In one of my recent posts, I explained the difference between Case Management Systems and a CRM (Contact Relationship Management) tool. Lexicata is the first true CRM tool for law firms, or as they like to call it ‘Pre-Case Management Software.” A great explanation of where their elegant system would fit in any law firm.

Whether you are using a case management system or not, every law practice has to be diligent about keeping track of leads, documenting client intake, and making it as easy as possible for a prospect to become a client.

Lexicata has transformed the client intake process from a clipboard in the office with messy handwritten notes, into a beautiful mobile-friendly process anyone can use.

The platform’s purpose is to provide you with a place where you can record, manage and market to every contact, referral source, or marketing lead. To be explain their solution, I’d like to walk through a couple of use cases.

Client Intake

Our world has changed, and clients are now willing to sign up for services, and complete forms via email or their mobile device. Lexicata gives you the power to send an intake form to them that includes all of the general information you need, plus additional sections that expand based on specific answer choices. These are called ‘Smart Questions.’ Such as partners, multiple children, guardians, or other related contact’s information you will need to begin their file. Applicable to every practice area from Bankruptcy to Family Law.

Add an Intake Checklist, specific to case type which will issue one, or a series of template emails to combat the communication gap often felt by law firm clients. How many times have we all heard; ‘I talked to a lawyer, and haven’t heard anything from them!’

All the time. In fact, it’s actually the number one complaint of legal services consumers.

Next, in the same intake checklist, generate an engagement letter, or retainer agreement. Fill in the unique information, such as fee or description of services and… off it goes! To be electronically signed by the client. No downloading an app, no printing and signing. Just a beautiful, seamless experience, branded with your law firm’s information and logo.

What’s more, is that the e-signature tool is built in and included in the cost of Lexicata. No additional fees, or other software to sign up for. Simple, gorgeous, and mobile friendly. LOVE this feature!

Augmented Client Information

For most of us, our online profile includes a tremendous amount of information, a picture, location and more. All free and readily available. As a bonus feature, Lexicata will capture this information and automatically import it into your case management software. To help you put a face to the name, without having to creepily ask for a picture when they come into your office so you can finally use the client record picture option in your case management system.

Managing the Sales Pipeline

If you are still in denial that selling legal services isn’t a true form of sales, I’m sorry but you are mistaken. You are running a business, and the predicted health of any business can be seen in its sales pipeline. Now, if you are not familiar with the term it is a series of stages that happen along the course of a lead becoming a client. From a form they filled out which would make them a ‘lead’ to a conversation with the firm, turning them into a ‘prospect’ moving them into the intake process, making them a ‘potential new client’ a signed agreement, which converts them into a ‘client.’

In Lexicata, on one screen you can view your Matter Pipeline, at a glance viewing every opportunity for revenue your law firm has, and the stage each contact is currently in. About to hit a cash flow problem? Go look at how many prospects have agreements but haven’t signed, and get on the phone!

Don’t have a lot of leads in the first two stages? Ramp up your marketing before the flow of clients dries up. Need to hire a staff member, but don’t know if you’ll have the revenue to support it? See how many potential clients are lined up to work with you. You get the idea.

Conversion Tools

Any successful person can tell you that it will require 10X the amount of work to build a book of business than originally anticipated. Now, how on earth do you expect to remember those extra ten activities without some assistance?

Lexicata’s built in email marketing tools, client intake checklists also known as workflows, and contact tagging give you the system you need to stay on top of every lead that comes into the law firm.

Business Intelligence Dashboard

On the main screen of Lexicata, view contact totals for each stage of the pipeline, forecasted revenue, and reminders of follow up tasks. For which, there are countless use cases for Lexicata, all driving to a better understanding of one of the most important parts of your law firm.  


You Have Revenue, or You Have Nothing.

Fancy marketing ideas, and a shiny new office are all nice to have. But, if you cannot properly generate, track and convert leads into clients, you won’t be in business for very long.

Lexicata gives the law firms who use it visibility into their revenue streams. Which referral sources are generating the most clients, and which marketing activities just aren’t producing. One of the biggest mistakes I have seen law firm’s make is spending money on advertising without investing the tools they need to convert the clients.


Include Clio, MailChimp and HelloSign providing you with one central point for all pre-case work that transfers over to your Clio account if you’d like it to. Custom fields in Clio match up to custom intake form fields in Lexicata, signed documents move over as well.

One off emails sent from the system are sent from your email addresses, so that clients reply and it goes directly into your inbox. Built in marketing campaigns like Newsletters, Lead Sequences, or Win Back messages for leads who never retained you can be created in MailChimp and sent from Lexicata, no need to even log a second platform. They can even integrate with your website, social media, virtual receptionist services, live chat, and more to automatically pull new leads directly into your Lexicata system.

In Closing

Law firms who recognize how much time, energy and cash it takes to generate a lead recognize the importance of having a system to manage every step of the conversion process. Lexicata has successfully built one of the best CRM platforms I have ever seen implemented in a law firm environment.

Easy enough for anyone to use, and sophisticated enough to impact conversion rates. Make your marketing dollars go farther by leveraging Lexicata for your lead management, client intake, and sales process.



Schedule a demo for a personal walk-through of Lexicata.

Chelsey Lambert

Chelsey Lambert

Chelsey Lambert is a Legal Technology Specialist, published Author and CLE Speaker. As a former Practice Management Advisor for the Chicago Bar Association, and Vice President of Marketing for a leading case management provider she has seen our industry from many angles. Today, she works with vendors to bring their products or emerging technologies into the marketplace. And, teaches legal technology courses to lawyers all over the country sharing different ways technology can benefit their law firm. As Founder of Lex Tech Review and Lex Tech Media Group she welcomes the opportunity to chat!