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A-200 · For law firms

Every call that goes to voicemail is a matter another firm can sign.

Luxarca answers the calls your front desk can’t reach, follows up with the consults that never signed, and keeps clients informed between milestones. Your lawyers keep the advice, the strategy and the signature.

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ELEVATION A · THE CALL PATH RESPOND RETAIN ROUTE REIMAGINE CALL AGENT CONSULT BOOKEDIN YOUR CALENDAR RETAINER SIGNED MATTER OPENED,CONFLICTSCHECKEDIN YOUR CASEMANAGEMENT RECORDSREQUESTED FIRST DRAFT FORA LAWYER NTS ELEVATION A · THE CALL PATH CALL AGENT CONSULT BOOKEDIN YOUR CALENDAR RETAINER SIGNED MATTER OPENED,CONFLICTS CHECKEDIN YOUR CASEMANAGEMENT RECORDS REQUESTED FIRST DRAFT FOR ALAWYER RESPOND RETAIN ROUTE REIMAGINE NTS
From the call to the back office. Hatched steps happen inside the software you already run; it stays where it is.

A-201 · Where it leaks

Six places a firm loses matters and hours.

None of these take new software to find. They show up in the call log, the consult list and the calendar. The Schematic measures each one before we build anything.

  1. 01 Front desk

    After five, intake goes to voicemail.

    The phone keeps ringing after reception goes home, and all weekend. A voicemail holds a name and a number. Someone who needs a lawyer tonight calls the next firm on the list before anyone hears the message.

    Calls missed, by hour and day

  2. 02 Front desk

    The consult happened. The retainer never came.

    They took the consultation, said they’d think about it, and nobody called back. Following up is rarely anyone’s job, so it rarely happens.

    Consults held, retainers signed, where the rest went quiet

  3. 03 Front desk

    Existing clients call the main line.

    They want to know what’s happening, or they need their paralegal. Reception takes a message and walks it down the hall. The same status gets explained three times, and the update email stays at the bottom of the list.

    Inbound calls that are status questions

  4. 04 Front desk

    Closed matters are never asked.

    Law runs on referrals, and a client is most willing to give one the week the matter closes. Nobody asks for the review or the introduction, and the week passes.

    Reviews by rate and recency · past clients not contacted in 12 months

  5. 05 Back office

    Conflicts and deadlines depend on one person.

    The conflict check waits for whoever knows the system. Deadlines sit in one calendar. When that person is away, the firm is exposed and nobody notices until it matters.

    Where conflicts and deadlines are tracked, and by whom

  6. 06 Back office

    The firm’s know-how lives in a few heads.

    Which template works. How this judge likes a motion. What the last matter like this one settled for. It is written down nowhere, so every new hire learns it by asking, and it leaves with whoever leaves.

    Work only one person knows how to do

A-202 · How it moves

How a matter moves through a firm.

We map the firm before we recommend anything. Every matter passes through the same four stages.

Stage 01Intake02Matter work03Client contact04Firm knowledge
Respond
Retain
Resell
Route
Reimagine
  1. 01

    Intake

    First call to signed retainer. Where most firms lose matters they never knew they had.

    • New or existing. Sorted on the first call
    • Fit. Practice area, jurisdiction, what they need
    • Consultation. Booked, confirmed, followed up
  2. 02

    Matter work

    Signed retainer to resolution. Where the hours go.

    • Conflict checks. Against every current and past matter
    • Deadlines and dockets. From the day the file opens
    • Documents. Assembled from what intake already collected
  3. 03

    Client contact

    Keeping clients informed without keeping staff on the phone.

    • Status. Updates at each milestone
    • Close. The review and the referral, asked at the right time
    • After. Past clients, and the next thing they need
  4. 04

    Firm knowledge

    What the firm knows, and where it’s kept.

    • Prior work. Matters, pleadings, outcomes
    • Drafting. Correspondence, memos, routine documents
    • Playbook. How this firm runs each kind of matter

A-203 · What we build

Four systems, installed in order.

You start with Respond. Each system runs on the one below it. Respond, Retain and Resell are priced from a rate card; Route is scoped after the Schematic. The back office has its own plate below.

05 Reimagine The back office, on its own plate below
RESPOND · INTAKE AGENT

Respond · Rate card

Respond — the calls you’re losing.

Answers every call to the firm, sorts new clients from existing ones, and books the consultation.

  • New clients: what they need, practice area and jurisdiction checked, consultation booked
  • Existing clients: case status, document requests, routed to the right paralegal
  • Anything substantive passed to a person
  • Evenings, weekends and the lunch hour covered
Your client
The call is answered, day or night, and ends with a consultation booked or a message for the right person.
You see
Every call logged with a summary, and the consultation on the lawyer’s calendar.
Underneath
Your number forwards to the agent when nobody at the firm picks up.
RETAIN · PIPELINE SOURCE HELD

Retain · Rate card

Retain — the leads you’re dropping.

Follows up on every consult and keeps clients informed.

  • Consult-to-retainer follow-up
  • Milestone status updates, drafted for one-click lawyer approval
  • No-show recovery
  • Review requests timed to the matter closing
Your client
Hears from the firm before they think to call.
You see
Updates waiting for one-click approval, and which consults are still open.
Underneath
Follow-ups set off by consult dates and matter milestones.
RESELL · CYCLE

Resell · Rate card

Resell — the clients you already have.

Brings past clients and old enquiries back.

  • Referral requests to past clients
  • Dormant enquiries reopened
  • Related practice areas offered where they fit — an estate plan for a past family-law client
Your client
A referral request, or a note about something they may need, at the right time.
You see
Past clients contacted, and who replied.
Underneath
Your past-client list, sorted by what the matter was and when it closed.
ROUTE · DECISION LEAD PROFILE SCORE FIT INTAKE NURTURE ARCHIVE ONE PATH TAKEN

Route · Scoped after the Schematic

Route — who goes where, decided by your rules.

Carries intake into the firm’s own systems.

  • Conflict checks against your case management system
  • Deadlines and dockets tracked from the day the matter opens
  • Documents assembled from intake data
  • Connected to the case management software you already run
Your client
The file moves without them chasing it.
You see
Conflicts flagged for review, deadlines on the matter from day one.
Underneath
Intake data written into your case management system.

A-204 · Back office · Reimagine

Find any past matter, and start every draft from the firm’s best work.

The first four systems work at the firm’s front door and along the path a matter takes. Reimagine is the workspace behind them: lawyers and staff working alongside agents on the work nobody has written down. These are the systems we build there. None starts until the Schematic says it should.

REIMAGINE · STRUCTURE
Loose tools and one person holding them together, then the same work in one structure.
  1. 01

    Prior-work search

    The matter, the pleading that worked, the outcome — found across the firm’s own files, with the source attached.

  2. 02

    Drafting desk

    First drafts of letters, memos and routine documents, built from the file. A lawyer reviews, edits and signs.

  3. 03

    Records follow-up

    Medical and third-party records requested, tracked by provider, chased on a schedule and summarised as they arrive.

  4. 04

    Discovery tracking

    Every request, production and privilege log tracked item by item, each with an owner and a due date.

  5. 05

    Research memos

    The question, the sources, and a first-pass memo for a lawyer to check. Every citation is checked by a lawyer before it goes anywhere.

  6. 06

    The firm’s playbook

    How this firm runs each kind of matter, written down from the people who know it and kept current.

A-205 · Human in the loop

A person steps in when it’s needed, not by default.

Luxarca doesn’t practise law, and we don’t build an AI lawyer. The calls, the chasing and the retyping run start to finish without anyone at the firm touching them. A lawyer is brought in when a matter needs one: advice, a conflict to clear, anything filed, signed or sent. Not by default.

AI handles

The work that repeats.

  • Answering. Every call, day or night; says it’s an AI respond
  • Sorting. New or existing, practice area, jurisdiction respond
  • Booking. Consults on the right lawyer’s calendar respond
  • Chasing. Unsigned consults, no-shows, missing documents retain
  • Updating. Milestone updates, drafted for lawyer approval retain
  • Checking. Conflicts against every matter, flagged to clear route
  • Finding. Prior matters, templates, research, with sources reimagine

Brought to your people

The work that needs a lawyer.

  • Advice. Anything a client could rely on
  • Strategy. What to file, what to offer, when to settle
  • Conflicts. The system flags one. A lawyer clears it
  • Fees and retainers. What the firm agrees to take on
  • The hard conversation. Bad news, a client in distress
  • Anything signed, filed or sent. Under a lawyer’s name, every time

The agent describes the process. It never gives advice.

Anything filed, signed or sent to the other side goes through a lawyer first.

A-206 · Works with what you run

Built into the software you already run.

Nobody at the firm moves to new software. The systems work inside the tools your staff already use.

Schedule A · Integrations

Software you already run

  • 01

    Case management

    09
    • Clio
    • MyCase
    • PracticePanther
    • Filevine
    • Smokeball
    • Litify
    • Actionstep
    • PCLaw
    • CosmoLex
  • 02

    Intake, signing and billing

    06
    • Clio Grow
    • Lawmatics
    • DocuSign
    • Adobe Acrobat Sign
    • LawPay
    • QuickBooks
  • 03

    Communications

    06
    • Outlook
    • Google Workspace
    • Microsoft Teams
    • Dialpad
    • RingCentral
    • Zoom
  • 04

    Documents and storage

    06
    • Google Drive
    • OneDrive
    • SharePoint
    • NetDocuments
    • iManage
    • Dropbox
  • 05

    Workflow and data

    06
    • HubSpot
    • Airtable
    • Slack
    • Zapier
    • Calendly
    • Notion
  • 06

    Anything else

    If it has an API, an export or an inbox, we connect to it.

A-207 · Questions

What firms ask first.

Does this replace our receptionist?

No. It answers the calls your receptionist can’t get to — after hours, on weekends, while they’re on another line. They stop repeating case status and spend the day on the calls that need a person.

Is the agent giving legal advice?

No. It explains how the firm works and what happens next, and it books the consultation. Anything that sounds like a request for advice goes to a lawyer.

Will callers know they’re speaking to an AI?

Yes. The agent says so at the start of every call. A caller who would rather speak to a person is passed to your team, or booked for a callback when the office is closed.

How long until it’s live?

Respond, Retain and Resell: [timeline to confirm]. Route and Reimagine: [timeline to confirm], set in the scope.

Do we have to change our case management software?

No. We connect to the one you run.

What happens to our phone number?

Nothing. It’s your number. Calls forward to us when nobody at the firm picks up, and you can switch the forwarding off yourself.

What if it gets something wrong?

Every call is recorded and transcribed, and you can listen to any of them. Nothing is filed, signed or sent to the other side without a lawyer.

Where is client information held, and who can see it?

Everything the systems handle is recorded: the calls, their transcripts, the details callers give, and every message sent on the firm’s behalf. It is held in the systems we run for the firm, not on your office computers. Your team and ours can see it. We don’t sell it or use it for anything else.

Any of it is exported to you when you ask: recordings, transcripts, contacts, and the rules the system follows. If you leave, you get all of it, you switch the forwarding off yourself, and we support the handover for 30 days. That is a term in the contract, not a promise on a call.

Reimagine is held separately, in a workspace set up for the firm.

Where each kind of record is held, and for how long, is written into the engagement letter before anything goes live. You can check it against your professional obligations before you sign.

What does it cost?

Respond, Retain and Resell are priced from a rate card. Route and Reimagine are scoped after the Schematic. You have a number before you commit to anything.

What is the Schematic?

Before we build anything, we measure what the firm is losing: calls missed, consults that didn’t sign, past clients nobody has contacted. You get the numbers, and what Respond would recover.

A-208 · The Schematic

Find out what the firm is losing.

Before we build anything, we measure four things. You get the numbers, and what Respond would recover.

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  1. 01Calls missed, by hour and day
  2. 02Consults held, and retainers signed
  3. 03Calls to the main line that are status questions
  4. 04Past clients nobody has contacted in 12 months