Every inquiry becomes a client file.
A law firm needed a website that looks like the firm and a back office that runs it: consultations, matters, hearings, deadlines, fees and documents. We built both, wired together from day one, so the enquiry a visitor sends at 11pm is already a client record when the office opens.
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Pleadings
01/The problem
The website sent
leads. Nothing
caught them.
Inquiries arrived as e-mails. Matters lived in folders. Hearings lived in a paper diary and one person's memory. And the fee that was agreed in a meeting was invoiced whenever somebody found the time to add it up.
The website's booking and contact forms create client records directly, deduped by e-mail and phone, so the same person enquiring twice is one file, not two. From there everything hangs off that record: consultations, matters, hearings, deadlines, time, invoices and documents.
02/Intake, end to end
Enquiry to retainer,
without re-typing anything.
Inquiry lands
A booking or contact form on the website creates the client record and sends the acknowledgment automatically.
Consultation
Pending, confirmed, completed. Confirmations and day-before reminders go out on their own.
Matter opened
An auto-numbered case, practice area, status and next-hearing date, with a conflict check before it opens.
Retained & billed
Hours logged against the case become a numbered invoice, with a printable client copy and e-mail on send.
03/What protects the firm
Built around the
things that cost you a case.
The deadline guard
Filing dates and prescriptive periods live on the case, surface in an overdue-aware diary, and go out as a staff digest by e-mail. The single most expensive thing a firm can forget, tracked by the system instead of by a person.
Conflict-of-interest check
Opening a matter checks the opposing party against the existing client base and past opposing parties, and warns before the case is created, not after the engagement letter is signed.
Time that becomes money
Log hours against a case, with the rate defaulting from the case's hourly fee, then turn unbilled time into a numbered invoice in one click. Invoices drive the case's billed and paid totals, so the ledger matches the work.
Matters, properly
Auto case numbers, practice areas, statuses, a next-hearing diary, fixed, hourly and contingency fees, payments per case, and an activity log that shows who did what and when.
Documents that chase themselves
Upload files per client or case, and send document requests that e-mail the client and keep chasing every few days until the file is marked received.
A private client portal
Each client gets a private link where they can see their appointments, invoices and balance, and upload the documents you asked for. Fewer "any update?" calls, by design.
A dashboard the partner reads
Attention alerts, a 14-day diary of hearings and consultations, caseload by practice area, and collections against the monthly goal.
Security fit for client data
Admin, Boss and Staff roles, optional TOTP two-factor, HTTP-only cookies, CSRF protection, login rate limiting and a security log.
Consent, captured properly
Both website forms require a privacy-notice checkbox, and the client record stores when consent was given and which version of the notice was agreed to. Data Privacy Act compliance that survives being asked about.
04/The quiet layer
Six e-mails nobody
has to remember to send.
Every one of these used to be a task on someone's list. Now they're a consequence of the record changing.
Before SMTP credentials are added, every message lands in the CRM's own outbox marked as logged, so the firm can read exactly what would have gone out before a single client receives anything.
05/Not just law
Any practice that bills
time and keeps files.
Matters, hearings, prescriptive periods, contingency fees.
Projects, milestones, submittal deadlines, progress billing.
Clients, filing calendars, document chasers, hourly billing.
Engagements, retainers, time logs and a client-facing portal.
Designed, built and powered by 27th Marketing.
Firm name, practice areas, monthly goal and colours are settings you control. The system is yours, and we stay on to run it with you.
Your next client is
filling in a form right now.
Let's make sure something catches them. Book a call and we'll scope the site and the back office together.