Lawmatics Expert for Automated Pipeline

We are a growing law firm looking for a highly skilled Lawmatics expert to help us build, clean up, and fully automate our intake, lead management, client communication, and matter creation process. We need someone who deeply understands Lawmatics and has real experience building automated systems for law firms. This is not a basic setup project. We are looking for someone who can help us create a smooth, reliable, and professional system from the moment a potential client contacts us through the point where they are booked, contacted, retained, converted into a matter, and properly followed up with. Our goal is to create a system where every lead is captured, contacted immediately, tagged properly, routed correctly, followed up with automatically, and moved through the proper pipeline without things falling through the cracks. What We Need Help With We need help building or improving a complete Lawmatics setup that includes: Lead Capture and Source Tracking We need all leads from our website, forms, chats, phone calls, ads, and other sources properly connected to Lawmatics. Each lead should be tracked by source so we can clearly see where leads are coming from and which marketing channels are producing results. Automated Intake Pipeline We need a clear, organized intake pipeline for new leads. This should include stages for new inquiries, contacted leads, consultation scheduled, consultation completed, retainer sent, retained, not retained, follow-up needed, and any other stages that make sense for a law firm. Immediate Client Contact We need automations that make sure new leads are contacted immediately by text and email. The system should send professional, warm, and effective messages so potential clients feel acknowledged right away. Forms and Intake Questionnaires We need proper intake forms created for different practice areas. The forms should collect the right information without overwhelming the client. The forms should also trigger the correct automations, tags, pipeline stages, and internal notifications. Tagging and Lead Organization We need a clean tagging system so leads and clients are organized by practice area, lead source, urgency, consultation status, matter type, payment status, and other useful categories. Conflict Check Process We need a reliable conflict checking process built into the workflow. We need to make sure our team knows when a conflict check must be performed, how it should be documented, and how the lead should move forward once cleared. Consultation Scheduling and Follow-Up We need Lawmatics connected properly to our consultation scheduling process. Leads should receive the right messages before and after the consultation. If someone does not book, does not pay, misses the appointment, or does not retain, they should receive the correct automated follow-up. Retainer and Matter Creation Workflow We need a clean process for moving someone from lead to retained client. Once retained, the system should help with matter creation, internal notifications, client onboarding, document requests, and next steps. Email and Text Message Automations We need professional email and text automations for new leads, follow-ups, consultation reminders, payment reminders, document requests, onboarding, and client updates. The messages need to sound human, professional, and appropriate for a law firm. Internal Notifications and Task Automation We need Lawmatics to notify the right team members when action is needed. We also need tasks created automatically for intake, attorneys, legal assistants, and other staff so the team knows exactly what to do next. Reporting and Dashboard Setup We need reporting set up so we can track lead volume, lead sources, booked consultations, show rates, retained clients, conversion rates, follow-up status, and pipeline performance. We want to be able to see what is working and where leads are getting stuck. System Cleanup and Best Practices If our current setup has messy tags, broken automations, duplicate forms, unclear pipelines, or poor workflows, we need help cleaning it up and rebuilding it the right way. We do not want someone who only knows basic CRM setup. We need someone who can help us build a high-functioning intake and client conversion system. We also need someone who understands that speed to lead is critical. When a potential client contacts us, the system needs to respond immediately, assign the right follow-up, notify the right person, and move the lead through the correct process. This system must be reliable, organized, and built so our law firm can operate more efficiently with fewer missed opportunities. Deliverables The final deliverables should include: Fully organized Lawmatics intake pipeline Proper lead source tracking Practice-area-specific intake forms Clean tagging structure Automated text and email follow-ups Consultation scheduling workflow No-show and non-retained follow-up workflow Retainer and onboarding workflow Conflict check workflow Internal task and notification workflow Reporting dashboard or reporting structure Testing of all automations Written documentation or walkthrough of how the system works Recommendations for future improvements