Overnight
An email lands at 6am
Someone writes before work about a purchase, a tax return or an appointment. It is read and set up before your team logs in.
Workflow · New enquiry
Every enquiry handled, before anyone is in.
Emails and web forms that arrive overnight are read, sorted and set up, with a reply waiting for your OK when you start work.
When this happens
Any message from someone who is not yet a client, or an existing client with new work, starts this workflow.
Web form
A contact form is submitted
Forms on your website are picked up the moment they arrive, with every field read, not just the subject line.
Busy day
The inbox is full
Enquiries that would sit unread behind client emails are sorted out and put in front of the right person.
Referral
Someone is introduced
A referrer forwards a contact. The new person and the referrer are both recorded, and the referral source is kept.
Return client
A past client comes back
It recognises the name in your records and links the new work to the existing client rather than creating a duplicate.
Wrong fit
Work you do not take on
Enquiries outside your services are still answered. A polite decline or referral is drafted for you to approve.
What happens, step by step
The homepage shows four steps. This is the full version, including the points where it stops and waits for a person.
- 01Automatic
Enquiry arrives
It watches the inboxes and website forms you choose. Each message is logged with its time, its source and the address it came from.
- 02Automatic
Facts pulled out
Name, contact details, what the person needs, any dates or deadlines they mention and how they found you. Anything missing is marked as missing, never guessed.
- 03Automatic
Urgency sorted
Enquiries that match your urgent rules, such as a deadline inside a set number of days, are flagged straight away to the person you name.
- 04Automatic
Records searched
It searches your existing records for the client and any other parties named, and records the result. Any possible match stops there and goes to the person who signs off conflicts.
- 05Automatic
Matter opened
Within your rules, it opens the matter or client record with the facts filled in. If you prefer, it creates a draft record for someone to confirm.
- 06Automatic
Missing details requested
If you need ID, dates or documents before you can start, it asks for them with a secure upload link. That hands over to the collecting documents workflow.
- 07Automatic
Reply drafted
A reply is written in your firm's tone, using only the wording and fee information you have approved. It never invents a price or a timescale.
- 08Waits for you
You approve and send
You read the draft, change anything you like and send it. Whether to take the work, what to charge and anything close to advice stays with you.
What runs on its own, and what waits for you
Reading, sorting, searching and filling in records run on their own, because they follow rules you can write down. Deciding whether to act for someone, what to charge them and what to tell them about their situation is judgement, so those steps wait for a person.
Before anything goes live we agree the rules with you in writing: which inboxes it reads, what counts as urgent, who gets which type of enquiry, and which replies can go out without a check. Most firms start with every reply waiting for approval and relax that only for simple acknowledgements once they trust the drafts.
Out of hours it works the same way, so the morning starts with a sorted queue rather than a full inbox. The tone of every draft comes from your own past replies and the wording you approve, and you can change it at any time by telling us.
- Which inboxes and forms it reads
- What counts as urgent, and who is told
- Who each type of enquiry goes to
- Whether matters open on their own or as drafts
- Which replies, if any, can send without a check
- Approved fee wording and services list
An example enquiry
A fictional enquiry to a conveyancing team, from arrival to sent reply.
ClientHi, we are buying a flat in Leeds and need a conveyancer. Exchange is in about five weeks. Could you act for us? I can send ID tomorrow. Priya
06:12 · Email read. Residential purchase, Leeds, exchange in about five weeks. Records searched, no match found. Matter opened as a draft.06:13 · Reply drafted using the approved conveyancing wording and placed in the approvals queue. ID request prepared.AI receptionistHi Priya, thank you for getting in touch. This reply was prepared by our AI assistant and checked by Sam in our conveyancing team. We would be glad to help with your purchase. Our fee estimate is attached, with a secure link to send your ID.
08:47 · Sam reads the draft, attaches the fee estimate and approves it. Reply sent, ID request sent with it.ClientThanks, that was quick. Does the estimate cover the leasehold work too?
AI receptionistI am the firm's AI assistant, so I cannot say what the estimate covers in your case. I have asked Sam to answer that for you today.
Question passed to Sam with the full thread attached. Nothing else is sent until Sam replies.How it looks in your sector
Law
Law firms
Conveyancing, private client, family and dispute enquiries are sorted by type and sent to the right team. It runs the records search before a matter is opened, and the person responsible for conflicts makes the call on any possible match.
Read more →Accounting
Accountants
Enquiries about bookkeeping, self assessment, payroll or year-end accounts are sorted by service. It picks out details such as year end and current software, and drafts the reply and engagement letter for a partner to approve.
Read more →Healthcare
Healthcare
New patient enquiries and referrals are logged with contact details and the service requested. It never assesses symptoms. Anything that reads as urgent follows the urgent protocol you set, and goes to your clinical team.
Read more →The rules it works by
Limits on new enquiries
- It never accepts work for you.Whether to act for someone is your decision. It drafts, you decide.
- It never invents a fee.It uses only the fee wording you approved, and leaves blanks for you to fill.
- It never clears a conflict.Any possible match in your records goes to the person who signs off conflicts.
- It always says it is AI.Any message it writes says so, and approved replies say who checked them.
Questions about new enquiries
Does it send replies without us seeing them?
Not unless you choose that. By default every reply waits for approval. Some firms later let simple acknowledgements go out on their own, and that is a rule you set and can change.
Will it work with our practice management system?
We build on the tools you already use, such as your email and practice management system, via their API where they offer a way in. If a system has no way in, we tell you during the audit and agree a workaround, such as a summary your team enters.
How does the records search work?
It searches your existing client and matter records for the names in the enquiry and records what it found. A clear result is logged for your team to see. Any possible match stops the workflow and goes to the person responsible.
What happens to enquiries we would not take on?
They are still answered. It drafts a polite decline, or a referral to someone you recommend, and that draft waits for your approval like any other reply.
What if an enquiry is urgent and arrives at night?
You decide what urgent means and who should hear about it. Matching enquiries are flagged to that person straight away by the route you choose, such as email or text, and the reply still waits for a person.
Other workflows
Thirty minutes. No obligation.
Human tired.Computer do it.
We will tell you honestly where AI will and will not save your firm time.