The Intake Pipeline for law firms
Every caller followed up
until the retainer is signedFollowed up until the retainer is signed
RetainerBooked, a law firm CRM for US firms with 1 to 10 lawyers, comes with your firm’s website and its marketing for a single flat fee each month. Every call, chat, form, ad and referral opens a card on one board, and your firm’s number texts back in seconds.
- Follow-up texts until the retainer is signed
- Signed clients sent to Clio or MyCase
Live in 14 daysMonth to month, no setup fee
- Conflict-check questions on forms
- No-show texts with a rebooking link
- Routed by practice area
- Retainers e-signed on a phone
- Flat fee, not per case
- Consent-first texts
Tonight's form says urgent and gives a cell number. Without a board, it waits in the inbox until your paralegal starts dialing at 9:00. With the Intake Pipeline, the card opens at 11:15, the text goes out at 11:15, and the follow-up keeps going until they answer.
Three calls, one full mailbox
Texted back, booked Friday
Plain texts from your number, nothing about their case
Every source
However they reach you, a card opens
The card records which ad, page or person sent them.
Someone near you searches for a divorce lawyer and taps Call on your Local Services Ads listing. The call rings your intake line, and the card opens marked LSA, so you see what that budget brought in.
The car accident page asks for the crash date, the injuries and the other driver's name. The estate planning page asks about children and property. Every answer lands on the card before your intake specialist calls.
An attorney you know sends someone over, or a past client passes your number to a neighbor. Your receptionist adds the referrer to the card, and October's report shows which referrers sent the cases you signed.
After the first reply
What keeps a card moving toward Signed
Retainer sent
Retainers that come back
A good consultation ends at 3:00, and the retainer agreement goes out by email. A week later it is still unsigned in their inbox. Here the retainer is filled in from the intake answers and e-signed by phone, and reminder texts keep going until it’s back.
- Reminders start at Retainer sent and stop when signed
- Your team sees how long each retainer has waited
Practice areas
Stages built per practice area
A DUI arrest and an uncontested will need different questions and different follow-up. We start your firm on ready-made setups for the kinds of cases you take, and each inquiry goes to the attorney who handles that work.
- Each practice area gets its own stages and texts
- A divorce inquiry goes to the attorney who handles family law
Consultation no-shows
The 2:00 consultation nobody came to
Thursday at 2:00 the conference room sits ready, and the caller doesn’t come. Mark the consultation as a no-show, and texts carrying a rebooking link go out while a call task lands on your intake specialist’s list. Both stop once they rebook.
- Rebooking links go out by text that afternoon
- A consultation fee taken at booking is credited to the retainer later
Past clients
Last year's callers, back on the board
Some callers weren’t ready in March. Cards marked Lost hear from you again by text and email over the next months, with consent. Past clients get a check-in and a referral ask, and any reply reopens the card.
- Your old inquiry list moves over at setup, with stage, source and dates
- Messages reach only people who reached out to your firm first and agreed to hear back
Also included
- Tasks with due times
- Round-robin across intake staff
- Declined and referred-out stages
- Reasons kept for each decline
- Old inquiries imported at setup
- Confidential and encrypted
The card your intake specialist works from
Terrell's card holds the form answers, the call recording, every text since and Friday's consultation. When the retainer is signed, we send the name, contact details and intake answers on to Clio or MyCase through a connector, so no one retypes them.
Other driver Named on the form and searched in your contacts; the conflict check itself runs in Clio.
Intake formTied to each card
- Reports Which source sent each signed case, and what it cost.
- Phones Every call opens or updates a card, recording attached.
- Website The site we build sends each practice area’s form to its own setup.
- Consultation booking Booked consultations move the card forward and land on the right attorney's calendar.
- Ads Facebook and Google campaigns sit in ad accounts your firm owns, and each card shows the ad and search that brought the call.
- Texting Texts both ways on your firm’s number, replies landing in the intake inbox.
- Reviews When a matter wraps up, the clients you choose are sent your Google review link.
Your old spreadsheet comes with you
Bring your intake spreadsheet or your current tool’s export to the demo. Together we map your stages and follow-up texts, and your old inquiries move over at setup, from $97 a month.
Mornings without the redial list
Wesley T.Managing partner, PI firm, Tulsa Overnightforms answeredInquiries from our ads sat in an inbox overnight. Now a text goes out within seconds, and plenty book before we open.
Beatrice V.Founding attorney, Sacramento One boardin place of sticky notesI did intake between hearings, on sticky notes. Now the board lists today’s callbacks, and follow-up goes out without me.
Rashad W.Criminal defense attorney, Atlanta Secondsto the first textArrests happen on weekends. Our number texts each caller back within seconds, and Monday starts with the cards instead of voicemail.
Harriet B.Office manager, Grand Rapids Four yearsof inquiries brought overThey brought over four years of inquiries from our spreadsheet, and the estate planning setup was ready on day one.
Esteban R.Immigration attorney, El Paso 2 daysto a signed retainerRetainers used to sit unsigned for a week. Reminder texts now run until each is signed, and most come back within two days.
Lorena F.Intake manager, PI firm, Phoenix Zerocards without an ownerEach case type goes to the person on my team who handles it, and I can see who owns every card.
Intake questions
Before you move your intake over
Try a word like Clio, follow-up or retainer.
6 questions
Why not use a spreadsheet?
A spreadsheet holds names. Each card also holds the calls, texts, form answers and stage, and it sends follow-ups and callback tasks on schedule.
Is a CRM the same as our case software?
RetainerBooked works next to your case software: everyone before the signed retainer lives here, while matters, documents, billing and trust accounting stay in the system you run today.
Can each practice area have its own stages?
Yes. We load ready-made setups for personal injury, family law, criminal defense, estate planning, immigration, employment and bankruptcy, each with its own questions.
Who follows up when a caller goes quiet?
Texts and emails your firm approves go out over a week, to callers who opted in.
Where does a client’s record go once they sign?
When a client signs, we send their name, contact details and intake answers on to your case software through a connector, so no one retypes them.
Who at my firm uses it most?
Your intake specialist or receptionist works the board all day. Attorneys see their consultations, and the managing partner reads the monthly report on where each signed case came from.
Try searching for
Ask about your intake
Email Quinn at sales@retainerbooked.com about your stages, your case software or moving your old inquiries.
Quinn HadleyAccount manager
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