The intake problem that loses clients before they sign
The Clio Legal Trends Report has documented for years that a large share of firms take three or more days to respond to a new prospect. In Cumberland County, where referral networks are tight and PI, family, and criminal defense are competitive, three days is enough for a prospect to sign with someone else. The bottleneck is rarely the attorney. It is the administrative chain between the phone call and the engagement letter. Forms that go out by email and come back incomplete. Conflict checks run against a spreadsheet. A paralegal playing phone tag for basic facts.
Landfall automates that chain without changing how attorneys work. A new inquiry from your website form, a phone call, or email walks through a structured intake, runs an extended conflict check, and either flags for attorney review or advances to engagement. The attorney opens a complete record, not a thread to reconstruct.
Deposition and transcript work that scales
A forty-page deposition takes a paralegal about three hours to summarize usefully. Ten depositions in a case is thirty hours of work before analysis begins. Landfall installs summarization pipelines that produce structured output: key admissions, contradictions with prior statements, factual claims that need follow-up, and a chronological narrative. The attorney gets a working document instead of a raw transcript.
The same pipeline handles police reports, medical records, expert reports, and claim files. The work is time-dense because the signal is buried in volume. Extraction does not replace legal analysis. It surfaces what matters before you sit down with the document.
Security, ethics, and the 2024 NC guidance
In November 2024, the NC State Bar adopted Formal Ethics Opinion 1, which addresses competence, supervision, confidentiality, and verification for generative AI in practice. Every Landfall build for an NC firm is configured against that opinion. Lawyers Mutual, the dominant NC malpractice carrier, has published aligned guidance that we mirror in our documentation so your file speaks the language your carrier already uses.
Confidentiality is handled one of two ways depending on fit. Zero-retention API agreements with signed BAAs, or deployment inside your own Microsoft 365 or Azure tenant using Azure OpenAI, where client data stays in your environment and is never used for training. Retention, access controls, and audit logs are configured during setup. Integration targets include Clio Grow and Manage, PracticePanther, Smokeball, Rocket Matter, MyCase, and NetDocuments.
What we install
- Intake automation capturing structured facts and triggering a conflict pass
- Extended conflict logic beyond default string match: phonetic, alias, entity-role, historical context
- Deposition and transcript summarization pipelines with attorney-configured output
- Document pipeline for police reports, medical records, and claim files
- Matter opening that creates the record and populates required fields
- Client communication for intake confirmation and document collection
What you get
- Live intake system connected to your website and phone workflow
- Extended conflict logic integrated on top of your case management platform
- Transcript summarization deployed for your document types
- Intake completion and response-time report
- Ethics file aligned to NC State Bar 2024 FEO 1 and Lawyers Mutual guidance
- 30-day tuning period calibrating intake questions and summary format
Questions
Does this work with Clio Grow specifically, or just Manage?
Both. Grow for intake and lead tracking, Manage for matters and billing. We wire the automation across both and close the overlap where manual work lives today.
How does the conflict logic actually work? Clio already runs conflict checks.
Clio Grow and Manage do run native conflict checks across contacts and matters. Ours sits on top. It extends string match to phonetic and alias handling, catches entity-and-role conflicts (same party, different case posture), and pulls context from historical matter notes. It is a second layer, not a replacement.
We handle sensitive criminal defense and family law matters. How is data handled?
Two patterns, chosen during scoping. Zero-retention API with signed BAAs, or deployment inside your own Microsoft 365 or Azure tenant. Either way, client data is not used for training. We document the flow in writing and map it to NC FEO 1.
Our intake varies by practice area. Can the form adapt?
Yes. Conditional logic branches by matter type. A PI intake asks different follow-ups than a family law intake. We configure branching during setup.
Next step
Book a thirty-minute diagnostic. We look at your actual workflow and tell you whether this fits. Free. No slides.