Client Intake That Converts More Cases
Every potential client who contacts your firm is an opportunity. CaseFuze helps you capture leads, qualify them quickly, and convert the right ones into paying clients without losing anyone in the process.
Capture Leads From Every Source
Potential clients find you through multiple channels. Your website, phone calls, referrals, social media, legal directories, and walk-ins. Each source requires different information capture.
CaseFuze creates custom intake forms for each channel. Web forms embed on your website and capture contact information, case details, and conflict check data automatically. Phone intake forms guide staff through consistent questions. Referral forms track referral sources so you know which relationships generate business.
All these forms feed into one central database. Whether someone fills out a form at 2 AM or calls during business hours, they enter your system the same way with complete information.
Web Forms That Work
Most law firm websites have contact forms that go into email inboxes and get forgotten. Potential clients fill out forms, never hear back, and hire someone else.
CaseFuze’s web forms create lead records automatically. Someone fills out your intake form, the data creates a new lead in your system with timestamps, source attribution, and all provided information. Your intake team sees the lead immediately and can follow up within minutes instead of hours or days.
Forms are customizable for different practice areas. Personal injury intake asks about accidents, injuries, and insurance. Family law intake asks about marriage dates, children, and assets. Immigration intake asks about visa types and filing deadlines.
Smart forms adjust questions based on answers. If someone selects “car accident” as their case type, follow-up questions ask about the accident location, date, and injuries. If they select “divorce,” questions change to ask about marriage details and children.
Automated Conflict Checks
You can’t take every case that comes through the door. Conflicts of interest prevent you from representing clients with opposing interests to existing clients.
CaseFuze runs conflict checks automatically during intake. When a lead provides their information, the system searches existing clients, opposing parties, and flagged individuals. If it finds a potential conflict, it alerts your intake team immediately before you’ve invested time in the case.
Conflict check searches include:
- Client names (current and former)
- Opposing parties from all matters
- Family members and business associates
- Known adverse parties flagged in your database
- Similar names that might indicate relationships
The system flags possible matches for human review. Some matches are obvious conflicts. Others need investigation to determine whether they’re actual problems. CaseFuze provides the information so you can make informed decisions quickly.
Quick Qualification
Not every lead becomes a client. Some cases fall outside your practice areas. Some have weak facts. Some potential clients can’t afford your services. Spending hours on leads that won’t convert wastes time and money.
CaseFuze includes qualification workflows that help you assess leads quickly. Intake forms capture key information about case viability: damages amounts, liability clarity, statute of limitations status, defendant solvency.
Based on these factors, leads get scored automatically. High-score leads get immediate attorney review. Medium-score leads go into nurture workflows. Low-score leads get polite decline letters. Your attorneys only see leads worth their time.
This systematic approach prevents good cases from falling through the cracks while protecting attorney time from unqualified leads.
Consultation Scheduling
Converting leads often requires consultations. Phone calls, video meetings, or in-person appointments. Scheduling these shouldn’t involve email tag.
CaseFuze integrates with your calendar and allows leads to self-schedule consultations. They receive a link showing your available times, select a slot that works for them, and the appointment books automatically.
Confirmation emails go to both the lead and your team. Reminder emails send 24 hours before the appointment. If they need to reschedule, they can do it through the same link without calling your office.
This eliminates scheduling friction. When leads can book appointments immediately instead of waiting for office hours to call, conversion rates increase significantly.
Consultation Preparation
Attorneys going into consultations need context. What’s the case about? Where did the lead come from? What questions do they have?
CaseFuze compiles consultation packets automatically. All information from the intake form, previous communications, notes from staff, and relevant case law or resources get packaged into one document. The attorney reviews this before the consultation and enters the meeting prepared.
This preparation shows professionalism and improves conversion. Potential clients notice when attorneys remember details from their intake form versus when attorneys are seeing their information for the first time during the consultation.
Convert to Client
When a lead agrees to hire your firm, converting them to an active client should be seamless.
CaseFuze promotes leads to client matters with one click. All information from the intake process transfers automatically. Contact details, case facts, documents, conflict check results, and communication history all move to the new client file.
There’s no re-entry of information. No copying and pasting between systems. The intake data becomes the foundation of the case file.
New client onboarding documents generate automatically: engagement letters, fee agreements, intake questionnaires, and authorization forms. Send these for e-signature directly from the platform. When the client signs, the documents attach to the case file automatically.
Pricing Client intake is included in CaseFuze’s standard $49 per user, per month pricing. Unlimited leads. Unlimited forms. Unlimited automation sequences.
Most firms increase revenue by 20-30% just by converting more leads they’re already generating. When no one falls through the cracks and follow-up happens automatically, conversion rates improve dramatically.
Lead pipeline with stages that match your process
Track every lead from initial contact through retention with stages designed for law firm intake.
- Prospect — First contact. Lead captured from phone call, web form, referral, or walk-in.
- Attorney call — Lead scheduled for or completed an attorney consultation call.
- Follow-up — Lead needs additional follow-up before scheduling a consultation or signing.
- Consult — Lead scheduled for or completed an in-person or video consultation.
- Won — Lead converted to a retained case. Retainer signed and paid.
- Lost — Lead didn’t convert. Track lost reason (no money, no case, hired someone else, etc.).
Move leads through stages manually or automatically based on actions (consultation scheduled, retainer signed, etc.).
Lead sources and referral tracking
Know where your best cases come from. Track lead sources and referral sources to measure marketing ROI.
- Lead source tracking — Tag each lead with the source (Google Ads, referral, past client, website, Yelp, billboard, etc.).
- Custom lead sources — Create unlimited custom lead sources for your firm’s marketing channels.
- Referral contact tracking — Track which contacts (other attorneys, past clients, family members) refer leads to your firm.
- Referral staff tracking — Track which staff members bring in leads (for referral incentives).
- Conversion by source — See which lead sources convert at the highest rate and bring in the most revenue.
- Source performance reports — Track leads, consultations, and conversions by source over time.
Intake staff assignment and accountability
Assign leads to intake staff and track performance. Know who’s converting leads and who needs help.
- Intake staff assignment — Assign one or more intake staff to each lead. Intake staff see “My Leads” in their dashboard.
- Intake team assignment — Assign multiple staff to a lead for team-based intake (receptionist + intake coordinator + attorney).
- Round-robin assignment — Automatically assign new leads to intake staff in rotation for balanced workload.
- Intake staff performance — Track conversion rates, average time-to-conversion, and total cases won by intake staff.
- Intake incentives — Pay intake staff bonuses when leads convert to retained cases (tracked automatically in payroll).
- Lead activity logs — See every call, email, and note logged by intake staff. Full audit trail.
Lead follow-up and reminders
Never let a hot lead go cold. CaseFuze keeps intake staff on top of follow-ups.
- Automatic reminders — Set reminders to call back prospects at specific dates and times. Reminders appear in staff dashboards.
- Next court date tracking — For pre-charge leads, track the next court date or warrant search date. Set automatic reminders.
- Follow-up tasks — Create follow-up tasks for intake staff (send retainer agreement, request documents, schedule consult, etc.).
- Lead aging alerts — See which leads haven’t been contacted in X days. Flag stale leads for review.
- Email and SMS integration — Send follow-up emails and texts directly from the lead record. All communication logged automatically.
- Calendar integration — Schedule consultations and follow-up calls directly from the lead. Sync to Google Calendar or Outlook.
Lead analytics and reporting
Measure what matters. Track conversion rates, lead volume, and pipeline health in real time.
- Conversion rates — See overall conversion rate and conversion by lead source, staff, practice area, and stage.
- Lead volume trends — Track leads created per week, month, or quarter. Spot seasonal trends.
- Pipeline value — Estimate pipeline value based on average case value and historical conversion rates.
- Time-to-conversion — Measure average days from prospect to retained case. Identify bottlenecks.
- Lost lead analysis — See why leads are lost (no money, no case, hired someone else, etc.). Identify training opportunities.
- Staff leaderboards — Rank intake staff by conversion rate, cases won, and revenue generated.
- Lead aging reports — See which leads are sitting untouched and need immediate follow-up.
Lead sources that drive your practice
Track every marketing channel and referral source to know what’s working.
- Paid advertising — Google Ads, Facebook Ads, billboard, TV, radio.
- Organic channels — Website, SEO, Yelp, Google Business Profile.
- Referrals — Attorney referrals, past client referrals, family/friend referrals.
- Events and outreach — Community events, speaking engagements, legal clinics.
- Direct — Walk-ins, repeat clients, phone book.
Filter leads, conversion rates, and revenue by source to optimize your marketing spend.
Simple & Transparent Pricing
CaseFuze keeps pricing straightforward—$49 per user, per month with every feature included. No tiers, no hidden add-ons, and no confusing upgrade paths. From legal case management software essentials like matters, billing, and trust accounting to advanced tools for HR, reporting, and automation, you get it all in one plan. As your firm grows, simply add users and scale without worrying about extra costs.
All in One
$49/ User / Month
Flat-rate pricing that covers your entire firm. No tiers. No hidden costs. No add-ons.
Includes:
- Case & Matter Management
- Automated Workflows
- IOLTA Trust Accounting (3-Way Reconciliation)
- Billing, Invoicing & Online Payments
- Document Management & E-Signatures
- HR & Staff Management Tools
- Mobile Apps (iOS & Android)
- Full Onboarding & Support
Why CaseFuze Pricing Works for Every Firm
CaseFuze is designed to remove complexity not only from practice management but also from how you pay for it. With one flat rate of $49 per user, per month, you get unlimited access to the complete platform—matters, billing, IOLTA trust accounting, HR operations, documents, and mobile apps—all included from day one. There are no confusing tiers, hidden add-ons, or upgrade traps. This keeps costs predictable and allows your team to focus on serving clients instead of managing multiple subscriptions.
Our pricing model also scales naturally as your firm grows. Whether you’re a solo attorney adding your first assistant or a small team expanding into multiple practice areas, every new user joins the same flat-rate plan with full access to all features. That means you don’t lose functionality as you grow, and you never have to pay extra just to unlock core tools. CaseFuze makes it easy to budget with confidence, knowing that everything you need is already included.
