A law-firm inquiry needs screening before it can become an accepted engagement. This page shows how solo and small law firms run intake in Workspace369, from the first inquiry to the signed engagement.
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With client records, conversations, and scheduling, an operator can review incoming requests before committing to a project, and public intake forms (Requests, on every plan) capture new inquiries that convert into client records. Proposals with e-signing, projects, files, and invoices carry each engagement from there.
Key facts
CRM for solo & small law firms at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "logging the initial inquiry" to "invoicing and payment tracking".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats and 12× Cadet usage at $299/mo.
Additional seats cost $10 each; full pricing is public on the Workspace369 pricing page.
Legal practice-management tools lead for law firms: MyCase (from $50 per user a month billed yearly) and Clio (Starter from $49 per user) list trust accounting, CosmoLex adds LEDES billing on Core and Pro, and PracticePanther lists a trust ledger only with Business Pro. Workspace369 has no trust accounting, conflict checks or legal billing, so it fits only advisory practices that hold no client funds and want proposals, contracts, time tracking and invoices on one record from $29 a month for one user.
| Tool | Plan priced | Monthly | Billed yearly | Trust, intake and conflicts at that plan | Limits | Trial |
|---|---|---|---|---|---|---|
| MyCase | Basic | $60 per user | $50 per user a month | Trust accounting; intake forms start on Pro, conflict tracking on Advanced | Limited portal on Basic | 10 days, no card |
| Clio | Starter | From $49 per user (billing period not stated) | Not stated | Trust and operating reconciliation on Starter; portal from Core; intake via Clio Grow on Elite or as an add-on | Core, Signature and Elite are quote-based | Free trial, length not stated |
| CosmoLex | Launch | $59 per user | $49 per user a month | Trust accounting and ledgers; bank reconciliation, LEDES and intake on Core and Pro | Single bank feed in trial | Free, no card |
| PracticePanther | Solo | $59 per user | $49 per user a month | Client portal on every plan; trust ledger only on Business Pro; intake forms and LEDES on Business | Trust ledger needs Business Pro ($114 per user yearly) | 7 days, no card |
| Smokeball | Bill | See site | See site | Trust accounting on Bill; intake as add-on or Prosper+ | Quote-based | Not stated on page |
| Lawmatics | Essential | See site | See site | Intake and basic conflict checking; billing is an add-on | 3-user minimum, 500 contacts | Not stated on page |
| Workspace369 | Cadet | $29 | $23.25 a month | No trust accounting or conflict checks | 1 user, 5 active projects | 14 days, card required |
Prices and limits from each vendor's official pricing page, checked October 19, 2026, in USD. Prices change, so confirm before you buy. Read the full buyer's guide.
Initial inquiries often arrive without pre-screening, filling the intake queue with mismatched cases. Without a clear method to log conversations and review client records, staff spend hours manually parsing details. This administrative overhead delays responses to viable prospects. Operators need a structured way to document initial outreach and schedule preliminary evaluations before creating a formal project or sending proposals.
When prospective client messages are spread across separate accounts, tracking the early history of an inquiry becomes difficult. Conversations, initial files, and scheduling notes remain unlinked to the primary client record. A person must manually verify whether an inquiry was screened or if a proposal was sent. This lack of administrative organization leads to repeated questions and slow response times during intake.
Moving from an accepted inquiry to project execution often creates operational friction. Tasks, related files, and client records are frequently stored in separate locations. A team member must manually recreate tasks in yet another tool. Without linking projects directly to the original client record, tracking progress and coordinating internal tasks requires excessive manual cross-checking.
Billing for initial consultations or engagement milestones is inefficient when handled outside the main client system. Creating invoices requires manual data entry from separate scheduling logs and client records. When invoices are disconnected from client conversations and project files, tracking outstanding balances becomes a manual chore, forcing small law firms to spend extra time verifying payment statuses.
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email lands beside the client record on every plan; texts, calls and voicemail join it from Voyager, with AI call summaries from Specialist.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
A person receives an incoming inquiry and enters the details into the client records, or converts a submitted intake request into a client record. The operator notes the prospect's contact information and records the core request as a record in the brief. This step starts tracking before any screening occurs. The team uses this record to store subsequent conversations and files, keeping early touchpoints linked to one specific prospect entry.
The operator reviews the client records to determine if the inquiry meets the firm's intake criteria. A person then uses the scheduling tool to set up an intake call. During this call, the administrator documents the conversation details directly within the inquiry file. This screening step allows the firm to evaluate the scope of the request before moving forward with a formal engagement or project.
Once the screening is complete, a team member generates a proposal outlining the engagement scope, estimated timelines, and fee terms. The operator uploads relevant files to the proposal record and sends it to the prospect. The prospect reviews, approves, and e-signs the proposal through its public link. This step keeps fees clear before project activation.
After the prospect accepts the proposal, the operator creates a project to manage the engagement tasks. The team outlines specific tasks, assigns operational deadlines, and schedules follow-up actions. All conversations and files related to the onboarding process are stored within this project. This structure lets the firm track milestones and progress for every engagement in one place.
Upon reaching agreed milestones, the operator converts the accepted proposal into invoices on the agreed terms. The operator links these invoices to the client records and project files. The administrator tracks the payment status and coordinates any necessary follow-up through the client portal or direct conversations. This completes the cycle, keeping billing records organized alongside the full project history.
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14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
Keep trust accounting and conflicts checks in your legal practice-management software, set up for your bar's rules. Workspace369 runs intake, client records, proposals, scheduling, client messages, and invoices, with basic accounting from Specialist.
The client portal allows prospective clients to access shared files and view proposals sent by the firm. A person can log in to verify that the required access is functioning correctly. The portal is where prospects message the firm and view documents, separate from internal task management.
Yes. Track inquiries in client records with lead sources, and run accepted engagements as projects with stages and Kanban boards. If your firm wants a sales-only pipeline tool, Pipedrive focuses specifically on sales opportunity pipeline management. Workspace369 runs the whole client lifecycle, from intake to proposals, scheduling, tasks, and invoicing.
Conversations and uploaded files can be linked directly to the corresponding client records or project entries by the operator. When a person receives new information, they record it in the brief to maintain an organized history. This allows anyone reviewing the inquiry to see the recorded timeline, from the initial screening call to final invoicing.
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
