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RetainerBooked
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For intake specialists and managers

Every caller screened and booked,
even over lunchEvery caller booked, even over lunch

RetainerBooked is intake software for the legal intake process at US law firms with 1 to 10 lawyers, with your firm’s website and its marketing in one flat monthly price. Every call, text and form opens a card your team shares.

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  • Calls, texts, chats and forms each open a card
  • Retainers sent from the card
An intake card for a criminal defense caller at 12:18 p.m., screened with the practice area's own questions and booked while the team was at lunch.

Live in 14 daysQuestions rebuilt and your team trained

  • A card from every call and form
  • Retainers sent by text
  • Questions per practice area
  • One shared inbox
  • Access by role

Booking a consultation, step by step

The booking that took six steps

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Brent calls at 12:40 about a custody hearing and asks for Thursday at 2:00. By hand, that’s six steps across Outlook, a PDF and a spreadsheet, typed between calls and through lunch. Here, it’s one: you pick Thursday at 2:00.

Done between calls, every single booking

One custody consultation booked by hand: the Outlook event, the intake PDF, the intake spreadsheet and a confirmation email, each typed separately, with a sticky note at step four of six.

Inbox and call-backs

What waits for your team between the calls

Promised call-backs, texts, chats and email, each kept on its caller’s card.

One caller's website chat, Facebook, Instagram, WhatsApp, email and text messages kept on a single RetainerBooked thread for whoever opens it next.

Each caller gets one thread for every text, email and web chat, plus WhatsApp, Instagram and Facebook messages, so whoever opens it next sees the whole conversation.

Through the week

Who has each caller, and what’s next

Three moments in an intake specialist’s week, and what the board shows at each of them.

  • Line two, 10:20

    The caller who already spoke to someone

    Line two rings. On screen: Glen’s name, Tuesday’s web form, two texts and the call your colleague took. You pick up where it stopped, and nobody asks Glen to start over.

    • Recorded and transcribed to the card, announced where your state requires it.
    • When the attorney’s free, hand the call over live.
    Line 2 ringing over a caller's card that already shows his web form from Tuesday, two texts and the notes from the call a colleague took.

  • Who takes which caller

    Each card with one name on it

    A custody call goes to whoever handles family law and a crash call to the person on PI intake, taking turns when two people share a practice area.

    • Routed by the practice-area answer or the number they dialed.
    • Roles are set for your firm: each specialist sees their own cards.
    RetainerBooked's routing by practice area: family law callers go to two intake specialists taking turns, crash calls to the person on personal injury intake, each card with one name on it.

  • Friday’s review

    A team report that’s fair to everyone

    Calls answered and missed by person and hour, then consultations booked and retainers signed by each specialist.

    • Split by practice area too, so the immigration line isn’t measured against the PI phones.
    • Time to first reply on each card, counted from when it opened.
    The RetainerBooked intake team report for October: calls answered and missed, consultations booked and retainers signed by each intake specialist.

Also included

  • iPhone or Android, through the staff app
  • Saved replies, one tap
  • Spanish calls, chats and texts too
  • Notes and @mentions
  • Each person’s Gmail or Outlook mailbox connected
  • Declined cards kept apart
After intake

The retainer goes out from the card itself

The retainer agreement goes out from the card by text, filled in from the intake answers, and is signed on a phone. Then the card moves to Signed, and a connector sends the client on to Clio, MyCase or your case software.

See every product
A contingency fee agreement filled in from the intake answers on a potential client's card, ready to text to her phone to sign.

For intake teams The board, the inbox, call-backs, practice-area questions, booking and retainers

You’re here

Linked to intake

Your paper forms, rebuilt for you

Hand over the forms and the questions you ask on calls. We rebuild them per practice area, import your old inquiries and train your specialists. Month to month, no setup fee, live in 14 days.

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Managing partner leafing through last month's agency report at her desk, ready to set it beside ours.
A RetainerBooked notice saying the firm's paper intake forms are rebuilt as four forms, one per practice area.

From the intake desk

  • Wesley T., managing partner of a personal injury firm in Tulsa.
    Wesley T.Managing partner, PI firm, Tulsa
    Lunch backfor intake

    Our two intake specialists ate lunch at their desks. Since the AI receptionist covers noon, both of them actually leave.

  • Beatrice V., founding attorney of a family law firm in Sacramento.
    Beatrice V.Founding attorney, Sacramento
    One owneron every new card

    Missed calls used to reach me as complaints from the callers. Now each card has one name on it, and I see who called back.

  • Rashad W., a criminal defense attorney in Atlanta.
    Rashad W.Criminal defense attorney, Atlanta
    Weekendsanswered, questions already asked

    Saturday arrest calls used to wait for Monday. Now urgent ones go straight to whoever’s on call, and the card already has the charges.

  • Harriet B., office manager at an estate planning firm in Grand Rapids.
    Harriet B.Office manager, Grand Rapids
    One stepinstead of six by hand

    Booking a signing meeting used to take me six steps in three programs. Now I pick the time while we’re still talking.

  • Esteban R., a solo immigration attorney in El Paso.
    Esteban R.Immigration attorney, El Paso
    One scriptday or night, English or Spanish

    My assistant and the AI receptionist ask the same questions, in English or Spanish, so every card reads the same way.

  • Lorena F., intake manager at a personal injury firm in Phoenix.
    Lorena F.Intake manager, PI firm, Phoenix
    Fair countsfor each specialist

    The team report counts each person against the hours they covered. Nobody gets marked down for lunch.

Intake FAQs

Asked by intake teams

Type roles, alerts or Clio to see just the answers that mention it.

6 questions

Does it replace the intake team?

No. Your people answer and keep every caller. Overflow and night calls reach the AI receptionist, which introduces itself as your firm’s AI assistant and books or hands over.

Is everything on one card?

Yes. Recordings, texts, emails, chats, form answers and the signed retainer share one card. What a potential client tells your intake team stays confidential and encrypted, processed only for your firm and never sold.

Can we answer from our cell phones?

Yes. Each person installs our staff app on an Android phone or an iPhone, then answers calls, texts and cards from your firm’s number, keeping personal numbers private.

Does everyone see every card?

Only if you choose. Roles are set per firm, so an intake specialist can see just their own cards while the manager sees the whole board.

Do we get alerted to new inquiries?

Yes. The moment a call, form, chat or text opens a card, its owner is alerted by text, email or the app, and the caller has already had a reply from your firm’s number.

How do signed clients reach Clio?

A connector sends them. At Signed, their name, contact details and intake answers are sent on to your case software.

Teams often search

Routing or roles?

Quinn Hadley, your account manager, can walk your intake team through the board, roles and routing before you decide.

Quinn HadleyAccount manager

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Answer every caller first. Sign more of them.

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