AI for law firm intake
An execution layer for the intake operation you already have.
Octtopus does not sit beside your intake process as another inbox. It runs inside it — answering, qualifying, booking, collecting, and advancing prospects through the steps your firm configured, using the tools your firm already runs on.
Octtopus is not a replacement intake department. It is AI built to make your intake operation faster, more consistent, and harder to beat.
Receive
One intake layer across every channel.
Prospective clients choose the channel. Octtopus covers all of them with the same intake standard.
Instagram
Direct messages, story replies, and comment follow-up on the firm’s account.
Facebook Messenger
Page messages from organic posts and from paid campaigns.
WhatsApp
The channel many prospective clients already use to reach a firm.
TikTok
Inbound messages from the firm’s TikTok presence.
SMS
Text inquiries that would otherwise sit unread until morning.
Website
Conversations that start on the firm’s own site.
What it executes
The operational work that decides whether a lead becomes a case.
Each of these is configured with your firm. Which ones run, and for which leads, is your decision.
Respond in seconds, including after hours
The first reply goes out immediately, on the same channel, at 2 p.m. or 2 a.m. Nights, weekends, and holidays are covered the same way as business hours.
Qualify against your intake rules
Your practice areas, screening questions, qualifying facts, and disqualifiers. Octtopus asks what your intake team would ask, in the order your firm asks it.
Capture contact information early
Name, phone, and email are secured while the person is still engaged, so the lead is reachable even if the conversation ends abruptly.
Send your intake forms
Your approved forms, case-fact questions, and document requests go out at the point in the conversation your firm chose — and what comes back stays with the lead record.
Book consultations on your calendar
Octtopus uses your configured availability, books into your scheduling workflow, and sends confirmation and next steps.
Send your payment-enabled booking link
If your firm charges for consultations, Octtopus sends your own payment-enabled booking link as part of the workflow you already run.
Start the firm-approved retainer workflow
When a qualified prospect meets the criteria your firm configured, Octtopus can begin your retainer process — your agreement or e-signature link, your forms, your payment link.
Follow up on what is unfinished
Unanswered questions, unsigned agreements, unbooked consultations, incomplete forms. Persistence stops being a staffing budget.
Keep your systems in sync
Every conversation becomes a structured record — contact details, practice area, qualifying answers, workflow status — written to your database, CRM, or intake queue.
Hand off to a person on your terms
Urgency, sensitive facts, legal judgment, conflict review, high-value leads, or an explicit request for a human — you decide what reaches your team immediately.
Run only the rules you set
Which branches run, for which leads, under which conditions, and where a person must approve a step. Nothing executes that your firm did not configure.
Configured outcomes
Where a conversation can end up.
A lead may stop at a qualified record for your team to work, or run all the way to your approved retainer workflow. Your rules decide.
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.
Where Octtopus stops
Operational intake actions can be automated. Legal advice, conflict decisions, and acceptance of representation cannot, and Octtopus does not attempt them.
- Octtopus does not give legal advice and does not present itself to a prospective client as an attorney.
- Octtopus does not decide whether your firm accepts a matter. Representation decisions, conflict review, and legal judgment stay with the firm.
- Octtopus does not draft legal agreements. It sends the documents and links your firm approved, through the tools your firm already uses.
- Octtopus does not process or hold payments. Where your firm charges, it sends your firm’s own payment link.
- What Octtopus may do — and for which leads — is configured with your firm and stays under your firm’s control.
Give your intake operation the capacity to compete.
Applications are reviewed individually, starting with how your firm handles inquiries today.
Every application is reviewed. Onboarding is conducted individually.