AI for law firm intake
We start with your intake operation, not with our software.
An implementation begins by understanding how inquiries move through your firm today. Everything Octtopus is allowed to do afterwards is built around what we find.
Setup, with our team
Three steps before a single message is answered.
- 1
Map your existing intake operation
How inquiries reach the firm today, who touches them, what gets asked, where records land, and where matters stall.
- 2
Connect your conversation and intake tools
The channels prospects message you on, plus the calendar, forms, CRM, and workflow tools your firm already runs on.
- 3
Configure rules, qualification, escalation, and permitted outcomes
What Octtopus may do, for which leads, under which conditions — and exactly where a person has to step in.
Then, on every inquiry
One inquiry. Different outcomes — based on your firm’s rules.
There is no universal Octtopus workflow. What happens next depends on the practice area, the answers given, urgency, your intake rules, your calendar and payment model, whether more information is needed, and whether a person has to step in.
Capture and qualify
The baseline every firm gets: the inquiry is answered in seconds and screened against the firm’s own criteria.
- Answer the inquiry on the channel it arrived on, at any hour.
- Identify the practice area and follow that intake flow.
- Capture contact information while the person is still engaged.
- Qualify against the firm’s criteria, questions, and disqualifiers.
- Write a structured record into the firm’s database, CRM, or intake queue.
Collect more information
When the firm needs more than a name and a phone number before anyone spends time on the matter.
- Send the firm’s approved intake form.
- Request the additional case facts or documents the firm asks for.
- Continue the conversation once the information comes back.
- Keep what was submitted with the lead record for the intake team.
Octtopus sends the forms and questions your firm approved. It does not write legal forms or decide what information is legally sufficient.
Book the consultation
When a qualified lead should reach the calendar rather than a callback list.
- Use the firm’s configured availability.
- Book the consultation directly in the firm’s scheduling workflow.
- Send confirmation and next steps to the prospect.
- Where the firm charges for consultations, send that firm’s payment-enabled booking link as part of its existing workflow.
Booking happens through the firm’s own scheduling and payment tools. Octtopus never processes or holds funds.
Start the retainer workflow
When a qualified prospect meets the criteria the firm configured for this step.
- Send the firm-approved retainer agreement or e-signature link.
- Send any required intake forms alongside it.
- Send the firm’s payment link where that is part of the firm’s process.
- Follow up on operational steps the prospect has not finished.
- Record workflow status and notify or hand off to the intake team.
The firm defines who is eligible and what gets sent. Octtopus does not decide whether to accept representation, does not draft agreements, and cannot guarantee a signed retainer.
Hand it to a person
Configurable at any point in any branch — and mandatory wherever the firm says so.
- Urgent matters and time-sensitive facts.
- Sensitive or unusual situations outside the configured flow.
- Anything requiring legal judgment or conflict review.
- Representation decisions.
- High-value leads the firm wants a person on.
- Any prospect who asks to speak to someone.
Operational intake actions can be automated. Legal advice, conflict decisions, and acceptance of representation stay with the firm.
Two firms, same product
Neither of these is “the” Octtopus workflow.
Both firms run the same product. They configured it to do different things, and neither lead path is the default.
A firm that keeps conversion with its people
Ends at a qualified record and a human handoff.
- 1Octtopus answers every inquiry in seconds, on any channel, at any hour.
- 2It qualifies against the firm’s criteria and captures contact information.
- 3It sends the firm’s intake form to collect additional case facts.
- 4The structured record lands in the firm’s CRM, and intake takes the conversation from there.
- 5Anything urgent or unusual is routed to a person immediately instead of continuing.
A firm that automates through to the retainer
Runs booking, payment link, and the approved retainer workflow.
- 1Octtopus answers, qualifies, and captures contact information the same way.
- 2Qualified leads are booked into the firm’s scheduling workflow using its configured availability.
- 3Because this firm charges for consultations, its payment-enabled booking link is sent as part of that workflow.
- 4When a prospect meets the criteria the firm configured, Octtopus begins the firm-approved retainer process — its agreement or e-signature link, its forms, its payment link.
- 5Sensitive matters still require human approval before that step runs, because the firm configured it that way.
Not every lead receives every action, and no configuration sends every prospect to a retainer. Your firm decides which branches run and where a person takes over.
How we work
Direct, individual, and built around your firm.
Octtopus is not a product you configure alone on a Tuesday night.
Setup is done with our team
There is no self-serve configuration wizard to fight. We build the configuration with you.
Onboarding is individual
Each firm is onboarded on its own, around its own intake operation and practice areas.
You talk to the people building it
Questions, adjustments, and edge cases go to the team that builds the product, not to a ticket queue.
Your rules stay yours
What runs, for whom, what the agent never says, and what must reach a human are your firm’s decisions throughout.
Tell us how intake works at your firm.
The application asks about your channels and your current intake problem, because that is where every implementation starts.
Every application is reviewed. Onboarding is conducted individually.