The Best Client Intake Software for Law Firms in 2024

Client intake is the foundation of a successful law firm. It’s the process of turning potential leads into loyal clients by managing the first interactions effectively. However, handling this process manually can be time-consuming and prone to errors, especially as client expectations for efficiency and professionalism continue to grow.

This is where client intake software comes in. Designed specifically for law firms, these tools streamline the intake process by automating repetitive tasks, collecting and storing client information securely, and simplifying communication. Whether you’re a solo practitioner or managing a large firm, the right client intake software can help you save time, reduce errors, and create a seamless experience for your clients.

In this article, we’ll explore the client intake process, the benefits of using client intake software, and how to choose the best tool for your law firm. We’ll also review some of the top client intake solutions available, including RunSensible, Clio, and CosmoLex, to help you make an informed decision.

What Is Client Intake Software?

Client intake software is a specialized tool designed to streamline and automate the process of bringing new clients into a law firm. From capturing initial contact information to scheduling consultations and generating fee agreements, these tools handle various repetitive and time-consuming tasks, freeing up valuable time for attorneys and staff.

The software is particularly useful for law firms because it integrates client management with other essential functions, such as document automation and secure data storage. By reducing manual input and automating workflows, client intake software minimizes errors and ensures a smoother client experience.

For attorneys, the benefits go beyond efficiency. These tools allow firms to focus on what matters most: understanding clients’ legal needs and providing quality service. Whether it’s collecting case details or managing initial communications, client intake software simplifies the process, helping law firms stay organized and professional.

 

What Is a Client Intake Process?

The client intake process is the first step in building a professional relationship with new clients. Often referred to as the sales funnel of a law firm, it involves a series of steps designed to attract, engage, and onboard clients efficiently. While the process varies slightly between firms, it generally includes the following eight stages:

1. Attracting Potential Clients
   Raising awareness about the firm through marketing strategies, advertising, and client referrals to bring in new leads.
2. Collecting Contact Information
   Gathering essential details using contact forms or intake tools to initiate the engagement process.
3. Pre-screening Clients
   Understanding the client’s legal issue briefly to determine if it aligns with the firm’s practice areas.
4. Checking for Conflicts
   Ensuring there are no conflicts of interest by gathering detailed client and case information.
5. Initial Consultation
   Setting up a meeting to discuss the client’s legal concerns and provide initial advice.
6. Collecting Key Information
   Documenting crucial details about the case, including dates, events, and communications.
7. Providing a Fee Agreement
   Preparing a contract that outlines the terms of representation, including fees, and obtaining client approval.
8. Onboarding the Client
   Preparing the client for what comes next by providing information about timelines, expectations, and document formatting.

This process not only ensures that the firm has all the necessary information to take on the case but also creates a positive first impression for the client. By focusing on professionalism and efficiency at every stage, law firms can increase their chances of securing and retaining clients. Tools like client intake software play a vital role in making this process seamless, automating repetitive tasks and reducing the risk of errors.

How to Choose the Best Client Intake Software

Selecting the right client intake software for your law firm is crucial to streamlining your operations and providing a better experience for your clients. With numerous options available, it’s essential to focus on the features and capabilities that align with your firm’s size, needs, and goals.

Here are the key features to consider:

1. Forms and Information Collection
   Look for software that offers customizable forms to collect and organize client details efficiently. Whether it’s contact information or case-specific data, the ability to design and automate forms can save time and reduce errors.
2. Document Automation
   Choose tools that can repurpose collected information to generate contracts, agreements, and other legal documents automatically. This eliminates repetitive manual work and speeds up the intake process.
3. Electronic Signatures
   Ensure the software includes e-signature functionality for signing fee agreements and other documents securely. This feature adds convenience for both clients and attorneys.
4. Scheduling Capabilities
   Tools with integrated appointment scheduling allow clients to book consultations directly from your availability calendar. This minimizes back-and-forth communications and improves efficiency.

 

Best Client Intake Software for Law Firms

Choosing the right client intake software can transform how your law firm manages new clients and streamlines operations. Here’s an overview of some of the top tools available, each offering unique features to cater to different firm sizes and needs:

1.     RunSensible

RunSensible is one of the best client intake software that offers all kinds of features you need to automate your client intake process and grow your firm. Managing potential clients is a piece of cake with the customizable lead status and sales pipelines. One great thing about RunSensible is that you can add as many standard forms and create your own customized forms. RunSensible offers time tracking and a strong appointment scheduling feature. Billing and invoicing are pretty easy. You can edit invoice templates to match your law firm’s brand identity. The tool is web-based and offers all sorts of third-party integrations. With RunSensible, you can also get your own business phone system.

The most important thing you need to know about RunSensible is that it is a perfect solution for small law firms or solo lawyers. If you are just starting out, RunSensible is pretty easy to navigate and, honestly, very affordable!

2.     Clio

Clio is a relatively new web-based practice management software. They are a legal intake software offering many features to help you run your law firm from scratch. Clio works for all sizes of legal firms, whether you are a solo attorney or a giant law firm. They did a good thing by targeting their audience and offering everything they needed. Since the software is web-based, security is a huge matter. Clio offers industry-leading security methods to take care of their clients’ intakes.

The downside of using Clio is that some features are not exactly functioning. Remember, I mentioned earlier that some companies offer all the features, and since there are too many settings to handle, some features don’t work properly. The same happens with Clio. According to customers, document automation basically doesn’t work and invoicing and billing do not create an invoice for you. Clio is a great practice management software, but if you need all your features working as they should, you might want to go with another client intake software.

3. 3.   Lawmatics

Lawmatics, as you can guess, is another legal intake software. Lawmatics is the Pepsi to Clio’s Coke! The two companies are close competitors in the industry since they offer the same features. Services that Lawmatics offer are client intake, CRM, and marketing automation. The software’s design is sleek, modern, and intuitive. One of the best features of Lawmatics is its form builder. The online intake form builder allows you to create custom forms based on your law firm.

The biggest problem with Lawmatics is the lack of document management integration. This basically means that clients have to transfer documents manually on the tool. This lack of automation really slows things up for busy law firms.

4.     MyCase

Just like RunSensible and Clio, MyCase is a web-based practice management software. They offer client intake, document automation, billing and invoicing, time tracking, etc. Their strongest feature is their lead management. They are also a case management software. According to reviews, MyCase’s new email and text message integration holds all communication at one place.

The downside about MyCase? UI and UX. Some users reported that there are some problems with the design. For example, they cannot customize buttons associated with payments they request from their clients. Some features like the Dropbox integration are vague, and you need assistance to figure them out.

5.     Interaction

Interaction, the practice management software that holds one-third of the market. Interaction is one of the best client intake software that offers a lot of features. They offer document storage options and business development features. Interaction is the full package that will help your law firm grow.

There are two cons to Interaction. The ridiculously huge pool of features makes installation hard. That means that you need IT assistance and training to even get the tool working. The other problem is that Interaction really is a tool for mid-sized and large law firms.

6.     LawRuler

LawRuler is the oldest industry-focused software that was introduced in 2012. They were initially a CRM tool, helping law firms improve client relationships. As the years went by, they improved the tool to cover most features their clients need. LawRuler claims that it can help you increase your law firm’s revenue by 20%. I know this is a bold claim, but they do have the tools and features to back it up.

I know I spoke highly of LawRuler, and they truly are a great tool. But, the most disappointing fact about LawRuler is that they lack third-party integration. Meaning that you basically cannot integrate your Gmail and Microsoft Outlook accounts. That’s a huge downfall because this is a fundamental feature all the other companies offer.

7. uLaw

uLaw is a cloud-based practice management solution. The tool is very easy to navigate and offers high-level security. You can generate court forms and manage client intakes. The best part about using uLaw is that they offer great one-on-one customer service and personalized demos.

Now uLaw’s downside is a pretty serious one. It is expensive. Users complained that if you are a small firm or just starting out, the tool is basically unaffordable. There are also some problems you cannot unsee. When a company is as good as uLaw, you do not expect to see grammatical errors in forms and letter templates.

8.  CosmoLex

offers an all-in-one solution for law firms, combining client intake, document automation, scheduling, and built-in accounting. With a focus on security and ease of use, CosmoLex streamlines operations and centralizes essential tasks in one platform.

Each of these tools has strengths and weaknesses. Understanding your firm’s specific needs and priorities will help you select the software that aligns best with your goals.

 

RunSensible: The Ideal Solution for Small Law Firms

RunSensible is a powerful and user-friendly client intake software designed to meet the needs of small law firms and solo practitioners. With its extensive features and affordable pricing, it’s an excellent choice for those seeking efficiency without sacrificing functionality.

Key features include customizable forms, scheduling, billing, and integrations with third-party tools. RunSensible’s straightforward design makes it accessible for those new to client intake software, helping firms streamline processes and grow their practice.

Matching Software to Your Firm’s Needs

Consider the size and complexity of your practice when evaluating options. A solo attorney may prioritize simplicity and affordability, while larger firms might require advanced features like multi-user support and robust integrations.

Testing demos and trials can help you assess usability and ensure the software meets your firm’s requirements. By choosing the right client intake software, you’ll be equipped to handle new clients efficiently and improve your overall workflow.

To Sum It Up

Client intake software is a game-changer for law firms, improving efficiency and client experience. By selecting a tool tailored to your needs—whether it’s RunSensible for small firms or another platform for comprehensive management—you can optimize workflows and ensure long-term growth. Take the time to explore demos and align features with your practice’s goals to make the best decision.

 

FAQs:

1. What is client intake software, and why is it important for law firms?
   Client intake software is a tool designed to automate and streamline the process of onboarding new clients. It simplifies tasks like collecting contact details, scheduling consultations, and generating documents. For law firms, it reduces manual work, minimizes errors, and ensures a smoother, more professional client experience.
2. How do I choose the best client intake software for my firm?
   Start by identifying your firm’s specific needs, such as document automation, scheduling, or billing. Consider whether you need an all-in-one platform or a specialized tool. Evaluate options based on their features, ease of use, cost, and security. Testing demos and assessing compatibility with your existing tools can also help you make the right choice.
3. What are some of the top client intake software options for law firms?
   Some popular choices include:

• RunSensible: Best for small firms and solo practitioners.
• Clio: Comprehensive but better for mid-to-large firms.
• Lawmatics: Great for marketing automation but lacks document management integration.
• MyCase: Strong lead management but has a learning curve.

Each tool has its strengths and weaknesses, so it’s important to select one that aligns with your firm’s size and goals.

4. Can client intake software integrate with other tools I already use?
   Many client intake software options offer integrations with commonly used tools like email platforms, CRMs, and accounting software. For example, RunSensible and Clio provide robust third-party integration capabilities, making it easy to streamline your workflows and centralize operations. Always check for compatibility with your existing tools before choosing a solution.