Law firm automation fully managed
Intake forms retyped into the case management system. Consultations rescheduled by email. Follow-ups that never got sent. Alphovia builds custom AI agents that run the repetitive administration around your practice, so your attorneys spend their day on matters, not data entry.
Where the hours actually go
It has an administration problem. Non-billable work, chasing intake details, rekeying data between systems, reminding people about deadlines, assembling the same report every month, expands to fill whoever has the least protected calendar. Usually a paralegal. Often a partner at 9pm. Automation doesn't make that work faster; it stops a person from doing it at all.
What we automate
Each agent is built around how your firm actually operates, your practice areas, your intake criteria, your systems, your deadlines. This is custom legal workflow automation, not an off-the-shelf tool you configure yourself.
Client intake
Captures the prospective client's details, matter type, opposing parties, and timeline the moment they reach you, web form, chat, or after-hours enquiry. Qualifies against your criteria, flags the matter for conflicts, and routes it to the right attorney instead of a shared inbox.
Scheduling
Checks live attorney availability, offers real open slots, and confirms the consultation with a calendar invite and intake paperwork attached. Reschedules and cancellations are handled the same way. Double-booking is blocked at the moment of confirmation.
Follow-up
The signed-retainer gap is where firms lose matters. Consultation no-shows get a nudge, unsigned engagement letters get chased, and existing clients get status updates on a schedule, every message logged, in your firm's voice, stopping the moment a person replies.
CRM & case management
New matters, contact changes, consultation outcomes, and next steps are written back to Clio, Lawmatics, Filevine, MyCase, or whatever you run, automatically. No migration, no duplicate entry, no matter record that's three weeks stale because nobody had time.
Inbox & reminders
Sorts the shared inbox by matter and urgency, drafts routine replies for attorney approval, and surfaces what needs a human today. Statutes, filing dates, and client commitments are tracked and escalated before they become a problem, not after.
Reporting
New matters by source, intake conversion, consultation show rates, matter profitability, unbilled time, and pipeline, assembled and delivered on your schedule. The monthly report stops being a Sunday-night spreadsheet exercise for whoever drew the short straw.
Legal client intake software
A prospective client who calls three firms retains the one that responds first and makes it easy. If your legal intake depends on someone being free to answer, you are competing on staffing luck. Legal intake software should do more than store a form, it should work the enquiry. Automated client intake captures the enquiry, asks your qualifying questions, gathers what a conflicts check needs, and books the consultation, at 9am on a Tuesday or 11pm on a Saturday, at identical speed.
Capture
Web form, website chat, or after-hours contact, all of it lands as a structured intake record in your system, never as a voicemail someone has to transcribe on Monday.
Qualify
Practice area, jurisdiction, matter value, and timeline are checked against your criteria, so attorney time goes to matters worth taking and the rest are declined politely and promptly.
Outsourced intake
Firms outsource legal intake to call centres because round-the-clock coverage is expensive. Automation gives you the coverage at a flat monthly cost, with the intake handled in your firm's voice rather than a script read by a stranger.
Boundaries and confidentiality
This is the first question every attorney asks, so here is the direct answer. The agents collect information, schedule, remind, update records, and route work. They do not answer legal questions, evaluate the merits of a matter, quote outcomes, or say anything a prospective client could reasonably take as legal advice, anything approaching that line is escalated to an attorney with the full context attached.
Supervision
We build to ABA Model Rule 5.3: the automation operates under your firm's supervision, your firm defines what it may do, and every action is logged and reviewable.
Confidentiality
Intake data goes only to the systems your firm nominates, access is scoped to the workflow that needs it, and client information is never used to train public AI models.
Conflicts
Automation captures the parties and flags the matter before anything is scheduled or accepted. Running and clearing the conflict remains with your people, every time.
Who this fits
The smaller the firm, the more a partner is personally absorbing the administration. That is exactly where automation returns the most hours.
Personal injury
Intake volume is the business. Capturing and qualifying every enquiry immediately, including after hours, decides how many matters you sign.
Family law
People contact family lawyers in crisis, often at night. A prompt, human response that books the consultation is frequently the whole decision.
Immigration
Long matters with recurring document requests and hard filing dates. Reminders and status updates that run themselves prevent expensive misses.
Estate planning
Prospects go dark for months and return when circumstances change. Structured follow-up keeps the pipeline warm without anyone remembering to check.
Solo & small firms
When the attorney is also the receptionist, the bookkeeper, and the marketer, automation is the first hire that doesn't need managing.
Growing practices
Matter volume rises faster than you can hire and train. Automation absorbs the administrative load so growth doesn't stall on staffing.
How we launch it
You're not buying software to configure yourself. Alphovia designs, builds, hosts, and manages the whole thing, your team answers questions about how the firm runs, and we do the rest.
01 Map
Where enquiries arrive, what qualifies as a matter worth taking, which systems hold the truth, and where things currently fall through the cracks.
02 Build
Trained on your practice areas and tone, connected to your calendar and case management system, tested against real scenarios before anything touches a live client.
03 Run
Fully managed hosting and AI usage, monitoring, and a monthly report of what was captured, booked, updated, and escalated.
Straightforward pricing
Automated client intake and consultation scheduling start on the Launch plan at $99/month plus a one-time setup fee, fully managed, no API keys, around 1,000 AI interactions a month on fair use. Firms automating CRM updates, inbox triage, and recurring reporting across a team are typically on Scale at $499/month. Full details on the pricing page.
Law firm automation questions
Handing the repetitive, non-billable parts of running a practice to software: capturing and qualifying client intake, scheduling consultations, following up with prospects, keeping the CRM or case management system current, triaging the inbox, and producing recurring internal reports. The legal work stays with your attorneys, the administration around it stops consuming billable time.
No. Alphovia is not a case management or CRM vendor and we won't ask you to migrate. We automate the work that happens around the system you already use, Clio, Lawmatics, Filevine, MyCase, Salesforce, or a spreadsheet. Intake reaches the right matter record and updates are written back automatically.
No, and this is a hard boundary. The agents collect information, schedule, remind, and route. They do not answer legal questions, assess the merits of a matter, quote fee outcomes, or say anything a prospective client could reasonably take as legal advice. Anything approaching that line is escalated to an attorney with the conversation attached.
Intake data goes only to the systems your firm nominates and is never used to train public AI models. Access is scoped to the workflow that needs it. We treat the automation as a non-lawyer assistant under your supervision, consistent with ABA Model Rule 5.3, your firm keeps the final say on what it may do, and every action is logged and reviewable.
Automated intake collects the parties involved and flags the matter for a conflicts check before anything is scheduled or accepted. The check itself remains a firm decision made by a person. The automation makes sure the information needed to run it is captured up front and never skipped when the inbox is busy.
Automated intake and scheduling start on the Launch plan at $99 per month plus a one-time setup fee, covering roughly 1,000 AI interactions a month on fair use. Firms automating CRM updates, inbox triage, and reporting across a team are typically on Scale at $499 per month. Hosting and AI usage are included, no API keys, no per-seat pricing.
Most firms are live in two to four weeks. The first week is mapping how intake actually reaches you today and what a qualified matter looks like for your practice areas. The rest is building, connecting your systems, and testing against real scenarios before anything touches a live client.
It does the job legal intake software is bought for, but it isn't a product you log into and configure. Most legal client intake software gives you a form and a pipeline, then leaves your team to work it. Alphovia builds and runs the intake process itself, capturing the enquiry, asking your qualifying questions, gathering what a conflicts check needs, and booking the consultation, then writes the result into the case management system you already own.
They should, and they will. The automation handles collection and coordination, not relationships. Anything sensitive, unusual, or explicitly asking for a human goes straight to your team with the full context attached, the client never has to repeat themselves.
Latest thinking
Practical pieces on where automation genuinely helps a firm, written for attorneys rather than for search engines.
Article
Which legal tasks AI handles reliably today, which ones only work in a demo, and how to tell the difference before your firm commits.
More articles as we publish them, see the full blog.
Start with one workflow
Most firms start with client intake because it pays for itself fastest, then add scheduling, follow-up, and reporting once it's running. Book a strategy call and we'll map where your firm is losing the most non-billable hours, and what it would take to get them back.
Book an AI Strategy Call