Law firms: intake and onboarding, advice left to lawyers
For office managers, legal assistants and managing partners at sole practices and firms of up to ten lawyers. Workflows prepare intake summaries and onboarding; lawyers decide.
Your week, in your words
iSystematic works with small law firms whose week goes on intake calls, leads lost before the first meeting, onboarding paperwork, meeting notes, research memos and billing reminders.
Grace (fictional), the office manager at a five-lawyer firm, takes inquiries by phone, web form and email, and types each one into a summary before a lawyer sees it. The workflows on this page are written for a week like hers.
Where most start
Most firms start with intake to onboarding: W11 Lead Intake and Next-Step Draft and W12 Client Onboarding, configured with you in a setup session. Each inquiry becomes a summary and a next-step draft that waits for you.
A different start fits firms rebuilding their website and knowledge at the same time: the Practice Platform, designed with law firms first.
What we set up
Each workflow prepares work for a person to check. Status on 9 October 2026: free cards in testing, packs proposed. Workflows without a link are designed and not yet published.
Inbox Triage and Draft Replies
Sorts messages by kind and drafts replies from approved facts only. Nothing is sent without you.
Lead Intake and Next-Step Draft
Summarises an inquiry, lists missing facts and drafts a next step. It never rejects or contacts anyone by itself.
Client Onboarding
Prepares the welcome pack, kickoff agenda and checklist from the agreed scope. Unsigned scope stops it.
Invoice Reminder Preparation
Prepares reminders for confirmed unpaid invoices only, with exact amounts. Paid or disputed items are flagged.
Meeting to Action List
Turns notes or a consented recording into decisions and actions. Owners and dates stay blank unless someone said them.
Research to Decision Memo
A one-page memo that separates evidence, assumptions and unknowns, and cites the originals for a lawyer to check.
Public Policy Watch
Checks official sources you name and reports real changes with links. It gives no legal advice.
Works with your systems
Intake summaries and onboarding checklists need no integration; anything that writes into your practice management system is assessed first.
| What it does | What it needs |
|---|---|
| Intake summaries and onboarding checklists | No integration. They run in the firm's own assistant account. |
| Creating matters or contacts in your practice management system | A connector (level 3) or a custom integration (level 5), assessed first. |
Software is named here only to say what has been tested with it. Nothing on this page implies an integration that has not been built.
Privileged and confidential material
By default, privileged material does not go near any AI assistant account. Before it ever does, the firm decides which accounts have been reviewed for it, and we check each service we put into your setup.
How it is built
Every system we build for a firm keeps the promises below; each is the plain-words form of a framework explained on How we build.
| What we promise | What stands behind it |
|---|---|
| It never promises a client anything you have not approved | The Boundary Invariant |
| It checks every answer against your own sources before anyone sees it | PEVG: the verifier |
| It cannot change its own instructions; you approve what it learns | PARA: adaptation bounded like action |
| Nothing goes live until a named person at your firm signs it off | Five-Gate Deployment Model™: G3 Approval |
| Confidential questions go only to the AI services you approved, in Canada where required | Governed Routing Policy; Cross-Border AI Architecture Patterns™ |
| It has a monthly spending limit it cannot exceed | Budget as Boundary |
| We check every service we put into your setup | AI Vendor Risk Framework (AVRF)™ |
| If something goes wrong, we can show exactly what happened, and fix the cause | AI Incident Response Protocol (AIRP)™ and the event identity |
| You can see what it did and why | The BOE Declaration |
These promises describe the systems we build and run for you. A free card is a manual routine: you run it and check its output yourself.
What always stays with you
A lawyer decides these, every time.
- Legal advice
- Conflict checks
- Engagement terms
- Anything filed or sent to a client, a court or an opposing party
- Every citation
What we never do
We never build any of these into a firm's setup.
- Legal advice generated for clients
- A model's citation treated as verified
- Privileged material in accounts the firm has not reviewed
- Conflict checks run by AI
Start
One step is enough to begin. The free card is a complete manual routine and stays free.
Get the free card
W11 Lead Intake and Next-Step Draft: the prompt, the flow and the approval rules, as a routine you run yourself.
Book a setup call
We configure W11 and W12 with you in your own ChatGPT, Claude or Perplexity account, in a 60 to 90 minute call. Priced on the call.
Ask for a workflow assessment
When client information is involved: we review up to five repeated tasks and recommend workflows and levels. Fixed fee, shared on a short call.
The Practice Platform
Website, knowledge library, firm assistant, front door and answer-engine presence, all on one approved library.
Where to go next
Accounting firms
Accounting and bookkeeping firms: iSystematic sets up AI workflows that list missing documents and draft requests and reminders. The firm sends every message.
Clinics
Clinics: iSystematic sets up AI workflows that sort messages, draft answers from your approved FAQ and prepare requests. Nothing clinical is automated.
Independent professionals
Independent professionals: free iSystematic workflow cards for a business profile, decision memos and invoice reminders, run in your own AI assistant account.
W11 Lead Intake
W11 Lead Intake summarises each inquiry, lists missing details and drafts a reply. It judges fit by service, not personal attributes, and contacts no one.
W12 Client Onboarding
W12 Client Onboarding prepares the welcome pack, kick-off agenda and checklist from the agreed scope, lists what is missing, and stops if the scope is unsigned.
Practice Platform
The Practice Platform gives a professional firm one approved knowledge library behind its website, staff assistant, front door and answer-engine presence.
Grace is a fictional persona. Workflows prepare; people decide.
Tell us where inquiries get lost
We reply with one recommended start.