CRM for solo & small law firms
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. With client records, conversations, and scheduling, an operator can review incoming requests before committing to a project, and public intake forms (Requests, from Voyager) 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, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
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.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
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.
Workflow
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.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
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.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
