Every missed intake call is a missed client.
AI intake bots, document assistants, and client communication workflows for NJ/NYC law firms. 24/7 availability, zero extra staff.
// You know this feeling
“We get calls after hours and on weekends but we can't staff for it — and those people don't call back on Monday.”
“My paralegals spend half their day answering 'where's my case' calls from existing clients.”
“Our intake process is entirely manual — if someone doesn't call us back within 24 hours we usually lose them.”
// What we build
AI tools built specifically for law firms.
Client Intake Automation
- 24/7 AI intake bot (multilingual available: English/Spanish)
- Automated case type qualification questions
- Consultation scheduling and calendar integration
- Conflict check workflow trigger
- Signed retainer follow-up sequence
Document Assistance
- Document drafting assistant trained on your templates
- Intake form to draft pipeline (basic documents only)
- Document status and deadline tracking
- Client document collection and completion nudges
- Signature request automation
Client Communication
- Automated case status updates via text/email
- Court date and deadline reminders
- No more 'where's my case' — proactive update sequences
- Post-resolution review request automation
- Referral follow-up campaigns for satisfied clients
Operations & Scheduling
- Consultation booking and reminder sequences
- Staff workload routing automations
- Internal deadline and task notification system
- New lead response within 90 seconds, any hour
- Monthly reporting on intake conversion rates
// Before vs. After
Without AI
- ✕After-hours inquiries go to voicemail and are never followed up
- ✕Paralegals spend 2+ hours/day on status update calls
- ✕Intake is manual — leads fall through during busy weeks
- ✕Clients have no visibility into their case and call constantly
- ✕Strong months are followed by slow months from inconsistent follow-up
With ApexNova AI
- ✓AI captures and qualifies every inquiry 24/7, including weekends
- ✓Automated updates go out proactively — status calls drop sharply
- ✓Every inquiry gets a response in 90 seconds and a consultation booked
- ✓Clients receive scheduled updates without staff lifting a finger
- ✓Consistent intake pipeline keeps your caseload predictable
// How it works
From first call to live AI in weeks.
Free AI Audit (30 min)
We map your workflow, find the bottlenecks, and show you exactly where AI saves you time. No sales pitch.
Build Plan + Proposal
48 hours later you get a clear proposal — what we build, what it costs, what to expect. No hidden fees.
We Build It
Live in 2–4 weeks. You stay in the loop with Loom updates. We don't disappear after kickoff.
Training + Handoff
We train your team, document everything, and offer ongoing support if you want us to keep improving it.
// Investment
Straightforward pricing. No surprises.
All projects start with a free 30-min audit.
// Common questions
Frequently asked questions
Is this allowed under NJ/NY bar ethics rules?
Yes. AI handles intake logistics, scheduling, and communication — not legal advice. Everything is clearly branded as your firm's assistant, and attorney oversight is built into every decision point.
What practice areas does this work for?
We've built for personal injury, immigration, family law, estate planning, and real estate law. The intake and communication workflows are customized for your specific practice area.
What does 'multilingual' intake mean exactly?
The intake bot can operate in Spanish and English simultaneously. For Spanish-speaking communities in NJ and NYC, this is often a significant differentiator.
How does conflict checking work?
When a new intake comes in, the bot collects the key parties involved and triggers an alert to your staff with the information needed to run a conflict check — before the consultation is confirmed.
I'm a solo practitioner. Is this right for me?
Especially for solo practitioners. You're competing with larger firms that have full intake staff. AI levels that playing field — you get the same 24/7 response capability at a fraction of the cost of a full-time employee.
Ready to see what AI can do for your law firms business?
Book a free 30-minute AI Audit. We'll show you exactly what we'd build for your business — no pitch, no pressure.