News & Updates

As we head toward the end of the year, our team revisited the most meaningful product updates of 2025 and how they’re reshaping the way firms work. All year long, our product work has centered on the same core goal: removing the obstacles that slow firms down. That’s meant bringing key information to the surface when teams need it, cutting out friction in the client journey, and giving staff clearer ways to build and maintain their processes across the platform.

Time stamps of key takeaways

8:15 – New, intuitive navigation

Devon walks through the redesigned navigation, which brings the most-used areas — like Matters, Pipeline, Calendar, Tasks, and Automations — into a cleaner, left-hand layout for quicker access. Reminders, emails, and other tools that had previously been scattered across the app now live in central, easy-to-find locations. The goal is simple: fewer clicks, clearer groupings, and a workspace that reflects how firms actually move through intake.

26:20 – Get key info faster with MMS

The team shows how firms can now receive MMS messages directly into Lawmatics, allowing clients to text photos or documents straight into their matter. It’s especially useful for practices like personal injury, where images of an accident or ID documents are often needed quickly.

31:18 – Manage your emails in one place

Email tools have been fully centralized, replacing the old model where templates lived in different corners of the app. Everything — from document send templates to automation emails — can now be created, edited, and organized in one place. Folders help firms manage growing libraries of emails, and each template can be applied across multiple documents without duplicate versions.

36:55 – Build and maintain automations with less effort

Devon and Clare highlight the refreshed automation experience, which makes appointment-based and date-based workflows easier to find, build, and understand. Relative timing is now built directly into each automation, and shared entry rules help firms avoid recreating the same logic dozens of times. Automation builds can also now be grouped in folders, similar to how you organize your email library.

45:18 – Additional highlights

The session closes with a handful of smaller but long-requested additions, including improvements to round-robin scheduling, password-protected forms, Message Center filters, auto-pay for billing, and color-coded appointment types to make dense calendars easier to read.

Webinar slide deck

Sorting leads takes time, and too often that time goes to incomplete info, inconsistent review, and opportunities that stall. Deciding which cases to pursue, refer, or reject can slow intake and leave firms guessing about where to focus their efforts.

QualifyAI is Lawmatics’ newest beta feature, bringing artificial intelligence into the intake process in a way that’s practical, transparent, and built for law firms. Using your firm’s own data, it evaluates new leads and recommends next steps with clear reasoning, helping teams move faster and focus on the cases that matter most.

This session, hosted by Lawmatics co-founder and CEO Matt Spiegel and CTO Krijn van der Raadt, pulls back the curtain on the new beta feature and how it fits into the Lawmatics platform. Matt shares Lawmatics’ vision for building AI that supports real firm workflows, while Krijn demonstrates how to create a scoring model, review recommendations, and fine-tune results with feedback.

Time stamps of key takeaways

3:50 — Lawmatics’ approach to AI

Matt opens with Lawmatics’ broader vision for AI and why it’s critical to build automation that’s targeted and relevant. Rather than bolt-on tools, he explains, AI should live within the platform itself: aligned to real law firm workflows and transparent about how decisions are made.

14:48 — Setting up your lead scoring model

To kick off the demo, Krijn walks through how to create a qualification profile using the data already in your account. At setup, the system reviews past leads, pipelines, and forms to suggest criteria for what defines a qualified lead in each practice area. From there, QualifyAI references those firm-defined standards to recommend next steps — whether to pursue, reject, or refer a matter.

21:40 — How QualifyAI makes its recommendations

Next, Krijn shows how the tool evaluates incoming leads in real time. Each recommendation includes a confidence level and a short explanation of why — factors like case type, location, or claim details — so firms can see the reasoning before deciding how to proceed.

28:00 — Giving feedback to your AI model

Users can review QualifyAI’s recommendations, mark them as accurate or off-base, and add notes for context. That feedback feeds directly back into the system, refining future results. Krijn demonstrates how updating a single “Chase” call to “Refer Out” instantly adjusts how similar leads will be handled going forward.

40:00 — Q&A

The session wraps with questions on multi-practice support, privacy safeguards, and how QualifyAI fits into the client experience. Matt and Krijn also share a glimpse of what’s next for AI in Lawmatics, including tools designed to further enhance intake and lead management.

Webinar slide deck

About the session

Behind every great client experience is a system quietly keeping things on track. The newest automation updates in Lawmatics build on that foundation, making it even easier to build and manage their automated workflows.

In this session, Devon Butler and Clare Struzzi walk step-by-step through what’s new. They cover trigger-based automations, appointment workflows, shared entry rules, and a simple way to organize everything in folders. Together, these improvements give firms even more control, flexibility, and time back in their day.

Webinar slide deck

Booking a consultation might seem like a small step in the client journey, but it’s often where momentum is either gained or lost. When scheduling feels smooth, clear, and personalized, it sets the tone for everything that follows.

This month’s Deep Dive webinar focused on how to use Lawmatics to streamline scheduling, reminders, payments, and event registrations. Hosted by Product Manager Devon Butler and Clare Struzzi, manager of the account management team at Lawmatics, the session covers everything from customizing availability to collecting payments through booking forms.

Time stamps of key takeaways

8:19 – Appointment scheduling options

Devon walks through how to set up your calendar, including working hours, buffer times, and rolling booking windows. She also explains the difference between general availability and appointment-specific settings. Clare clarifies how two-way sync works and when to use appointment-type-specific rules to better control your calendar.

21:51– Using appointments with forms

This section focuses on how clients book appointments through forms. Devon shows how to embed booking blocks in custom forms, with options like selecting hosts, adding additional attendees, and applying conditional logic. Clare shares examples of firms using location- or attorney-based fields to dynamically display the right booking options.

33:20 – Setting up confirmations and reminders

Next, Devon and Clare show how to create personalized confirmations and reminders using appointment-specific emails or texts. They walk through how to assign emails based on appointment type, location, or practice area, and explain when to use general messages vs. detailed ones with merged info like Zoom links or physical addresses. They also break down the differences between confirmation and reminder timing.

40:25 – Collecting payments for appointments

Devon demonstrates how to add payment fields to forms using LMPay, including setting fixed fees and applying conditional logic based on form answers. Clare explains common use cases, like toggling payment fields based on consultation type or practice area. This lets firms collect fees at the time of booking and avoid chasing payments later.

46:23 – Building and managing events from within Lawmatics

Webinar slide deck

Devon explains how to create and manage group events, like webinars or workshops, directly in Lawmatics. She walks through setting up event types, adding registrants manually or through forms, applying registration caps, and using automations and tags to track registrants or trigger follow-ups.

Documents are a critical part of any legal intake, but they’re also one of the easiest places for things to get messy. Whether it’s missing information, outdated templates, or slow turnaround times, small issues can add up fast. That’s why it’s so important to have a document workflow that’s tightly connected to the rest of your process, especially when it comes to forms, automations, and e-signatures.

Hosted by Product Manager Devon Butler and Clare Struzzi, manager of the account management team at Lawmatics, the session walks through how to use Lawmatics to build dynamic documents, pull in the right data, and automate the intake process all the way through to a signed agreement.

Time stamps of key takeaways

7:15 – Creating a new document

Devon walks through how to build a document using the Start Fresh option in Lawmatics, which is the recommended editor. She covers everything from adding headers and footers to inserting merge fields and signature blocks. Clare also shares tips on how to handle formatting, like where to place page breaks and how to use conditional logic blocks effectively based on practice area, without needing separate documents for each.

21:00 – Customizing content with merge fields

In this section, Devon explains how merge fields pull in data from both the contact and matter to personalize each document. She shows examples like merging in retainer amounts, scope of representation, and current dates. Clare also highlights how firms often use consultation notes forms to pre-fill these fields, so everything’s ready to go by the time a document is sent.

29:32 – Sending forms / merging data from forms

Devon and Clare walk through how forms and documents work together. Using a form lets you collect the exact information needed to populate an e-signature doc, things like fees, payment plans, or incident details. They also cover when to set fields as required and explain when to trigger sends in an automation, as opposed to manually reviewing before sending.

36:18 – Internal vs external forms

Not all forms are built the same. Devon explains that internal forms can’t be sent via automation — even to internal users — so marking a form as external is key when it's part of a workflow. They also share how to pre-fill fields like lead attorney using hidden defaults, and how to time form delivery (e.g., sending to a lead attorney 10 minutes before a consultation) using appointment-based automations.

Webinar slide deck

At first glance, law firm profitability looks healthy: average U.S. firm revenue jumped 12.5 percent in 2024 on the back of aggressive rate increases. Yet under the hood, lawyers were actually less productive — worked‐hour productivity fell 2.4 percent in early 2025.That gap between rising top-line numbers and slipping efficiency signals a deeper problem. Profits are climbing largely because rates keep rising, not because firms have solved the time drain of manual intake, back-office work, and slow client follow-up. Left unchecked, those hidden leaks hinder growth and invite price pressure when markets cool. Legal workflow automation is how forward-thinking firms plug the holes, and it no longer requires enterprise-size budgets or year-long IT projects.

Workflow bottlenecks drain revenue in legal practices

When billing rates expand faster than demand, every unbilled hour hurts twice: it’s lost revenue and a weaker justification for premium pricing. The latest Thomson Reuters Law Firm Financial Index shows firms increasing rates by more than 7 percent while utilization slipped — evidence that “work smarter” must complement “bill higher.” Automation addresses the root cause by reclaiming hours now sunk into tasks software can finish in seconds.Automation isn’t just an internal timesaver; it’s a competitive weapon at the very first touchpoint. In 2024, 28 percent of firms replied to new web leads within five minutes — and they’re winning business from the rest, because 78 percent of consumers hire the first company that responds. Even more startling: 27 percent of firms never answer at all. Every silent inbox or voicemail is a profit leak that no hourly rate can patch — meaning relying on manual processes for these tasks puts profit at risk.

Legal workflow automation strategies for growing law firms

Think of automation as a relay race that starts the instant a prospect raises their hand and doesn’t stop until the invoice is paid. Once you’ve captured a lead, the clock is ticking. Every manual handoff, delayed reply, or missed follow-up costs time and potential revenue.Automation helps you capture value at every step without creating more work for you or your team. Below are five points along that track where software can shave hours, rescue opportunities, and convert those savings into profit.

Client intake automation

When a prospect submits an inquiry, automation can immediately send a personalized response, offer a consultation link, and trigger internal tasks. You’re responding faster and more consistently, without anyone lifting a finger.

Lead nurturing that runs in the background

Even interested leads often need multiple touches. With automation, you can queue up reminders, educational emails, and check-ins that are paced and personalized based on each lead’s behavior. It keeps the relationship warm while you focus on your caseload.

Workflow triggers

Once a lead converts, automation can route tasks to the right team members, assign deadlines, and even launch templated documents. No more reminders slipping through the cracks.

Proactive client updates without playing phone tag

Automation can schedule regular status emails, appointment reminders, and even post-engagement review requests. You keep clients informed and reduce time spent fielding “just checking in” calls.

Billing & collections

Batch invoices, scheduled reminders, and embedded payment links shorten “days-to-cash” while freeing staff for higher-value work.

AI tools that integrate into real workflows

Targeted generative-AI tools now save lawyers about four hours a week, worth roughly $100,000 in additional billables per attorney each year. That gain is only realized when AI outputs feed directly into automated workflows rather than sitting in a download folder.

Quick action plan to implement legal automation

You don’t need to automate everything at once to see results. In fact, the best place to start is often the part of your workflow that frustrates you the most. Maybe it's leads going cold before anyone follows up. Maybe it's the back-and-forth of scheduling. Whatever it is, that pain point is a signal.Here’s a straightforward way to get started without overhauling your entire system:

1. Map one process. Choose a workflow you use often, like intake or consultation scheduling. List out each step from start to finish.
2. Spot the friction. Look for repeat tasks, delays, or steps that often get missed. Tasks like follow-ups are the best candidates for automation.
3. Set a clear trigger. Decide what should kick things off. A form submission, a status update, or a calendar booking are all good starting points. An automation with a “If form received → send retainer packet” trigger beats a calendar reminder every time.
4. Link your steps. Make sure each trigger leads to a meaningful action, like sending an email, assigning a task, or updating a record.
5. Check your results. After a few weeks, look at what changed. Are you saving time? Are clients moving through faster? Use what you learn to refine the process.

Start small, start simple, and focus on progress over perfection. The results will speak for themselves.

Key metrics to measure legal automation ROI

If you can’t track it, you can’t improve it. Make sure your platform surfaces these metrics on one dashboard so you can course-correct fast:

• Response-to-consult time: Minutes from lead submission to first meaningful reply. Cutting this below five minutes correlates with a double-digit jump in sign-up rates.
• Lead-to-client conversion rate: The percentage of inquiries that become paying matters. Automation lets you test messages and pinpoint which sequences close best.
• Utilization rate: Billable hours divided by total hours worked. When routine tasks are automated, more of each day turns into revenue-generating work.
• Collection cycle: Automated reminders trim weeks off receivables, turning “profit on paper” into cash in the bank.

Track these KPIs monthly; the compounding effect makes even small gains hard to ignore at partner meetings.

See what automations could make your firm more profitable

Profit growth shouldn’t rely solely on ever-higher rates. Real, sustainable margin comes from reclaiming time and capturing clients you already paid to attract. Book a Lawmatics demo to watch an automated intake and follow up flow live. Because one thing more expensive than automation is the profit you miss without it.

Firms spend serious time and money bringing in new leads, but when it comes to knowing which efforts actually drive revenue, the picture is often fuzzy. Without reliable source tracking and clear reporting, it’s hard to tell where your marketing budget is paying off and where it’s getting wasted.In this month’s Deep Dive, Product Manager Devon Butler walks through how to set up and optimize marketing attribution in Lawmatics, from source creation to custom ROI reports and dashboards that help you make smarter, faster decisions.

Time stamps of key takeaways

8:13 – Set up marketing sources to start tracking

Devon begins in the settings page, where she demonstrates how to create a clean hierarchy of sources and campaigns. She highlights the importance of tracking costs for each source, from digital ads to referrals. This setup lays the foundation for accurate attribution and reporting later in the client lifecycle.

14:49 – How sources are assigned and tracked

Once sources are configured, Lawmatics automatically assigns them to new leads using form UTMs, CallRail tracking, or embedded snippets on your site. Devon breaks down how attribution is preserved throughout the client journey, from first click to hire. She also outlines common missteps, like missing UTMs or unlinked forms, that can cause breakdowns in source tracking.

24:17 – Monitoring ROI

The ROI Tracker gives a side-by-side view of each source’s leads, hires, revenue, spend, and return. Devon explains how the data flows directly from the marketing source setup and shows examples of real performance breakdowns. This report helps firms understand which channels are producing value and which ones aren’t.

36:18 – Creating a custom report and dashboard

To better understand what’s driving ROI, Devon builds a custom report that breaks down lead conversion by salesperson. She uses that as one example, noting that you can report on anything from practice area performance to time-to-hire. Once created, reports can be added to a dashboard so your most important metrics are always front and center, making it easy to track trends, spot issues, and share insights with your team.

Webinar slide deck

As law firms pour ever-larger sums into digital marketing and client acquisitioßn, growth hinges on more than a bigger budget — it hinges on knowing exactly which efforts drive revenue. Simply having data isn't enough; what matters is connecting data points so you see the story behind every lead and every dollar.In our latest webinar, Reporting Essentials: The Key to Unlocking Your Firm’s Growth, we were joined by Martin Kravchenko, co-founder and CTO of Swans, who showed exactly how to build that visibility. We walked through the foundations of airtight marketing attribution, intake analytics, and firm-wide dashboards that help achieve sustainable profitability.

Time stamps of key takeaways

09:11 — Why reporting matters now

Johnny explains how rising digital ad spend and AI search tools have raised the bar for lead response. Firms that know exactly which campaigns convert — and how fast staff follow up — re‑allocate budget faster and win the race to “first meaningful contact.”

10:52 — Marketing attribution fundamentals

Martin breaks down first‑touch vs. last‑touch attribution, common pitfalls (mixing “lead source” with “contact method”) and the must‑have data points: lead source, campaign, and cost. Automated capture with UTM parameters and call‑tracking numbers beats relying on what callers say every time.

15:25 — Metrics that move the needle

From cost‑per‑qualified‑lead to speed‑to‑lead, conversion rate, pipeline value and ROI, Martin maps the formulas and target benchmarks that let owners forecast revenue and spot bottlenecks weeks, not months, before they hit the books.

22:34 — Building a reporting‑ready foundation

Johnny walks through the mechanics: mirror ad campaign names in your CRM, require drop‑down fields (never free‑text) on intake forms, and sync case‑value updates back from case management so lifetime‑value and ROI reports stay accurate.

32:59 — Implementation checklist & real‑world wins

Two client case studies show the pay‑off: a 25‑person PI firm that replaced weekly spreadsheet gymnastics with an hourly data pipeline and live dashboard, and a 15‑person PI/Crim‑defense shop that cut reporting time by 75 % and hired two new attorneys by doubling down on the channels the data said were working.

Webinar slide deck

SAN DIEGO, July 15 — Lawmatics announced today that it has been named a winner in the 2025 Sammy – Sales and Marketing Awards, presented by the Business Intelligence Group. The company was listed in the Growth Catalyst category for its impact in transforming how law firms attract, retain, and serve clients.“Sales and marketing are now operating as one, which means success demands not just great ideas or great tools, but a team that brings both together,” said Russ Fordyce, CEO of the Business Intelligence Group. “The 2025 Sammy – Sales and Marketing Awards honor those making that vision real. We’re excited to recognize Lawmatics for its leadership and results.”Lawmatics is the legal industry’s leading growth platform, combining client intake, CRM, marketing automation, and data reporting into one intuitive system. Designed specifically for law firms, the platform empowers practices to streamline operations, deliver better client experiences, and drive more profitable growth. With a steadfast commitment to continuous innovation, the platform recently expanded its offerings with tools to help firms handle high lead volumes and sensitive case details, from MMS messaging to SOC 2 Type 2 and HIPAA attestations.“Lawmatics shows what’s possible when a platform is designed for growth: thousands of firms leveraging millions of automations to eliminate countless hours of admin work,” said Matt Spiegel, co-founder and CEO of Lawmatics. “We’re excited to keep building on that foundation, and the AI enhancements on our roadmap have a tremendous potential to free up even more time for legal professionals to reinvest in their clients.”Lawmatics previously won the Sammy for Product of the Year in the CRM category in 2023 and 2024. Earlier this year, Business Intelligence Group also recognized Lawmatics for excellence in customer service with the Bronze Stevie Award. Most recently, Lawmatics earned a spot on G2’s Best Legal Software list in their 2025 Best Software Awards.

Intake is often the first real interaction a prospective client has with your firm — and the experience matters. The right form doesn’t just collect information; it sets the tone, guides the conversation, and lays the groundwork for everything that follows. That’s why building a single, thoughtful intake form can have an outsized impact on your workflow, your team’s efficiency, and how clients experience your brand from day one.To dig into what that looks like in practice, Lawmatics Product Manager Devon Butler teamed up with Clare Struzzi from our account management team for this month’s Deep Dive webinar. They covered everything from the fundamentals of form building to more advanced features like conditional logic and automation triggers.

Time stamps of key takeaways

7:00 – Custom form builder

Devon kicks things off with a walkthrough of the custom form builder, starting with the basics like naming conventions and form types. She also explains the different field types you can use (standard, contact, matter, company) and how to think about them when building a form that fits your intake process. The focus here is on creating something that’s both flexible and easy for your team to use consistently.

15:41 – Adding advanced elements

Devon and Clare go over enhancements like booking blocks, file uploads, and general form-only fields. General form-only fields live only on the form and don’t clutter up your matter pages — great for questions you don’t need to track long-term, like a detailed list of client assets. This portion also covers relationship blocks, perfect for collecting info for a client’s spouses or kids.

29:51 – Using conditional logic for smarter forms

Here, Devon introduces a key strategy: using conditional logic to tailor the form experience. Instead of overwhelming people with a wall of questions, you can have fields appear only when they’re relevant, like only showing spouse info when "married" is selected. Conditional logic is also a handy way to trigger follow-ups or route leads to the right next step, depending on how they answer.

37:02 – Trigger automations with form responses

Devon shows how you can connect your forms directly to automations. For example, if a consultation gets booked, an email or text confirmation goes out automatically. The key is using custom and standard fields to kick off the right workflow, so your team doesn’t have to remember to do it manually.

Webinar slide deck

As law firms grow, so do the complexities of managing both new leads and active cases. That’s why firms turn to purpose-built software to support each phase of the client journey, from intake to active cases and beyond. But having the right tools isn’t enough. Growth doesn’t come from stacking tools; it comes from connecting them in ways that simplify work and strengthen the client experience.In our latest webinar, we were joined by Amanda Connolly, senior account manager for partnerships at MyCase, to break down the differences between CRM and case management platforms, and how the two software complement each other over the course of the full client journey.

Time stamps of key takeaways

6:59 — Defining CRM and case management

Blake and Amanda opened the session with a clear breakdown of CRM versus case management platforms. CRMs are designed to manage leads and long term relationships, while case management systems take over once a client signs on. Think of the CRM as your engine for intake, marketing, and referrals, and case management as your legal operations hub.

11:21 — How the platforms work together

It’s important to view the client experience as a full journey, from first touch to final invoice. CRMs help with both prospects and former clients, while case management handles everything for active matters. Integrated properly, the two systems ensure a seamless, end-to-end experience for both clients and staff.

23:22 — Tracking & reporting across systems

Tracking data across both platforms provides valuable visibility into what’s working and where things fall off. By combining CRM and case management insights, firms can uncover trends, identify bottlenecks, and make better-informed business decisions all from a single source of truth.

27:29 — Keys to success for scaling systems

Rather than piling on more tools, growth-minded firms focus on making their existing systems work smarter. Blake and Amanda shared practical tips for aligning tech with firm goals, building simple and effective processes, and setting teams up for success through thoughtful implementation and training.

41:03 — Highlights from the Q&A

The Q&A touched on common pain points and practical solutions. Attendees asked about syncing data across platforms, training teams effectively, and where automation adds the most value. One clear takeaway: Firms want technology that feels like an extension of their team, not another tool to manage.

Webinar slide deck

In a crowded legal market, it’s not enough to simply generate leads. You need a clear plan for what happens next. That’s why we recently teamed up with CallRail’s Chris Nelson — to walk through how law firms can keep prospects engaged from first contact all the way through completed intake.This session covered what today’s legal consumers expect, how to tailor your communication, and how to build a workflow that drives more conversions with less manual effort. Below, we’ve rounded up the key takeaways and timestamps so you can jump right in.

Time stamps of key takeaways

6:55 — Why slow follow-up costs firms clients

Blake and Chris open the session by emphasizing how the legal buyer’s journey has changed — and why firms need to rethink their follow-up process. Most prospective clients reach out to law firms by phone, and 78% of clients hire the first firm to respond. These trends in client behavior mean law firms need a clear strategy to keep prospects engaged and moving forward at every step.

22:50 — Understanding who you’re targeting & how to reach them

Blake walks through how to define client personas based on practice areas, goals, and psychographics — and how those insights shape your communication. When you understand what your ideal clients care about and how they prefer to interact, it becomes easier to send the right messages at the right time. As Chris puts it, nurturing leads is like preparing a case for trial: Know your audience, tailor your message, and connect in a way that resonates.

40:44 — Map your process and prioritize the right leads

Chris stresses that there’s no one-size-fits-all approach to follow-up. Your workflow should reflect your firm’s goals, client expectations, and available resources. Together, he and Blake walk through how to break down your intake and follow-up process into specific stages, track what’s working, and continuously refine from real client behavior. They also introduce lead scoring as a way to gauge readiness and ensure you're spending time on the right prospects.

48:56 — Let technology do the heavy lifting

Blake and Chris close by showing how tools like Lawmatics and CallRail reduce the burden of manual follow-up. Automation handles things like scheduling emails and prompting reminders, while reporting tools give visibility into open rates, drop-offs, and what messages actually convert. Together, these tools help firms avoid missed opportunities, without adding more work to the day.

Webinar slide deck

Chasing down payments? Not exactly the dream when you started your law firm. Whether it’s prospects who never paid their consultation fee or leads dragging their feet on a retainer, the early stages of client onboarding can get bogged down fast. And when payment isn’t built into your intake process, it usually falls on someone’s shoulders to follow up, again and again.In this month’s Deep Dive, Lawmatics Product Manager Devon Butler walked through how to make payments a seamless part of your intake process. Joined by Sr. Director of Customer Success Johnny Bissell, she demoed how to add fees to forms, automate retainer collection, send receipts without lifting a finger, and keep tabs on every transaction along the way.

Time stamps of key takeaways

8:45 — Add consultation fees directly to your intake forms

Devon shows how easy it is to drag and drop a payment block onto your intake form using LMPay. You can set a flat fee, pick the bank account, and even use conditional logic to adjust pricing based on client responses. Johnny points out that this flexibility makes it simple to create one form that works for multiple appointment types.

15:41 — Collect retainers as part of your intake process

Need to collect a retainer before officially taking on a client? Devon walks through how to build that right into your automations — so once someone signs an agreement, the invoice goes out automatically. Johnny jumps in with ideas for customizing this based on package types or service tiers, making the process feel personal and polished.

32:43 — Automatically generate and send payment receipts

As soon as a payment is processed, Lawmatics can immediately send out a receipt. Devon shows how to tailor what’s included, like attaching the original invoice or just the receipt. It’s all handled behind the scenes, and yes, it waits until ACH payments actually clear.

35:07 — Monitor payments received from prospective matters

Keeping tabs on payments is simple with the invoices and activity views. Devon demos how to track what’s been paid, what’s still processing, and what might’ve failed. You can even issue refunds, if needed. Johnny notes that with the Time & Billing add-on, you can go even deeper, slicing your data by team member, payment method, or client type.

Webinar slide deck

It’s not just about landing the client — it’s about what happens next. For most law firms, the biggest growth opportunities aren’t in getting more leads, but in doing more with the ones they already have. From intake to invoicing to ongoing engagement, there are countless touchpoints where firms either build long-term value — or lose it.In this Lawmatics webinar, Brent Harkins, chief marketing officer at US Legal Marketing Group, laid out seven high-impact ways to strengthen the client journey and increase the lifetime value of every relationship. Whether you’re looking to improve your intake process, tighten up billing, or boost referrals, these key takeaways are a blueprint for getting more out of the work you’re already doing.

Time stamps of key takeaways

6:38 — Improving intake & consultation processes

Intake is your first impression — make it count. Brent recommends treating it like a concierge experience: align messaging, set expectations, and automate where you can. The most overlooked step? Simply tell them you want to represent them.

16:18 — Providing exceptional client experience

Clients remember how you made them feel. Consistent updates, clear communication, and a personal touch go a long way. Brent shared how standardized systems and team-wide trainings help his firm deliver that “white glove” experience at scale.

22:09 — Optimizing billing & accounts receivable

Clear, predictable billing builds trust. Brent’s firm uses bi-weekly invoicing and replenishing retainers to keep cash flow steady and clients informed. He also shared creative A/R strategies like third-party payers and managed receivables.

34:24 — Cross-selling & upselling legal services

Clients don’t know what they don’t know — so educate them early. Brent’s team uses newsletters and trained staff to surface relevant services, like estate planning post-divorce. As Brent put it: It’s about adding value, not squeezing dollars.

45:40 — Strengthening client retention & repeat business

Strong client relationships don’t end when the case does. Brent emphasized personal connection and follow-up — even something as small as using a client’s child’s name. Ongoing communication via email or social helps keep your firm top of mind.

49:48 — Referral marketing & reputation management

Your reputation is your silent salesperson. Brent walked through how to turn clients into advocates by sharing success stories (with permission), strategically timing review requests, and staying active with referral partners.

55:25 — Maximizing value with data & CRM automation

Law firm growth runs on data. Brent stressed the importance of clean data, smart automation, and a CRM that keeps everything connected. Just don’t lose the human touch — automation should support relationships, not replace them.

Webinar slide deck

Running a law firm means managing a lot of moving parts — from new inquiries and consultations to signed agreements and onboarding, let alone billable work. The more your pipeline grows, the more important it becomes to have systems that keep everything moving smoothly and nothing falling through the cracks. That’s where automation steps in — not just to save time, but to help you build a more scalable, conversion-ready intake process.In this month’s Deep Dive, Lawmatics Product Manager Devon Roth is joined by Clare Struzzi, manager of the account management team, to walk through how to get even more out of your automations and pipeline setup, so your firm can continue to grow.

Time Stamps of Key Takeaways

4:50 — Build an intentional pipeline

The webinar kicks off with Devon and Clare outlining how to build a clean, intentional intake pipeline that works across all practice areas. Rather than juggling multiple pipelines, they recommend one universal structure with milestone-based stages. Clare also shares tips from onboarding calls about using filters and tags to keep it flexible without adding complexity.

9:22 — Automate key workflows

In this section, Devon demonstrates how automations can replace manual tasks — like sending emails, changing statuses, or converting leads — so your team can focus on high-touch client work. The takeaway: Automation isn’t just about speed — it’s about setting your firm up to scale responsibly.

27:00 — Using triggers and actions

This section covers the full automation lifecycle, from what sets a workflow in motion to what happens next. Devon breaks down key trigger types like form submissions, document completions, and field updates, then transitions into a demo of how to stack actions such as emails, tasks, delays, and conditionals. Clare adds strategic context around using advanced logic, testing automations with dummy matters, and avoiding common missteps.

43:59 — Exit conditions and next steps

In the final segment, Devon and Clare demonstrate how exit conditions ensure automations stop when a lead hires, is lost, or moves forward, preventing redundant follow-ups. A key example is the engagement agreement: Once it’s signed, Lawmatics can automatically convert the lead to a hired matter, trigger a welcome packet, and end any drip campaigns still running. Your hosts wrap by emphasizing the importance of sub-statuses for tracking lost leads and using conversion actions to maintain clean data and syncs across systems.

Webinar slide deck