AI Studio · Gmail
Legal client intake automation in Gmail
For many law firms, new matters still arrive as emails in a shared Gmail inbox: a short description, a few attachments and a request to call back. Turning that into an opened matter takes an associate's time to read, chase missing documents, check for conflicts and write an intake note. Finaley AI Studio handles that intake work inside your Gmail, so advocates see a complete, organised file before the first call.
Why intake clogs a firm's inbox
Prospective clients write in long, unstructured emails, often forwarding chains of correspondence and scanned documents in no particular order. Associates spend hours working out what the matter is about, which limitation dates might apply, and which documents are still missing. Enquiries that sit unanswered for a day can go to another firm, while existing clients' emails get buried under the new ones.
How the automation runs
- 1
Sort the inbox
AI agentThe agent reads new emails in your intake inbox and separates new enquiries from existing client correspondence and routine notices.
- 2
Summarise the matter
AI agentFor each enquiry it writes a short summary of the parties, the dispute or transaction, key dates and what the client is asking for.
- 3
Request missing documents
AI agentIt replies to the client with a clear list of documents the firm needs, in your firm's tone, and files them as they arrive.
- 4
Run a conflict check
AI agentIt searches your client and matter records for the names of every party mentioned and lists possible conflicts for review.
- 5
Prepare the intake note
AI agentIt drafts the intake note in your firm's format, with the summary, documents received, deadlines to watch and open questions.
- 6
Advocate review
Professional checkAn advocate reviews the intake note and conflict results, decides whether to accept the matter, and the automation sends the agreed reply.
Inside your Google Workspace
Finaley works in your Gmail through Google Workspace with permissions limited to the intake inbox you choose. Documents are saved to the Google Drive folders your firm already uses, and intake notes can go into Google Docs or your practice management system. Labels, filters and folder structures stay as your team has set them.
An advocate decides every new matter
The automation prepares the file; it never gives legal advice or accepts a matter on the firm's behalf. An advocate from your firm, or an advocate from the Finaley network for overflow work, reviews every intake note and conflict check before the client hears whether the firm will act.
What you get
- Every enquiry acknowledged the same day
- Complete files ready before the first client call
- Conflict checks run on every new matter
- Associates spending time on legal work, not inbox triage
Questions
Does the automation give clients any legal advice?
No. It only acknowledges enquiries, asks for documents and schedules calls, using wording your firm approves. Any question that calls for legal judgement is passed to an advocate, and no advice is sent without their review.
How is client confidentiality protected?
The automation works only in the inbox and folders you grant it, under your Google Workspace security settings. Advocates from the Finaley network see only the matters sent to them, and every access is logged so you can audit it.
How does the conflict check work?
It compares the names of every party in the enquiry with your existing client and matter records, including spelling variations. Possible conflicts are listed for an advocate to assess, because deciding whether a conflict exists is always a professional judgement.
Can it work with Outlook instead of Gmail?
Yes, the same intake process works with Outlook and Microsoft 365. This page covers Gmail because many firms in India run on Google Workspace, but the steps and checks are the same in either inbox.
How do we get started?
Share a few anonymised past enquiries, your intake note format and your document checklist. We build and test the intake on those examples with one of your advocates before connecting the live inbox.
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Show us how your team does it.
Send a screen recording or book a call. We build it, test it on your past work, and only switch it on when the results match your team's.