Matter intake forms
Smart forms by practice area that ask the right questions, save progress and skip what doesn't apply.
Legal intake software: conflict checks & client portals
Lawyers: intake that's done before the first meeting. Conflicts checked, documents secure.
Enquiries come in by phone, the intake form is a Word doc from years ago, conflict checks happen from memory and documents arrive as fifteen email attachments. We build intake, conflict check, secure upload and client portal systems for law practices that feed straight into your practice management software. Then we host them and look after them.
Looking for legal intake and client portal software that actually fits your practice?
Every new matter starts the same way. Someone answers the phone, asks the same twenty questions and scribbles notes. A conflict search gets run later if somebody remembers. The costs agreement comes back as a crooked phone photo and then the whole lot gets retyped into LEAP or Smokeball. Multiply that by every enquiry, including the ones that were never going to become a matter.
Wollopit builds custom intake and client systems for Australian law practices. Clients fill in a smart intake form for their matter type, conflicts are checked against your existing parties before anyone calls back, documents upload securely and costs agreements are signed online. Everything lands in your practice management software as a matter ready to open. We build around the platforms you already trust and look after the lot on our own servers, so you can get back to practising law.
01The problems
What we hear from lawyers
Does your law practice have these problems? Here's how we'd fix them.
Most practices we talk to are brilliant at the law and stuck with intake that runs on phone notes, Word templates and a shared inbox. It holds up fine until three new matters land on the same Monday.
- The problemThe same twenty questions on every callNames, dates, other parties, what happened and when. Asked on the phone, scribbled down and asked again at the first meeting.How we fix itOnline intake forms by matter type. Family, wills, conveyancing, employment and litigation each ask the right questions and nothing more.
- The problemConflict checks by memorySomeone searches the practice management system when they get a minute. Sometimes the partner just reckons it's fine.How we fix itEvery party named on intake is checked against your client and matter records automatically. Possible conflicts are flagged before anyone calls back.
- The problemDocuments arrive by emailBank statements, separation details and IDs sent as attachments to a shared inbox, then saved who knows where.How we fix itSecure upload links per matter with encrypted storage and everything filed straight to the right matter.
- The problemCosts agreements on paperPrinted, posted, signed, scanned and sent back crooked. Weeks pass before you can properly start work.How we fix itCosts disclosure and agreements generated from the intake, signed online and saved to the matter the moment they're done.
- The problem'Where's my matter up to?' callsClients ring for updates, you play phone tag and billable time disappears into reassurance.How we fix itA client portal showing matter stage, next steps, outstanding tasks and shared documents. Fewer calls, calmer clients.
- The problemFree consults that go nowhereOut-of-area enquiries, matters you don't handle and people who just want free advice fill the diary.How we fix itQualifying questions up front route each enquiry: book a consult, refer elsewhere or send a polite no.
- The problemID checks with a photocopierClients bring licences in, someone copies them and the copy sits in a cabinet. Remote clients make it even harder.How we fix itIdentity verification built into intake with secure ID upload, VOI checklists and records kept against the file.
- The problemChasing money on accountThe deposit request goes out by email and work stalls until someone remembers to check the trust account.How we fix itMoney on account requested with the costs agreement, clear payment references and your team alerted when funds arrive.
- The problemRetyping everything into LEAPIntake notes get re-keyed into the practice management system with typos in names and dates along the way.How we fix itIntake creates the contact, parties and matter in LEAP, Smokeball, Actionstep or Clio. Nobody types it twice.
- The problemAfter-hours enquiries go coldPlenty of people look for a lawyer at night. They fill in a contact form and hear back two days later, after they've called someone else.How we fix itInstant acknowledgement, a self-booking link for the first consult and a morning summary of every new enquiry.
- The problemMissing documents hold everything upThe matter can't move until the client sends the will, the contract or last year's tax return. Nobody's sure what's still outstanding.How we fix itDocument checklists per matter with automatic client reminders and a clear list of what's in and what's missing.
02What we build
Solutions
What we build for lawyers. 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
Every party, related entity and former name checked against your clients and matters, with flags for review.
Secure document upload
Encrypted upload links per matter, large file support and documents filed to the right place automatically.
Costs disclosure & agreements
Agreements built from your templates and the intake details, e-signed and saved to the matter.
Client portal
Matter stage, next steps, shared documents and secure messages without another email thread.
Enquiry triage
Qualifying questions that send each enquiry to the right lawyer, a referral or a polite decline.
Consult booking
First consults booked online into each lawyer's calendar. Paid or free, in person or on Zoom.
Identity verification
Secure ID upload, VOI checklists and verification records kept against the client file.
Money on account requests
Deposit requests sent with the costs agreement, clear payment references and alerts when funds arrive.
Practice management sync
New contacts, parties and matters created in LEAP, Smokeball, Actionstep or Clio straight from intake.
Document checklists & reminders
What each matter needs from the client, chased automatically until it's in.
Referral & source tracking
See which referrers, searches and pages bring in matters worth having.
A website that brings in matters
Hand-built and quick on mobile, with practice area pages and intake built in. Made to rank for 'family lawyer near me'.
03The systems
The big ones
Your whole front door, on one system.
These are the systems law practices ask us about most. Each one works on its own and they get properly clever when they're joined up.
Matter intake
The first meeting starts with the facts already in.
Clients fill in a guided intake form for their type of matter on their phone in their own time. You get a tidy summary with parties, key dates and documents before anyone picks up the phone.
- Forms by practice area
- Questions that branch on answers
- Save and finish later
- Parties and related entities captured
- Key dates and deadlines highlighted
- Plain English help text
- Interpreter and accessibility needs noted
- Urgent matters flagged to a lawyer
- Summary ready for the first consult
- Sent straight to your practice management system
Conflict checks
Conflicts flagged before you've said a word.
Every party a client names is checked against your existing clients, other parties and closed matters. Near matches and former names are caught too. Anything that looks like a conflict goes to a lawyer to clear before the enquiry moves on.
- Checks against clients and other parties
- Closed and archived matters included
- Matching for spelling slips and nicknames
- Former names and related companies
- Directors and shareholders captured
- Flags sent to a nominated lawyer
- Cleared or declined with notes
- Audit trail on every check
- Runs again when new parties are added
Secure documents
Documents in safely. Never another attachment.
Each matter gets its own secure upload link and checklist. Clients drop in statements, contracts and IDs from their phone. Everything is filed to the right matter with nobody saving attachments by hand.
- Encrypted upload and storage
- A checklist per matter type
- Large files and phone photos welcome
- Automatic reminders for missing items
- Filed straight to the matter
- Access limited to the matter team
- Expiring links for one-off requests
- Download history and audit log
- Documents shared back to the client
Engagement & costs
Engaged, signed and paid on account in one go.
Costs disclosure and the costs agreement are built from your templates using the intake details, then signed online. The money on account request goes with it and identity verification is ticked off at the same time.
- Your own disclosure and agreement templates
- Estimates set by matter type
- E-signature on any device
- Signed copies saved to the matter
- Money on account requests
- Clear payment references
- ID verification and VOI checklists
- Reminders for unsigned agreements
- Status for every new engagement
Client portal
Clients know where it's at without ringing you.
A secure portal where clients see their matter stage, what's happening next and what they still need to do. Documents and messages live in one place instead of scattered across email chains.
- Matter stages in plain English
- Next steps and client to-dos
- Shared documents both ways
- Secure messages to the matter team
- Key dates and appointments
- Invoices and statements
- Two-factor login
- Updates posted by your team in seconds
- Works on any phone
04How it changes
Before and after
A new matter, wolloped.
Here's how a new family law enquiry could change. Every practice is different, so we map yours first.
Before
- Voicemail from last night picked up next morning
- Twenty minutes of intake questions by phone
- Conflict search run later if someone remembers
- Costs agreement printed, posted and scanned back
- Documents arrive as email attachments
- Everything retyped into the practice management system
After
- Client completes intake online that night
- Every party checked for conflicts automatically
- First consult booked straight into the lawyer's calendar
- Costs agreement signed online with ID verified
- Documents uploaded securely against a checklist
- Matter opened in LEAP or Smokeball, ready to go
05Services
Everything under one roof
Software, websites and systems for lawyers.
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 lawyers
Built around how your law practice actually runs: matter intake forms, conflict check engine and the admin in between, in one system you own.
Websites for lawyers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Law practice 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 lawyers
Secure document upload and costs disclosure & agreements: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect LEAP, Smokeball and Actionstep so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your law practice, 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 already rely on and build the client-facing bits around it. If something's holding you back we'll tell you straight.
- LEAP
- Smokeball
- Actionstep
- Clio
- InfoTrack
- GlobalX
- PEXA
- Xero
- MYOB
- Microsoft 365
- SharePoint
- Google Workspace
- DocuSign
- Adobe Acrobat Sign
- Calendly
- Stripe
- Zoom
- Microsoft Teams
- 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 practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your reception, your lawyers and your practice manager to see how a new enquiry really becomes a matter.
- 02
Archi-tech
We plan it before writing code: practice areas, intake questions, conflict rules, templates, security, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually intake and conflicts first, so you get a win in the first stage.
- 04
Look after
We host it, keep it secure and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things lawyers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is client information kept confidential?
Yes. Encrypted connections, encrypted storage, access restricted by matter and audit logs on who saw what. We build with the Australian Privacy Principles and your professional obligations in mind and host it on our own managed servers.
How does the conflict check work?
Every party named on intake is matched against your clients, other parties and past matters, including near spellings and former names. Anything close is flagged to a lawyer to clear. The system flags. A lawyer decides.
Do we have to switch from LEAP, Smokeball or Actionstep?
No. If your practice management software is doing its job, we build around it. Intake, conflicts, documents and agreements feed into it so it stays the home for your matters.
Can intake be different for each practice area?
Yes. Family, wills and estates, conveyancing, employment, criminal and commercial matters can each have their own questions, document checklist and costs template.
Will it cut down enquiries we can't help with?
It helps a lot. Qualifying questions catch out-of-area matters and work you don't do, then offer a referral or a polite reply. Your diary fills with consults worth having.
How much does a legal 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?
Smaller jobs like an intake form with secure upload can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
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 lawyers 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 practice 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.