Powers Law Group, P.C

Texas Immigration Firm Transforms Client Management with Lawmatics

Ruby Powers

Founder & Managing Attorney

Powers Law Group, P.C

Real stories from real customers

The results

Time saved

Conversion rate

Revenue

Firm Facts

Practice Area

Immigration

Business Size

20 Staff

Location

Houston, Texas

Switched From

Jotform

Meet

Ruby Powers

Ruby Powers is the founder and managing attorney of Powers Law Group, a full-service immigration law firm based in Houston. Ruby is the heart and soul of her firm. She started it from scratch, wore every hat possible, and grew it into a pillar of support for those seeking a new beginning in the U.S. Today, in addition to client service, she focuses on high-level business development and strategy. The team she’s assembled at Powers Law, many of whom are immigrants themselves or related to immigrants, foster long-term relationships with clients and their families as they navigate years-long immigration processes.

What our customer have to say

“Because of Lawmatics, we've been able to convert more clients and make any tweaks necessary to maximize all the leads that come in.”

Ruby Powers

Founder & Managing Attorney

Powers Law Group, P.C

The mission

Ruby and her team were overwhelmed by disorganization — contacts scattered across different databases, different software systems, and no clear way to track leads. This chaos left the team struggling to promptly respond to prospective clients, which prolonged the sales cycle from initial interest to case hire. More importantly, the firm missed opportunities to build trust with anxious clients who needed help with securing visas, reuniting with family members, or navigating asylum claims. To solve these issues, Powers Law Group sought a solution to unify their operations, automate tasks, and provide the attentive, high-quality service their clients depend on during pivotal moments.

Challenges

Fragmented contact and lead management

Contact and case information for leads and former clients was dispersed across outdated spreadsheets, databases, and email archives. The firm needed to organize complex relationship data involving client family members who had immigrated previously or could in the future. Without a central database, the firm had difficulty reaching out about eligibility for different immigration programs. Ruby puts it simply: “I wanted a better way to communicate with those leads, follow up with them, and have them all in one place.”

Breakdowns in workflows

The lack of a central platform for tasks and client management was a killer. Because information was scattered across Excel spreadsheets and other applications, the team burned a lot of time looking for data that should have been at their fingertips. This became a real obstacle to transparency and accountability. As Ruby explains, “If there was turnover or someone's sick, we didn’t know if they followed up with their lead.”

Meeting modern client demands

“Clients are a lot more savvy than ever before,” Ruby says. “They go to Amazon and they get instant gratification of knowing where their package is and when it's going to arrive.” This heightened standard means clients now expect the same immediacy and accuracy from their legal representatives. Powers Law Group recognized that meeting these new demands required more than traditional methods; it necessitated a sophisticated system capable of delivering real-time updates and seamless communication.

What our customer have to say

“We used to use a lot of different systems for intake, and Lawmatics helped us by combining what we needed, rather than using a bunch of different softwares."

Ruby Powers

Founder & Managing Attorney

Powers Law Group, P.C

Benefit highlights

Real-time client engagement

Automated intake and personalized email and SMS message templates not only reduce attrition but also keep clients moving efficiently through the process, ensuring they’re updated at every stage. This level of communication isn’t just a benefit for current leads—it actively drives new business. As Ruby explains, “There have been times I’ve asked clients, ‘Why did you choose us?’ and they’ve said, ‘You were the first to respond.'"

Sales funnel monitoring

Lawmatics equips Powers Law Group with tools to track their sales funnel at every stage, delivering valuable insights into each lead's progression. As a full-service immigration firm that frequently intersects with other practice areas, Powers Law also monitors cases involving asylum court, employment law, and other key categories. This enables the firm to identify bottlenecks, prioritize leads effectively, and gain a deeper understanding of the core services they provide to clients.

More repeat and referral business

Powers Law Group has a long list of former clients from almost fifteen years in business. Lawmatics makes it easy to search for former clients, incorporate them into drip email or SMS campaigns like the firm’s newsletter, and cultivate referrals or new business from the same web of contacts – that often being former clients and their families. “Keeping all our contacts and referrals in one place and following up with them is so essential for our firm,” Ruby says.

Insight-driven client strategy

Ruby leverages her expertise as a business owner along with real-time data to assess her firm’s overall health. When conversion rates dip, the reasons are often beyond the firm’s control. “Sometimes people simply aren’t eligible,” she explains, referring to cases like certain visa programs. The data also helps set clear business targets. “What I really love is the ability to reverse-engineer goals: if I need this many cases, that means I need this many consults, which means I need this many leads, and so on.”

Simplified staff onboarding

As the office manager, Dania Estrada’s responsibilities include training new employees on the firm’s Lawmatics workflow. “It’s very user friendly, so whenever onboarding someone, it’s easy for them to catch on.” Ruby adds that the ease of having a central platform also improves collaboration. “Lawmatics is a place for my reception and front end sales team to be able to stay organized despite being in multiple places and varying time zones.”

Consolidated tech stack

Powers Law Group has effectively consolidated multiple tools into one platform. Using Lawmatics for intake, marketing, contact management, e-signature, and more both simplifies the firm’s workflows and improves overall efficiency. It also saves the firm the money and hassle of managing licenses for several different platforms. “We just found one thing that had everything that we needed, instead of having to go to different places to get all those things done,” explained Dania.

Power features

Automated workflows

Lawmatics makes it possible for Powers Law Group to provide the instant gratification that they strive to create in the client experience. “We’re able to communicate faster and respond quickly using all the templates and automations we have in place,” Ruby says. “It makes a great first impression because clients think, ‘Wow, this firm is really organized.’” Those impactful first impressions mean more leads follow through on scheduling appointments and retaining help, leading to higher conversion rates across the board.

Newsletter marketing

Newsletter marketing is a key pillar of Powers Law Group's outreach strategy. “We used to rely on tools like MailChimp and Zapier, constantly connecting everything,” Ruby explains. Switching to Lawmatics has made building and sending newsletters much simpler, a change that’s been invaluable for the firm. “If you really know how to organize your contacts and keep them engaged — like we do with our English and Spanish newsletter — you really don’t need to spend a fortune on other marketing efforts.”

Pipeline for lead tracking

To avoid losing leads before conversion, Powers Law uses the intake pipeline to identify and address bottlenecks. Each month, office manager Dania runs reports on unsigned and expired contracts sent to PNCs, giving the intake team a clear view of which leads need immediate follow-up. This ensures that no opportunities are missed. “We’ve been able to make the tweaks necessary to maximize all the potential leads that come into the firm,” Ruby says.

What our customer have to say

“The more you house your data in Lawmatics, you’re able to just run a report and have it automatically sent to you on a regular basis to analyze.”

Ruby Powers

Founder & Managing Attorney

Powers Law Group, P.C

Future business goals

Powers Law Group remains on a steady upward trajectory to help even more people navigate the long and complicated immigration process. In the future, the firm’s goals include:

Incorporating even more Lawmatics features into workflows, including calendaring
Refining automation campaigns with videos in English and Spanish
Further reducing the timeline to convert leads

What our customer have to say

“Lawmatics is a great tool that's allowed us to automate and be as efficient as possible and use our team's time on what really matters.”

Ruby Powers

Founder & Managing Attorney

Powers Law Group, P.C

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