builds documented step by step, plus ten templates, for firms that want to install it themselves.
- All four builds, documented
- Ten copy-and-adapt templates
- Tool recommendations by budget
- Free updates to the current edition
Intake Audit
A working session on your actual intake. You leave with a written map of where hours and clients leak, priced fixes, and a number for what doing nothing costs.
- 60 to 90 minutes, run remotely
- Written findings within 3 business days
- Cost-of-inaction figure for your firm
- Full fee credits toward any installation
Installation
We build it in your tools, train your staff, and hand you documentation. The care plan covers monitoring, fixes, and adjustments as your firm changes.
- Built in software you already own
- Staff training included
- Documentation you keep either way
- Care plan is optional, cancel anytime
How an engagement runs
Diagnose, fix, hand over.
Audit
We walk your intake from first call to first invoice and write down where it leaks, in hours and dollars.
Build
We install the fixes in your existing tools, usually inside two weeks, without interrupting live client work.
Train
Your staff learn the system in one session. It's built to be boring to run, which is the point.
Hand over
You keep the documentation and own everything. The care plan exists if you want a second chair on call, not because you're locked in.
One ask
Before you post that intake job, spend $500 finding out if you need to.
If the audit shows the hire is the right call, you'll know exactly what the role should cover. If it shows a system would do it, the $500 comes off the build. Either way you stop guessing.
hello@intakeworks.io · Sacramento, CA · intakeworks.io