Industries · Solicitors and accountants
An AI receptionist for law firms and accountants
VoiceLogic’s intake AI receptionist puts existing clients through to the person handling their matter, and takes new enquiries properly: what the matter is about, the names of anyone else involved, and any deadlines coming up. It then books a consultation into Outlook or takes a message, and never gives legal, tax or financial advice.
- Other parties noted for your checks
- Consultations booked in Outlook
- No advice, no promises to act
The problem
Why are new-client calls hard for a professional firm?
Because the people best placed to take them are in meetings, at hearings or working to a deadline, and a new enquiry that gets a voicemail may never ring back. A useful first call also needs more than a name and number: the firm has to know what the matter is, who else is involved so it can check it is able to act, and whether anything is time-critical.
Fee earners can’t break off
Interrupting a client meeting for an unknown caller isn’t an option, so new enquiries queue up behind the work already in hand.
The other side’s name matters
Before a firm can help, it needs the names of the other people or businesses involved. Ask for them on the first call and nobody has to ring back to get them.
Dates hide inside the story
A hearing next week, a completion date or a filing deadline can come out halfway through a call. Somebody needs to ask directly.
Existing clients want their person
Clients ringing about a live matter want the person who knows it, not to explain everything again to whoever answers.
On an enquiry
What does an AI receptionist do for a solicitor or accountant?
It separates existing clients from new enquiries. Existing clients are put through to the person who looks after them; new enquiries are taken down with enough detail for the firm to decide whether it can help, then booked in for a consultation or passed on as a message.
Existing client or new?
If they are a client already, it asks who looks after them and puts them through or takes a message for that person.
The enquiry itself
Name, phone number and email, and what the matter is about in a sentence or two.
Everyone else involved
It writes down the names of any other people or organisations, so the firm can check it is able to act.
Deadlines and dates
It asks whether anything is coming up, so a time-critical matter is spotted on day one.
A consultation or a message
It offers a consultation at a time someone is free in Outlook, or takes a message for the right person.
Example call
A new enquiry about a building dispute
In this example, a first-time caller rings a fictional solicitors’ firm about unfinished building work. The agent records the matter, the name of the other party and a date that matters, and books a consultation. When asked whether she has a case, it does not offer an opinion.
An illustration only. The firm, the caller and the builder are invented.
CallerMy builder walked off halfway through my extension. Have I got a case?
AgentI can’t advise on that, but I can get the details to the right solicitor. Have you used the firm before?
CallerNo. I’m Helen Ward.
AgentThank you, Helen. What’s the builder’s name or company, and are there any dates coming up?
CallerRidgeway Build Ltd. I’ve been told they’ll claim the final payment by the end of the month.
AgentI’ve noted both. I can book a consultation on Thursday at 10am or Friday at 2pm.
CallerThursday, please.
Clear limits
What will the intake agent never do?
It never gives legal, tax or financial advice, never says what the outcome of a matter might be, and never tells a caller the firm will take the matter on. Someone at the firm confirms that.
- No legal, tax or financial advice of any kind.
- No view on the likely outcome of a matter.
- No promise that the firm will act: a person at the firm decides and confirms.
- No invented fees. It never makes up names, prices or facts, and answers only from your firm’s information.
Firms adapt the template to their own work, for example to ask a conveyancing client for the property address or a tax client for their year end. The template sets a ten-minute call limit, which you can change.
Useful with
Features professional firms rely on
Consultations in Outlook
The agent offers times when a fee earner is actually free in their Microsoft 365 calendar, and confirms the booking with the caller. Booking meetings.
Every call in your CRM
Calls are logged as activities in CRMs including HubSpot, Salesforce, Zoho and Microsoft Dynamics 365, and the caller’s name shows as the phone rings. CRM integrations.
Put through only to who you allow
Choose exactly which people the agent may transfer to, by name or by subject, so partners are not interrupted by cold calls. Transfers.
Nuisance call screening
Describe the calls you don’t want, such as unsolicited sales, in your own words, and the agent screens them out. Call screening.
Recordings with summaries
Call recording with search, plus optional AI transcription with summaries and action items. Recording and transcription.
Questions
Questions from solicitors and accountants
Can an AI receptionist give legal advice?
No. The intake agent never gives legal, tax or financial advice, never says what the outcome might be, and never says the firm will take a matter on. It records the enquiry and books a consultation or takes a message for the right person.
Does it collect the details we need for a conflict check?
It writes down the names of anyone else involved in the matter, so your firm can check it is able to act. It does not run the check itself; your team does that before confirming.
Can it book consultations?
Yes. Booking is switched on in this template. With your Outlook (Microsoft 365) calendars connected, it offers times when the right person is free and confirms the consultation with the caller.
Is it suitable for accountancy practices too?
Yes. The template is written for any professional firm that takes new-client enquiries, and you can edit its questions to suit tax, audit or bookkeeping work.
What does an intake AI receptionist cost?
Basic agents are from £29 a month with 500 minutes included. For the most natural voices, Premium agents start at £65 a month for 300 minutes. Prices exclude VAT; the pricing page lists every plan.
Talk to us
See VoiceLogic working on a real call, and get a quote for your team.