Practice area intake forms
Separate questions for family, wills and estates, property, injury, employment and commercial work.
Law firm software: online intake & conflict checks
Law firms: every enquiry routed to the right lawyer. Conflict checked before the first call.
Enquiries land in a general inbox, reception forwards them around, conflict checks happen by hand after the first chat and documents turn up as phone photos attached to emails. We build intake, conflict checking, document collection and client portal systems for law firms that plug into your practice management software. Then we host them and look after them.
Looking for law firm intake software that checks conflicts and routes matters?
A law firm gets every kind of enquiry through the same front door. A separation, a car accident, a contract dispute, a will, a house purchase and someone who really needs a different firm entirely. It all lands in info@ or on the reception phone. Someone takes notes and forwards it to whoever might be free. The conflict check gets run later. By the time a lawyer calls back, the enquirer has already rung two other firms.
Wollopit builds custom intake software around how your firm actually runs. Each practice area gets its own questions. Every enquiry is checked against existing clients and other parties before a lawyer spends a minute on it. Good matters go to the right team with documents already uploaded and a consult already booked. We connect to LEAP, Actionstep, Smokeball or whatever you run so nothing gets retyped. Then we host it and look after it.
01The problems
What we hear from law firms
Does your law firm have these problems? Here's how we'd fix them.
Most firms we talk to are great at the law and lose good matters at the front door. Slow replies, double handling and a conflict check that happens a week too late.
- The problemEvery enquiry hits one inboxinfo@ fills up overnight, reception forwards emails to whoever might do family law and some sit there for days.How we fix itIntake forms for each practice area that route every enquiry straight to the right team, with a clear owner and a response time.
- The problemConflict checks done by handSomeone searches the client name, forgets the other party and the conflict turns up after the first meeting.How we fix itEvery enquiry checked automatically against clients, other parties and related names. Possible matches are flagged for a lawyer to clear.
- The problemTime spent on matters you won't takeHalf an hour on the phone before learning it's out of time, out of area or just not your kind of work.How we fix itQualifying questions up front plus polite referral replies for work you don't do, so lawyers only see matters that fit.
- The problemDocuments by emailContracts, court orders and licences arrive as blurry phone photos, then get saved to someone's desktop.How we fix itSecure upload links tied to the matter, with a checklist of what's needed and files saved straight to the matter.
- The problemPhone tag for first appointmentsReception and the client swap voicemails for a week trying to find a time for an initial consult.How we fix itOnline consult booking against each lawyer's real calendar, with paid or free consults, Zoom or Teams links and reminders.
- The problemRetyping into practice managementDetails taken on the phone, typed into an email, then retyped into LEAP or Actionstep by someone else.How we fix itIntake answers pushed straight into your practice management system as a new contact and matter, ready to open the file.
- The problemEngagement paperwork dragsCosts agreements and disclosure go out as PDFs, get printed, signed, scanned and lost in someone's inbox.How we fix itCosts disclosure and engagement letters built from the intake answers and sent for e-signature, with reminders until they're back.
- The problemID checks chased for weeksVerification of identity for conveyancing and estates done with photocopies or chased by email.How we fix itID collection built into intake, with VOI checks through InfoTrack or your current provider.
- The problemClients ringing for updates'Any news?' calls eat hours every week and drag lawyers out of focused work.How we fix itA client portal showing matter stage, next steps, documents and exactly what you still need from them.
- The problemWebsite doesn't bring in workA generic site with one contact form asking for a name and a message. It ranks for nothing.How we fix itPractice area pages built to rank locally, each with its own intake form feeding straight into the system.
- The problemNo idea where matters come fromGoogle, the accountant down the road or a past client's recommendation? Nobody really knows.How we fix itSource tracking from first click to opened matter, so you can see which channels and referrers bring in real work.
- The problemReferrers left in the darkAn accountant or real estate agent sends a client over and never hears another word.How we fix itA referral partner form with automatic thank-yous and updates the client has agreed to share.
02What we build
Solutions
What we build for law firms. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Conflict check engine
Clients, other parties and related names checked against your records, with flags for a lawyer to clear.
Matter routing & triage
Each enquiry assigned to the right team or lawyer, with response timers and escalation if it sits.
Qualifying questions & referrals
Limitation dates, location and matter type checked up front, with polite referral replies for work you don't do.
Secure document uploads
Upload links per matter with checklists, file type checks and everything saved to the right file.
Initial consult booking
Clients book against real lawyer calendars, pay a consult fee if you charge one and get reminders.
Practice management sync
New contacts and matters created in LEAP, Actionstep, Smokeball or Clio without retyping.
Engagement & costs disclosure
Engagement letters and costs disclosure built from intake answers and sent for e-signature.
ID collection & VOI
Identity documents gathered online, with VOI checks through your existing provider.
Client portal
Matter stage, next steps, documents to sign and secure messages in one login for the client.
Referral partner portal
Accountants, agents and other firms send referrals in a click and get a thank-you automatically.
Enquiry dashboard & reporting
Enquiries, response times, conversion and matter sources by practice area on one screen.
A website that wins matters
Hand-built, quick on mobile, with practice area pages built to rank and intake on every page.
03The systems
The big ones
Your front door, on one system.
These are the systems law firms ask us about most. Each one works on its own and they get properly clever when they're joined up with your practice management software.
Matter intake
The right questions for every practice area.
Family law, property, wills and injury each get their own intake with the questions your lawyers would ask on the first call. Enquiries are routed to the right team with an owner and a response time, so nothing sits in info@ over the weekend.
- Intake forms per practice area
- Conditional questions that adapt to answers
- Routing to teams or individual lawyers
- Response timers and escalation
- Qualifying questions up front
- Polite referral replies for work you don't do
- Urgent matters flagged straight away
- Intake on the website and by phone
- Source tracking on every enquiry
- Reception view of everything open
Conflict checks
Conflicts flagged before anyone picks up the phone.
Every enquiry is checked against your existing clients, other parties and related names the moment it comes in. Possible matches are flagged for a lawyer to review and clear, with a record of who cleared it and when.
- Checks clients and other parties
- Related names, companies and directors
- Spelling variations and maiden names
- Pulls records from your practice management system
- Possible matches flagged, never auto-cleared
- Lawyer sign-off on every flag
- Audit trail of every check
- Blocks routing until cleared
- Former client and closed matter search
Documents & engagement
Paperwork in before the first meeting.
Clients get a secure link with a checklist of exactly what you need, from court orders to contracts of sale. Engagement letters and costs disclosure are built from their intake answers and sent for e-signature, with reminders until they come back.
- Secure upload links per matter
- Document checklists by matter type
- Files saved straight to the matter
- Engagement letters from templates
- Costs disclosure built from intake answers
- E-signature through DocuSign
- Automatic reminders for missing items
- ID collection and VOI checks
- Progress view for reception and lawyers
Consult booking
First consults booked without the phone tag.
Once a matter is cleared, the client books a consult straight into the right lawyer's real calendar. Charge a consult fee if you want to, send video links automatically and cut no-shows with reminders.
- Booking against real lawyer calendars
- Free or paid consults
- Card payments through Stripe
- Zoom or Teams links sent automatically
- In-office or video options
- SMS and email reminders
- Reschedule links for clients
- Buffer time between consults
- Only shown after conflict clearance
Client portal
Fewer 'any news?' calls.
Clients log in to see where their matter is up to, what happens next and what you still need from them. Documents, signatures and secure messages live in one place instead of scattered across email threads.
- Matter stage and next steps
- Documents to download or sign
- Outstanding items checklist
- Secure messages with the team
- Updates pushed when a stage changes
- Invoices and payment links
- Referral partner updates with consent
- Mobile friendly, no app to install
04How it changes
Before and after
A Monday of enquiries, wolloped.
Here's how the start of the week could change. Every firm runs its front door differently, so we map yours first.
Before
- Forty emails in info@ from the weekend
- Reception forwards them to whoever might be in
- A lawyer rings back and finds it's not your area
- Conflict check run after the first chat
- Documents arrive as phone photos by email
- A week of phone tag for the first consult
After
- Every enquiry answered its practice area questions
- Routed to the right team with an owner
- Out-of-scope matters got a polite referral
- Conflicts flagged before anyone called
- Documents uploaded securely to the matter
- Consult booked and sitting in the lawyer's calendar
05Services
Everything under one roof
Software, websites and systems for law firms.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for law firms
Built around how your law firm actually runs: practice area intake forms, conflict check engine and the admin in between, in one system you own.
Websites for law firms
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Law firm system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for law firms
Matter routing & triage and qualifying questions & referrals: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect LEAP, Actionstep and Smokeball so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your law firm, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice management software you rely on and work alongside the legal platforms you're happy with. If something is holding you back, we'll show you the options.
- LEAP
- Actionstep
- Smokeball
- Clio
- PracticeEvolve
- InfoTrack
- GlobalX
- Microsoft 365
- Microsoft Teams
- Google Workspace
- DocuSign
- Xero
- MYOB
- Stripe
- Calendly
- Zoom
- HubSpot
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your law firm: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with reception, the lawyers and the practice manager to see how enquiries really come in and where good matters slip away.
- 02
Archi-tech
We plan it before writing code: practice areas, intake questions, conflict rules, routing, practice management sync, security, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually intake and conflict checks first, so you see the win within weeks.
- 04
Look after
We host it, maintain it and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things law firms ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can intake differ by practice area?
Yes. Each practice area gets its own questions, document checklist and routing. A family law enquiry and a commercial lease enquiry shouldn't look the same, so they don't.
How does the conflict check work?
Every enquiry is checked against the clients, other parties and related names in your records. Possible matches are flagged for a lawyer to review. Nothing is cleared automatically and every decision is logged.
Do we have to switch from LEAP, Actionstep or Smokeball?
No. We build around what works. Intake creates contacts and matters in your practice management system, so your team keeps working the way they do now, minus the retyping.
Is client information kept secure?
Yes. Uploads and data are encrypted, access is set by role and every action is logged. We'll walk you through where the data lives and how it's protected before anything goes live.
Can clients book and pay for an initial consult online?
Yes. Once a matter passes the conflict check, clients can book into the right lawyer's calendar and pay a consult fee by card if you charge one, with video links and reminders sent automatically.
Can it collect ID for conveyancing and estates?
Yes. ID documents can be collected as part of intake and checked through InfoTrack or the VOI provider you already use.
How much does a law firm intake system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
We build in stages so you get the first win early. Practice area intake with conflict checks often comes first, then documents, booking and the client portal.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need a change you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most law firms we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a law firm problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.