How Levinson & Stefani Reduced Manual Intake by 75%
And Achieved 2X Growth in Online Cases Without Hiring
Jay Stefani
Managing Partner
Levinson & Stefani Injury Lawyers
The results
reduction in manual intake tasks
of intake process now automated
growth in non-referral case volume
Firm Facts
Practice Area
Personal Injury (Auto & Trucking)
Business Size
8 employees
Location
Chicago, IL
Meet
Jay Stefani
Jay Stefani is Managing Partner at Levinson & Stefani Injury Lawyers, an intentionally boutique personal injury firm focused almost exclusively on auto and trucking cases. For years, 80–90% of the firm’s matters came from attorney referrals. That referral volume remained consistent over time.
Over the past two years, however, the firm saw a significant increase in internet-driven inquiries — driven by a combination of growing visibility and a more intentional approach to tracking and converting inbound leads. With Lawmatics in place, the firm was able to better capture, respond to, and convert those opportunities, resulting in approximately 2X growth (nearly 100% increase) in non-referral case volume. The operational challenge was clear: support that growth without increasing intake headcount.
What our customer have to say
“We’ve nearly doubled the number of cases coming from non-referral sources and we’ve been able to handle that growth without adding intake staff.”
The mission
Build a scalable intake system without sacrificing client experience
The firm wasn't chasing volume. It was focused on delivering a high-touch client experience while building operational leverage.
Early systems required manual tracking, manual follow-up, and manual routing of nearly every lead. As inbound volume grew, this approach introduced friction, particularly through attorney interruptions and repetitive clerical work.
Lawmatics was implemented to build a fully integrated intake-to-onboarding workflow that could operate consistently and automatically while preserving personalization.
Challenges
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Manual intake steps
Before automation, the intake-to-onboarding workflow included between 8 and 12 manual touchpoints. These included review, agreement sending, follow-ups, onboarding triggers, and case creation steps.Only a fraction of those steps required actual legal judgment, yet every step required human action.
Attorney interruptions
Every incoming lead required review to determine whether to accept, reject, or refer out the opportunity. Even obvious cases required confirmation before moving forward. As inbound volume increased, so did the frequency of interruptions.This created cognitive drag for attorneys actively litigating cases.
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Limited visibility into conversion
Without structured intake tracking and reporting, it was difficult to evaluate conversion by lead type, measure source performance, or refine marketing strategy.The firm needed better insight, not just better process.
What our customer have to say
“You can’t make changes unless you know what the data is and what needs to be changed."
The Solution
A fully integrated intake system, from first contact to signed client.
Levinson & Stefani implemented Lawmatics alongside QualifyAI to build an intake engine that could operate consistently, automatically, and without attorney interruption. Together, the two platforms handle everything from lead capture to onboarding, with human judgment reserved only for the cases that truly need it.
What our customer have to say
“We wanted a system that let us respond immediately and consistently, without relying on someone remembering to click a button."
Benefit highlights
Automated Lead Scoring
QualifyAI evaluates every inbound lead against firm-defined criteria — flagging strong cases for immediate action, routing clear rejects automatically, and escalating only edge cases for attorney review. No more interrupting litigation for obvious decisions.
Instant Agreement Sending
When a lead qualifies, Lawmatics sends the retainer agreement automatically — no manual step required. Automated reminders follow if the agreement goes unsigned, keeping prospects moving without staff intervention.
Rapid, Personalized Onboarding
The moment a client signs, a welcome message is delivered within seconds. Case files are created, onboarding tasks are assigned, and the new client experience begins — all without anyone clicking a button.
Structured Source Tracking
Every lead is captured with attribution data, giving the firm visibility into which channels and sources are driving qualified cases. That data feeds smarter marketing decisions over time.
Role-Based Dashboards
Custom dashboards give attorneys, intake staff, and leadership exactly the information they need — without the noise. Attorneys see what requires their attention. Operations sees the full pipeline.
Seamless Case Management Integration
From intake form to active case, the entire workflow runs inside a single connected system. No re-entry, no dropped handoffs, no manual case creation — just a clean, consistent path from inquiry to client
What our customer have to say
“My whole business is built on Lawmatics. It’s the reason I have been able to successfully launch and run multiple businesses without being buried in day-to-day operations.”
The Philosophy
Automation is not about replacing humans. It is about reserving human attention for what requires judgment, empathy, and advocacy.
"Let tech do the clerical work so that the people can build relationships."
-- Jay Stefani
Law firms love Lawmatics
Our customers give their clients the client-focused experience they deserve. Learn how they do it all with Lawmatics.
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