Client intake systems
The story captured once, conflicts checked, the engagement letter drafted — before the first meeting, not after it.
Olvoma · Industries · Legal & Professional Services
Billable hours, unburied
Firms sell judgment by the hour, then spend unbillable hours on intake, documents, and chasing. We build systems that do the clerical layer — inside the confidentiality your practice demands.
01Where the day goes
The hours nobody budgets for
Intake
Prospects repeat their story three times before anyone runs a conflicts check, and some give up before that.
Documents
Standard documents get assembled by hand from the last matter's version — with the last matter's mistakes.
Deadlines
Dates live in three calendars and one brain, and the brain takes vacations.
Time
Hours worked and hours billed diverge, and the write-offs are invisible until month-end.
The practice runs on judgment. The overhead runs on retyping. Only one of those bills.
02What we build here
Built for legal & professional services
Document assembly
Standard documents generated from matter data and your approved language, with the variables filled and flagged for review.
Deadline management
Every date computed from its trigger, on every relevant calendar, with escalating reminders that don't rely on memory.
Practice dashboards
Utilization, realization, WIP, and aging receivables by attorney and matter — live, not at month-end.
03Example systems
Systems we would put in
Honest examples, not case studies: this is what a first working system typically looks like in legal & professional services, and the effect we'd agree to measure it by.
Intake-to-engagement flow
An intake path that gathers the facts, runs the conflicts check, schedules the consult, and drafts the engagement letter for review.
The point
Days to engagement become hours
Matter document engine
Your best versions of recurring documents templated with firm-approved language, generated from matter data in minutes.
The point
Assembly time drops to review time
Time capture net
Passive capture of calls, emails, and documents mapped to matters, surfaced daily for one-tap confirmation into the billing system.
The point
The unbilled hour stops leaking
04Integrations
We connect to what you already run
We don’t ask you to change your system of record. We connect to it — through an API, EDI, or direct data access. And where the integration doesn’t exist, we build it.
Works alongside
- Clio
- MyCase
- PracticePanther
- Smokeball
- NetDocuments
- iManage
- DocuSign
- QuickBooks
- Outlook / Gmail
- Calendly
05How we work
Product speed, engineering quality
- 01
Learn the operation
We sit inside the process and watch how it runs today — the steps, the exceptions, the judgment calls, and every tool it passes through.
- 02
Show a working version
Not a mockup and not a deck. The first version you can actually use, in weeks rather than quarters.
- 03
Put it into real work
The system goes into your environment and connects to what you already run. It takes the routine path and hands the rest to a person.
- 04
Measure, then extend
We agree what better means before we start — time, errors, throughput — and report against it. The next process begins once the first one has earned it.
06Questions we hear
Fair questions
What about privilege and confidentiality?
Systems run in your environment, access follows matter-level permissions, and nothing trains on your data. The confidentiality model is designed with you before anything is built.
We're a small operation. Is this for us?
Our default client is a real operation, not an enterprise. If a process eats hours every day, the math usually works from a handful of people up.
Where does our data live?
In your environment, under your access rules. Every automated decision is visible, explainable, and reversible, and the code, data, and documentation belong to you.
What does this cost?
A first working system is a fixed-scope, fixed-price project — you know the number before we start. We agree what better means (time, errors, throughput) and report against it.
Start with the process that costs you most
Tell us about the work your team dreads. We'll come back with what a working system would look like — and what it would take to prove it.