For law firms · printable worksheet
Measure your firm’s intake
before you change it.
A worksheet your firm fills in from its own records: how many new inquiries arrive, how many go unanswered or arrive after hours, how long the first reply takes, how many become consultations, and where follow-up stops. It works with or without Amfion.
Nothing on this page is sent anywhere: print it and fill it in by hand. It is a measurement aid, not legal advice. Your firm’s own intake policy decides what your intake must do.
- Periodlong enough to include evenings and weekends
- Four weeks
- What to countnot current clients, courts, opposing counsel or vendors
- New inquiries
- Where to lookevery place a new inquiry can arrive (part 1)
- Every channel
- After hoursoutside the hours your firm publishes
- Your hours
Amfion · worksheet
Law firm intake audit
- Firm
- Period
- to
- Published hours
- Completed by
1 Where new inquiries arrive
Tick every channel a prospective client can use to reach the firm, and note where its records are.
| Channel | Where to count it | Counted? |
|---|---|---|
| Main phone line | Phone system or carrier call log: answered, voicemail and unanswered calls | |
| Other published numbers and attorneys’ direct lines | The same call logs, per number | |
| Website contact form | Form notification emails or the form tool’s export | |
| Website chat | The chat tool’s conversation list | |
| Email addresses on the website | The shared inbox (for example info@ or intake@) | |
| Text messages | The texting tool or the phone’s message log | |
| Referrals and walk-ins | Intake records or your practice software | |
| Other |
2 Count new inquiries, week by week
Count each new prospective client once a week, on whichever channel they used first. “After hours” means outside the hours your firm publishes, weekends included.
| Week | Calls answered by a person | Calls to voicemail | Calls not answered, no message | Forms and chats | Emails | Texts | Total new inquiries | Of those, after hours |
|---|---|---|---|---|---|---|---|---|
| Week 1 | ||||||||
| Week 2 | ||||||||
| Week 3 | ||||||||
| Week 4 | ||||||||
| Total |
3 Time to first reply
Log a sample of new inquiries spread across the period, including evenings and weekends. Time to first reply runs from when the inquiry arrived to the first reply that answered the person; an automatic acknowledgement does not count.
| # | Received (day, time) | Channel | After hours? | First reply (day, time) | Hours to first reply | Consultation booked? | Next step recorded? |
|---|---|---|---|---|---|---|---|
| 1 | |||||||
| 2 | |||||||
| 3 | |||||||
| 4 | |||||||
| 5 | |||||||
| 6 | |||||||
| 7 | |||||||
| 8 | |||||||
| 9 | |||||||
| 10 | |||||||
| 11 | |||||||
| 12 |
4 Consultations and new clients
For the same period. Use your calendar and your practice software.
- A New inquiries (the total from part 2)
- B Consultations booked
- C Consultations held
- D New clients engaged
5 Follow-up gaps
Count each one you find in the period. These are the inquiries a firm can lose without anyone deciding to.
| Check | Count |
|---|---|
| New inquiries with no reply by the end of the next business day | |
| Voicemails not returned within one business day | |
| People offered a consultation who did not book, with no second follow-up | |
| Missed consultations not offered a new time | |
| Inquiries with no recorded next step, or no one responsible for it | |
| Inquiries where the matter was discussed before every party’s name was collected for the conflict check | |
| Total |
6 Summary
- Unanswered share of calls(voicemail + not answered) ÷ all calls, from part 2
- After-hours share of new inquiriesafter-hours inquiries ÷ total new inquiries, from part 2
- Typical time to first replythe middle value of the hours in part 3
- Consultations booked per inquiryB ÷ A, from part 4
- New clients per consultation heldD ÷ C, from part 4
- Follow-up gaps foundthe total of part 5
A measurement aid from Amfion, not legal advice. Your firm’s own intake policy and the rules that apply to it decide what your intake must do. Amfion receives nothing you write on this sheet. Run the arithmetic on your numbers at amfionhq.com/ai-receptionist-for-law-firms#contribution.
After the audit
What to do with the numbers.
Read the gaps first
Part 5 shows where inquiries stop without anyone deciding to stop them. Some of those are process fixes, not software decisions.
Run the arithmetic on your own numbers
The contribution calculator takes your inquiries, the share missed or after hours, your consultation and engagement rates and your average fee, and shows what those inquiries represent on your numbers, next to the law firm plans.
See the intake your firm would run
Paste your firm’s website to meet the front desk it would run: the disclosures, names before the story, and urgent matters handed to a person. It is a demonstration, not live.
Why names come first on this sheet
Part 5 counts inquiries where the matter was discussed before every party’s name was collected. Amfion’s law firm setup asks for names first so your team can run its conflict check before the details. See how it works.