Enquiry on the website. Matter in your practice software, conflict check queued.

A prospective client fills in your form. It lands in a shared inbox. Someone creates the contact in Smokeball, LEAP or Actionstep on Thursday, and the conflict check happens after two phone calls have already been made. We connect the form so the record exists, the check is queued and the reply is sent before anyone opens the inbox.

Start with a free audit. Give us your website and we map the tools you run and where the same details get typed twice, before we speak.

5.0 from Google reviews

The call takes thirty minutes. You keep the map whether or not you hire us.

Website to practice softwareOne connection, every run logged
  1. Website Contact and matter, created correctlyA contact and a prospective matter, in the right practice area. In
  2. Practice Conflict check before the first callAssigned the moment the matter exists, with the other party’s name. Synced
  3. Practice An acknowledgement that sounds like your firmEmail or SMS within a minute, saying who will call and when. Synced
  4. Practice Intake that leads to a booked consultThe booking writes back to the matter and the calendar. Synced
Connection healthMonitored

Every run is logged, so your bookkeeper can check what moved and when.

An example of a connection we build

An example. We map your own systems in the free audit.

Trusted by businesses across Albury Wodonga and regional Australia

Pandora Frontline Trays & Trailers Chargeroo Angie Ioannou Commercial Real Estate Cycle Station TWJ Trades The Landscapers Rest DWA Ignition ASV Shiny Side Up Albury Florist Centre Lighting Bonanza Footsteps Podiatry Clean Energy Solutions
What it replaces 12 to 15 hrs

A week lost to admin by the average Australian business owner. In a small firm, intake is a large share of it, and it is done by the most expensive person in the building.

After we connect it Same minute

Contact created, prospective matter opened in the right practice area, conflict check task assigned, acknowledgement sent.

Runs 24/7

Enquiries at 9pm get an acknowledgement at 9pm. The call still happens in business hours.

Lock-in 0

Built in your practice management account. You own the connection and the documentation.

Also connects

Calendly or Microsoft Bookings for the first consult. HubSpot or Mailchimp if the firm markets. Xero for the office ledger as a separate build.

Client files stay inside the practice software. The connection never reads them.

01

What moves

Contact and matter, created correctly

The enquiry becomes a contact, or matches an existing one, and a prospective matter in the practice area the form indicated, with the enquiry text in the matter notes. It appears in the same list your staff already work from.

  • Practice area from the form sets the matter type
  • Existing contacts matched, not duplicated
  • Enquiry text and attachments on the matter, not in an email
Diagram: two systems syncing both ways
Diagram: a working week with the recovered hours marked
02

What moves

Conflict check before the first call

The moment the matter is created, a conflict check task is assigned to whoever runs them, with the other party's name pulled from the form. No lawyer picks up the phone until it is cleared.

  • Other-party field on the form feeds the check
  • Task assigned with a due time, not a due day
  • Matter flagged until the check is marked clear
03

What moves

An acknowledgement that sounds like your firm

The prospective client gets an email or SMS within a minute, in your firm's words, saying who will call and when. For urgent matters it can route to a mobile straight away.

  • Wording per practice area, approved by a partner once
  • Urgent enquiries routed to an on-call number
  • No marketing language, no follow-up sequence unless you ask
Diagram: records kept in step across systems
Diagram: a working week with the recovered hours marked
04

What moves

Intake that leads to a booked consult

If the firm offers a first consultation, the acknowledgement can include a booking link, and the booking writes back to the matter and the lawyer's calendar. The client picks a time. Nobody plays phone tag.

  • Booking link per lawyer or per practice area
  • Consult written to the matter and to Outlook or Google Calendar
  • Reminder to the client the day before

Before you pay

Read this part first.

Some of what is on this page you can get without us. The rest is where the money goes. Both are written down here so you can decide before the call.

What your practice software already does

Smokeball, LEAP and Actionstep each have intake forms or web lead tools of their own, and a firm that is happy to send prospects to a vendor-hosted form can get part of this without us. Most firms want the form on their own site, want conflict checks enforced BEFORE contact, and want the acknowledgement worded by a partner rather than a template. That is this build.

What we will not do

Read client files, or send a prospective client anything that could be mistaken for advice. The acknowledgement says who will call and when. Nothing more.

How it works

What we actually do, in the order we do it.

Every step below is work you can verify. Ask any provider to show you the same list for what they are doing.

1. Map the intake

What the form asks per practice area, what the practice software needs to open a matter, who runs conflict checks and how the client should be acknowledged. One meeting, a partner and the practice manager.

2. Match the records you already have

Former clients and other parties enquire through the website too. We match on email and phone so the new matter lands on the existing contact and the conflict check sees the history.

3. Build it, then try to break it

A form with no practice area. An enquiry from someone already on the other side of a live matter. An attachment that is 20 pages. Each has a defined outcome before launch.

4. Monitor it

Every enquiry is logged. If a run fails, we are alerted, and the enquiry still reaches your inbox the old way. Nothing is lost.

What clients say.

5.0 6 Google reviews, all five stars Read them all
Absolutely brilliant! Lee is extremely knowledgeable, not just in making websites, but also in business strategy and he has really helped me with both my website and to improve my business in general. Fantastic results! Anyone who is looking to take their business to the next level or just have it be more professional should definitely talk to Lee!
DMDigby MarschallGoogle review
Automatrix made it so easy for me to develop what I required for my business. Their professionalism and knowledge is outstanding. Go with them. Best decision you could do for your business.
MTMat ThomasGoogle review
Lee has helped me heaps with improving my business, 10/10 recommend, easy to talk to and very knowledgeable.
PTPeter TravGoogle review
We recently used Automatrix to re-build our website. The new site is great with a simple admin panel that has everything we need when updating our site. The SEO/AEO is really performing as well. The guys are always Helpful when we need them and are always on the front foot with updates etc.
SCSean CalleyGoogle review
Not getting your website AI ready is going to be the same as forgetting to renew your Yellow Pages spot back in the 80s. One month after launching we can already see a big improvement in traffic and enquiries through search.
NMNicolas MazzellaGoogle review
Absolute gun at making websites. Lee helped me the whole way to complete the exact website I wanted and further in every way he could. Legit can’t even write how much I appreciate this guy. A+
JSJames SmeatonGoogle review

Questions about Website to Smokeball, LEAP or Actionstep.

Does the connection access client files?

No. It creates contacts and matters and adds notes to the matter it created. It cannot read documents and we do not ask for that permission.

We use LEAP, which has its own web form.

Use it if you are happy with the form living on LEAP's side and the acknowledgement being a template. Most firms we talk to want their own form, a conflict check enforced before contact, and their own wording.

Can it handle urgent matters differently?

Yes. A tick box or a practice area can route to an on-call mobile immediately, with a different acknowledgement.

Does it work with Actionstep's workflows?

Yes. The matter is created in the workflow step you choose, so Actionstep's own automation picks it up from there.

How long does it take?

Two to three weeks. Agreeing the wording with the partners is usually the slow part.

Related

Other integrations we build often.

Portals and websiteVaultRE, Agentbox or Rex

Portals to real estate CRM

Portal and website enquiries land in the CRM attached to the listing, the buyer is texted the next open home, and appraisal requests get their own path.

Real estateSee how it works → HubSpotXero

HubSpot to Xero

A won deal raises the Xero invoice with the right line items and tax codes. Paid status comes back to the deal.

Any business with a sales teamSee how it works → WebsiteServiceM8

Website to ServiceM8

The enquiry form creates the job, matches the customer and texts them back inside a minute. Quote follow-up and review requests optional.

Trades and constructionSee how it works →

All nine are listed at integrations, and the general approach is on the systems integration page. Built for law firms among others.

The other half

Connecting your tools does not bring you new customers.

This gives you hours back. It does not make the phone ring. If enquiries are the actual problem, the work is on the other side of the business: see SEO and web design. On the call we will tell you which half is costing you more.

Get your free integration audit.

We look at the tools you run and where the same details get typed twice, then go through it with you on a 30 minute call. You get a map of what should move, which join to build first, and a fixed price.

What happens next

  1. Tell us about the business. Two minutes, here, with your website if you have one.
  2. We do the homework. Before we speak we look at your site, your search results and the systems behind them.
  3. A 30 minute call. The findings in plain words, what to fix first, and a fixed price if you want us to do it.
Lee Sheedy, Founder and Director at Automatrix

Lee SheedyFounder and Director, Automatrix

5.0 on Google

Step 1 of 4

Start with your website

We look at it before the call, so we already know what you run.

You approve the scope and the price before we build. The connection runs in your accounts. Prefer to talk first? Book a 30 minute call.