5-star Google reviews

qualified lead conversion rate

intake NPS (↑ from 7.5)

increase in lead conversions

increase in marketing spend

new staff hired

Kayla Grayson is the chief operating officer of Viles and Beckman, a personal injury law firm based in Fort Myers, Florida. A Navy Reserve chief petty officer, breast cancer survivor, and mother of two, Kayla leads with a deep sense of resilience, compassion, and purpose. Her leadership is rooted in real-life experience and a passion for helping others navigate life’s toughest moments. In her role at Viles & Beckman, she guides the firm’s support of clients through their most challenging events, advocating for their needs as if they were family. With a strong emphasis on personalized service, operational excellence, and community impact, the firm is a place where people truly come first.

Viles & Beckman is built on the belief that every client deserves more than just legal representation — they deserve to be treated like family. That commitment drives everything from how the team communicates to how they show up in the community. But as the firm grew, delivering that level of care at scale required more structure. To maintain its five-star experience and meet ambitious growth and impact goals, Viles & Beckman invested in systems that empower their team to deliver consistent, high-touch service rooted in empathy, efficiency, and trust.

With Lawmatics, Kayla built custom dashboards for each team member to track KPIs in real time. Each person can instantly see exactly where they stand on their performance metrics, without needing to ask or wait for reports. This visibility keeps the team accountable, aligned, and focused on goals that drive firm-wide results.

Lawmatics streamlined the intake experience by simplifying appointment scheduling, reminders, and document signing, creating a smoother process for potential clients. The result? A measurable improvement in client satisfaction. Kayla noted their NPS score on the intake front “has gone from 7.5 to right around 9 out of 10.”

Before Lawmatics, tracking qualified conversion rates was a manual, time-consuming process, and it often underestimated the team’s performance. With automated reporting now in place, Kayla discovered that the team maintained a 90 percent or better qualified conversion rate.” The data not only saved time but also gave her and her team a more accurate picture of success.

Making changes to workflows and forms no longer requires coding knowledge. “Yesterday, my team asked, ‘Can we add this field?’ and I did it in five minutes,” Kayla said. What once took days or required technical know-how can now be handled instantly. This agility allows the team to quickly respond to feedback and improve operations.

Viles & Beckman used to track referrals manually, making it difficult to know which leads were followed up on and which weren’t. Some slipped through the cracks. With Lawmatics, the team built a dedicated referral pipeline using forms and automations to manage every case. “Now we use automations to follow up regularly,” Kayla said. The system saves time, captures updates, and protects referral revenue.

With plans to scale intake by 50% annually, Kayla needed tools that could grow without adding overhead. “Lawmatics gives us the confidence to scale without needing to massively increase headcount,” she said. “If we’re handling hundreds of leads or thousands, the systems and automations are there.” That confidence allows their firm to pursue aggressive growth without sacrificing efficiency or client experience.

With Lawmatics, Viles & Beckman no longer spends hours compiling performance data. What once took days now takes minutes. Custom dashboards track qualified conversion rates, intake performance, and lead sources in real time, giving every team member visibility into their KPIs. For leadership, this reporting drives day-to-day decisions and long-term strategy. “I make decisions based off of data,” Kayla noted. With reliable reporting at their fingertips, the team has eliminated guesswork and gained control over firm-wide performance.

Lawmatics forms have transformed how Viles & Beckman manages client intake. Kayla and her team can quickly adapt forms to support new processes or collect more precise data — all without developer assistance. “The intake forms have really helped us streamline processes,” she said. By customizing forms to match their workflows, the team ensures that every client interaction starts with complete and accurate information, reducing delays, improving handoffs, and supporting the firm’s high-touch intake approach.

Automations play a key role in helping Viles & Beckman scale without added headcount. “We use automations to follow up regularly,” Kayla said, referring to workflows that track lead status, referral progress, and more. From intake to partner communication, automations eliminate repetitive tasks and ensure nothing falls through the cracks. They’ve helped the team stay focused on high-value work, not chasing status updates or managing manual reminders. “Automations help a ton,” Kayla emphasized.