Every prospective client answered, screened and sent an engagement letter
A done-for-you client intake and engagement letter automation is an AI agent that answers every new inquiry to your firm, collects the facts and contact details, runs a conflict search in Clio, MyCase or your practice management system, and drafts the engagement letter from your approved templates. BufferSol builds and configures it in your systems. A lawyer or partner reviews the conflict result and approves every letter, and the firm stays responsible for all advice.
- Live in 3 to 6 weeks
- Works inside your current tools
- Your people approve what matters
Built for
Law firmsThe outcome
What changes for your business
A prompt, useful first reply
Prospective clients get an acknowledgment and next steps quickly, with a booking link for a consultation, instead of waiting until someone clears their inbox.
Conflicts cleared before work starts
Every new party name is searched against your client and matter records, and a matter cannot move forward until a lawyer or partner records the conflict decision.
Letters out the same day as the decision
Engagement letters are drafted from your approved templates with the right scope, fee terms and parties, so the reviewer edits and approves rather than writing from scratch.
Is this you?
For law firms, accounting and tax practices, and consultancies that get dozens to hundreds of new inquiries a month by web form, email and phone, and where intake still depends on a busy paralegal, assistant or partner.
- Web form and email inquiries wait a day or more for a first reply.
- Conflict checks are done by emailing partners or searching the billing system by hand.
- Engagement letters are copied from an old file and edited in Word for each new client.
- New matters get opened before the conflict check or signed letter is on file.
- You cannot say how many inquiries came in last month or how many became clients.
Today vs done for you
The current way, and the new way
What your team does by hand today, and what the automation does instead, step by step.
How it works today
- An inquiry arrives through the website form, a referral email or a voicemail, and lands in a shared inbox.
- A paralegal or assistant replies when they can, asks basic questions by email, and copies the answers into Clio, MyCase or a spreadsheet.
- For conflicts, they search the system by name and email partners asking whether anyone knows the parties.
- Once cleared, someone copies an old engagement letter, edits names, scope and fees, and sends it for review.
- The letter goes out by email or e-signature, and someone chases the client to sign and pay any retainer.
What it quietly costs you
- · Prospective clients who hear nothing for days hire the firm that answered first.
- · Conflict checks by email depend on memory, leave a weak audit trail and can share sensitive details too widely.
- · Hand-edited letters drift from the approved wording, creating scope and fee disputes later.
How it works done for you
- The agent reads each new inquiry from the web form, inbox or call transcript and sends a prompt acknowledgment with your consultation booking link.
- It asks the intake questions for that practice area, collects party names, related entities, deadlines and documents, and creates a lead in Clio Grow, MyCase, Karbon or TaxDome.
- It runs a conflict search on every party and related entity against your client, matter and adverse-party records, and prepares a short report of possible matches.
- A lawyer or partner reviews the report and records the decision; if anything is unclear, the agent holds the matter and asks for that decision rather than guessing.
- After clearance, the agent drafts the engagement letter from your approved template with scope, fee terms, responsible attorney or partner and any required disclosures.
- The reviewer edits and approves the letter, then the agent sends it for e-signature, requests any retainer through your payment tool and opens the matter once both are complete.
- Every inquiry, answer, conflict search, decision, draft and signature is logged on the matter record.
Your people
What changes for your team
Paralegal or intake coordinator
Today
Answering inquiries, re-typing details, running searches and editing letters one by one.
Done for you
Handling sensitive callers, reviewing intake summaries and keeping the consultation calendar full.
Attorney or partner
Today
Answering conflict emails and rewriting engagement letters between client work.
Done for you
Reviewing a clear conflict report and a ready draft, then approving or adjusting it.
Managing partner or practice manager
Today
Guessing how many leads came in and why so few signed.
Done for you
Reviewing inquiries, consultations, signed letters and lost reasons by source and practice area.
The numbers
What it's worth to you
Estimate the time and cost you get back with your own numbers. We baseline the real figures in week 1 and track these KPIs from day one.
Example inputs · change them to yours
The automated share covers acknowledgment, intake questions, data entry, conflict searches and letter drafting; conflict decisions, legal or tax judgment and final approval stay with your professionals.
Staff time back
36 hours a month
About 0.2 full-time people freed for higher-value work
Capacity reclaimed a month
$1,620
A year
$19,440
An estimate from your inputs only. In week 1 we measure your real baseline, so results are tracked against your own numbers.
Time to first response
We baseline response time from a sample of recent inquiries in your inbox and form tool, then track every inquiry after launch.
Inquiry-to-consultation rate
We match inquiries to consultations booked in your calendar or practice management system, by source and practice area.
Conflict check turnaround
We measure the time from intake complete to a recorded conflict decision.
Decision-to-signed-letter time
We track the gap between the decision to take the matter and a signed engagement letter on file.
Matters opened without full intake
We count new matters opened without a logged conflict decision or signed letter, aiming for none.
67%
82%
Works with the tools you already use
- Clio Manage
- Clio Grow
- MyCase
- Karbon
- TaxDome
- Canopy
- DocuSign
- Microsoft 365 or Google Workspace
- Calendly
- LawPay
Guardrails built in
- The agent never gives legal, tax or accounting advice; it collects facts, books consultations and tells prospects that a professional will review their matter.
- No matter is opened and no engagement letter is sent without a recorded conflict decision and approval from a lawyer or partner.
- Letters are drafted only from templates your firm approves, and any change to scope or fee terms needs a reviewer's sign-off.
- Intake data is stored in your own systems with role-based access, and sensitive details are not shared beyond the people who need them.
- Every message, search, decision and signature is logged for your ethics and risk records.
Why it hurts today
What teams say about this work
Common complaints from operators, reviewers and industry research.
In a secret shopper test, most law firms did not reply to an emailed inquiry from a prospective client, and many failed to answer or return calls, a worse result than five years earlier.
More than half of firms tested did not return voicemails within 72 hours, and most email and phone responses were judged unsatisfactory by the people asking for help.
Conflict checks done by emailing partners rely on memory of corporate structures, can expose sensitive details, and leave a poor audit trail, while engagement letters are still drafted by hand.
How it works
From kickoff to live in 3 to 6 weeks
We do the build, the integrations and the rollout. Your team gives us access, reviews the pilot and approves go-live.
- 1
Week 1
Discovery and access
We map the workflow with your team, agree the outcomes and KPIs, measure today's baseline and get secure access to your tools.
- 2
Weeks 2–3
Build and connect
We build the agents and connect your systems, with your rules, approval steps, permissions and logging.
- 3
Weeks 3–5
Test and pilot
We test on your real history, then run a pilot on live work while your team reviews what the agent does.
- 4
Weeks 4–6
Go live and hand over
We roll out in stages, train your team, hand over dashboards and runbooks, and keep improving it with you.
Included with every automation
Executive Ask: ask your business anything
One plain-English assistant connected to the systems you run: CRM, helpdesk, ERP and accounting, HR, inbox and documents. Leaders get sourced answers in seconds and can trigger actions with approval. It respects everyone's existing permissions and logs every answer.
See Executive AskAsk it, for example
- How many new inquiries came in last week, and how many are still waiting for a first reply?
- Which practice area turns the most consultations into signed engagement letters?
- Which matters are waiting on a conflict decision, and who needs to sign off?
Client Intake & Engagement Letters: questions
Straight answers to what clients ask us most.
Ask our teamDoes the AI give legal or tax advice to prospective clients?
No. The agent collects facts, answers questions about your process, fees policy and availability from text you approve, and books consultations. It tells every prospect that a lawyer or accountant will review their matter, and it routes anything that sounds like a request for advice to your team. Your professionals stay fully responsible for the advice, the conflict decision and the terms of each engagement.
How does the conflict check work?
The agent searches every party, related entity and known alias against your client, matter and adverse-party records in Clio, MyCase or your practice management system, and lists possible matches with the reason for each. It does not clear conflicts. A lawyer or partner reviews the report and records the decision, and the matter stays on hold until that decision is logged.
How long does it take to go live?
Most firms are live in 3 to 6 weeks. We start with your intake questions by practice area, conflict rules, engagement letter templates and approval steps. Then we connect your website forms, inbox, practice management and e-signature tools, test on recent real inquiries with your intake team, and run a supervised period where every draft and message is reviewed.
What does it cost?
Cost depends on inquiry volume, how many practice areas and letter templates you use, and which systems we connect. A two-lawyer firm and a multi-office accounting practice need very different setups, so we do not publish a price. Pricing is quoted after a short scoping call where we review your current intake steps and tools.
Is client data kept confidential?
Yes. The agent works inside your own accounts and stores intake details in your practice management system, not a separate database. Access follows your existing user roles, sensitive fields are limited to the people who need them, and every action is logged. We agree data handling terms with your firm before the build and can work within your bar or professional body guidance.
Pairs well with
Client Document Collection
Client documents collected, checked and filed without weeks of chasing
See the outcomeNDA & Contract Request Intake
Every NDA and contract request captured, completed and routed from one front door
See the outcomeInstant Lead Response & Qualification
Reply to every inbound lead in minutes, day or night, and book the good ones
See the outcomeSources
- Law Firms FAILING At The Single Most Basic Lawyering Task, Above the Law
- Clio Legal Trends Report Finds Law Firms Aren’t Responsive to Potential Clients, Illinois Supreme Court Commission on Professionalism (2Civility)
- From prospect to client: Optimizing conflicts checks and new client intake procedures for legal practices, Intapp
Get Client Intake & Engagement Letters done for you
Tell us about your volumes and tools. A senior engineer replies within one business day with scope, timeline and cost.
Live in 3 to 6 weeks · Priced after a short call · Company emails only