The firm signs clients it cannot trace.
A law firm already runs a pipeline — it just calls it intake. Referral in, conflict check, consultation, engagement letter, matter open. We build that sequence into one system the firm can staff, measure and report on.
Every inquiry arrives, then disperses.
One call reaches a paralegal, one referral reaches a partner directly, one web form lands in a shared inbox. They never meet in a single record, so the firm cannot say how many matters it declined last quarter, which referral sources sent them, or how long a conflict check actually took.
Intake is a pipeline, not reception.
Law firms — intakeWhere an inquiry becomes a matter.
Intake through conflicts
Every inquiry becomes a record at first contact. The conflict check is a gate on the stage, not a side errand, and a declined matter keeps a written reason.
Matter and deal, one boundary
Deal stages carry the inquiry to a signed engagement letter. The matter lifecycle after it stays in practice management, joined by one mapped link and a matter number.
Referral sources as records
Referring attorneys, co-counsel and former clients modelled as real companies and contacts, so origination credit and source volume come from data instead of recollection.
Clio and Filevine, connected
A sync that carries client, matter number, practice group and open or closed status into HubSpot, and deliberately leaves case content and documents where they belong.
Privilege in the data model
Team and property-level permissions so marketing sees the relationship and never the file. Retention rules keep the CRM from becoming a second, unmanaged case record.
Origination reporting
Matters opened by practice group, referral source and originating partner, reported from the same records intake staff use daily, not from a partner spreadsheet.
From the first call to the matter number.
Diagnose
Two weeks with intake staff, the practice management system and the marketing stack: where an inquiry enters, who touches it, and what is never written down.
Define
The intake stages and the matter lifecycle drawn technology-agnostically, with conflict and engagement-letter gates that partners and paralegals both agree to apply the same way.
Build
HubSpot rebuilt against that definition: properties, intake forms, routing by practice group, permissions for privilege, and the Clio or Filevine sync.
Hand over
Documentation, training for the intake desk and the practice groups, and a period running it beside your team through a full intake cycle.
The second system nobody maintains.
Once the matter opens in practice management, the CRM stops being touched and the two records drift apart within a quarter. We decide which system owns which field, what happens when a matter closes, and who is responsible for the join — before anything is built.
Kohr Wealth
Wealth management — CalgarySophisticated internal processes redesigned technology-agnostically first, then implemented in HubSpot — the same order a firm needs when the process is the product.
Adjacent work 02Regency Health Care
Home care — New York CityHIPAA-compliant process transformation from intake through aide management, modelled in BPMN before a single pipeline was built.