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Regional Legal Group Cut Intake Response Time

Built a retrieval-based intake assistant and triage process that improved lead handling and reduced manual handoffs.

Published May 7, 2025

Workflow diagram showing AI-powered client intake

First response time

-67%

Qualified consults

+24%

Manual rework

-38%

Problem

Leads arrived through multiple channels, intake notes were inconsistent, and follow-up response time was hurting conversion.

Approach

Created an intake decision workflow with prompt-based qualification logic, CRM sync, and daily QA checks for safe responses.

Deliverables

  • - Intake process redesign
  • - AI assistant for first-touch responses
  • - CRM workflow automation
  • - Quality checklist and governance policy

Tools used

  • - OpenAI
  • - HubSpot
  • - Supabase
  • - Make

Results

The firm moved from ad hoc intake to a structured, measurable process that improved speed and consistency.

"Our team has fewer dropped leads and far better context before each consultation call."
intake
crm
llm workflow