Meet Caddi in personADVISE AIOct 20–22AI for Mid-Sized LawNov 5Legal InnovatorsNov 17–18
For directors of client intake

Every lead answered.
Every case handed off clean.

Caddi AI Agents capture each inquiry, chase the follow-ups, send the retainer and open the case, so your intake specialists spend the day on the phone with people instead of rekeying their answers.

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SOC 2 Type II150+ integrationsEvery run logged

Help me automate new client intake in Filevine and Docusign. Caddi builds the loop and runs it.

The role

What a director of client intake does

A director of client intake runs the path from first contact to signed retainer at a consumer or plaintiff firm: personal injury, mass tort, workers' compensation, employment, immigration, family. They lead the intake specialists, set the qualification criteria by case type, and answer to the managing attorney and marketing for how many of the firm's leads become signed cases, and at what cost.

The job is conversion under time pressure. A lead that waits goes to the next firm it called. In Clio's 2024 Legal Trends Report secret-shopper study of 500 US firms, 40% answered the phone and 33% answered emails. Most of the rest of the intake director's week is making sure the firm is not one of the others.

Owns
  • Lead response across phone, web forms, chat, text and email
  • Qualification scripts and case-acceptance criteria by case type
  • Follow-up rules for leads that have not signed
  • The e-sign retainer and fee agreement
  • The handoff of a signed case to the case team
  • Hiring, training and scheduling intake specialists, plus after-hours coverage
  • Lead-source reporting to ownership and marketing
Measured on
  • Speed to lead, and contact rate
  • Lead-to-signed rate, by source
  • Cost per signed case
  • Retainers sent but not signed
  • Data completeness at handoff
Lives in
FilevineLead DocketLitifyClioSalesforceHubSpotDocuSignRingCentralOutlook
The week

Where an intake team's week goes

The conversation with a potential client is the job. Everything around it is data moving between an inbox, a form, a CRM and the case system, by hand, while the next lead waits.

The workWhere it happensWhat Caddi does
Web form and email inquiriesWebsite forms, Typeform, Jotform, the intake inboxReads each inquiry, creates the lead with the fields filled, and routes it by case type and location. See it
Qualifying against your criteriaIntake notes, the case systemChecks the answers against the criteria you set for each case type and flags anything missing or anything that needs an attorney's look.
Follow-up on leads that have not signedOutlook, Gmail, RingCentral textSends the follow-ups you wrote, on the cadence you set, logs each touch, and stops the moment the lead signs or opts out. See it
The retainerYour templates, DocuSignFills the agreement from the intake record, sends it for signature, reminds, and files the signed copy to the case. See it
Handoff to the case teamFilevine, Clio, SalesforceOpens the case with the intake data, the incident details, providers and insurance already in it, and assigns the team. See it
Lead-source reportingThe CRM, spreadsheetsBuilds the weekly report of leads, signed cases and drop-offs by source, and sends it to ownership and marketing. See it

Caddi does not decide whether the firm takes a case. It applies the criteria you give it and routes the rest to a person.

“With the last two cases that I tested, results were both good. In terms of the extraction, everything is good.”

Case assistant, law firm
Discover

See where your intake team's hours actually go.

Discover reads the activity in the tools your team already uses, with the access they already have, and ranks the repeated work by how often it happens and how long it takes. Every finding shows its counts, so you can check the arithmetic.

  • Counts across the shared inbox, not one person's
  • Ranks by hours, or by how confident the finding is
  • Read only. It writes nothing.
How Discover works
High confidence

Morning Inbox Triage and Matter Filing

Read each new message in Outlook, open any Docusign envelope, match it to the matter in Clio and file the executed copy to NetDocuments.

152hrs / yr5×/week · ~35 min each
Microsoft OutlookDocusignClioNetDocuments

What Caddi saw

  • 1,204messages read in Outlook in the last 30 days
  • 418Docusign envelopes opened from those messages
  • 412matters matched in Clio and filed to NetDocuments
  • 6exceptions raised for review in Teams

Why it’s worth automating

Every message already names the client and the matter. The four steps are the same each time, and the tools never talk to each other, so you carry the details between them by hand.

Per occurrence
35 min
Per week
2.9 hrs
Observed over
30 days
Build next
Automate

Your intake lead builds it. Not IT.

Walk Caddi through how your best intake specialist handles a lead, on a screenshare, and it drafts the workflow across the form, the case system and DocuSign, then asks about the cases it did not see. When your criteria change, you tell it, and the workflow changes.

  • Runs your criteria, not a vendor's template
  • Stops and asks when an answer is ambiguous
  • Caddi builds the workflow with you, then verified code runs it against your systems through their APIs, the same way every time. Any model step inside a run is scoped, logged and reviewable.
How Automate works
Govern

Every lead, on the record.

Every run is logged with what came in, what Caddi did and what it handed to a person. When the managing attorney asks what happened to a lead, you open the run instead of asking around.

  • Run history for every workflow
  • A weekly summary of what each agent did, from the run counts
  • One view of every agent across the firm
How Govern works
FAQ

Questions intake directors ask us

What does a director of client intake do at a law firm?
A director of client intake runs the path from first contact to signed retainer, mostly at consumer and plaintiff firms. They lead the intake specialists, set qualification criteria by case type, own follow-up and the e-sign retainer, hand signed cases to the case team, and report lead-to-signed rates and cost per signed case to ownership and marketing.
Will automation make intake feel robotic to potential clients?
Caddi does the work behind the call, not the call. It moves the data, sends the follow-ups your team wrote, fills the retainer and opens the case. The conversation with a person who has just been hurt stays with your intake specialists, who now have more time for it.
Does Caddi decide whether we take a case?
No. It checks answers against the criteria you give it and routes the lead: complete and qualified leads to the next step, incomplete or borderline ones to a person. Accepting a case is the firm's decision.
Which intake and case management systems does Caddi work with?
Caddi connects to Filevine, Clio, PracticePanther, Salesforce and HubSpot, plus DocuSign, Outlook, Gmail, RingCentral, Typeform and Jotform, among more than 150 integrations. The integrations directory lists every system and what Caddi can do in each.
How long does it take to get the first intake workflow running?
On average, a first agent is built in about 45 minutes. Most intake teams start with one workflow, usually the handoff from a signed retainer into the case system, and add the next once it has run for a couple of weeks.
Is our client data used to train models?
No. The contents of your connected systems are never used to train models. Calls to OpenAI and Anthropic run under zero-data-retention terms, and data is encrypted in transit and at rest. Caddi is SOC 2 Type II attested.
Get started

See your intake flow built on your own tools.

Bring one workflow your team runs every day. We will build it with you on the call.

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