How We Work: Inside a Law Firm Automation Build
Every law firm we work with comes to us at a crossroads.
They’ve invested in tools like Lawmatics, but something still feels off — too much manual work, data scattered across systems, or processes that just don’t talk to each other.
Our job is to fix that.
At Matter Flow Advisors, we help firms simplify, systematize, and scale through automation that actually works for humans. We audit what’s working, untangle what’s not, and rebuild smarter pipelines that give your team back their time and sanity.
This post takes you behind the scenes of how we do that — how we audit, design, and build Lawmatics systems that make running a law firm easier, smoother, and smarter.
Step 1: Start With the Problem, Not the Platform
Every project begins with an audit — not because we love checklists (we do), but because every good solution starts with clarity.
Most of the time, Lawmatics isn’t broken — it’s just not set up to reflect how your firm actually works.
In this project, the firm struggled with recurring clients and multiple matters under one contact. The result? Duplicate work, unclear reporting, and no visibility into firm-wide revenue per matter.
Key takeaway:
Before you automate anything, get clear on what you’re doing today. Even messy workflows need documentation — it’s the foundation for clarity and growth.
Step 2: Audit With Intention
Our audits go deeper than “what’s not working.” We also look for what’s possible.
We document every automation, email, form, and custom field, then map the entire system. Using insights from over 70+ firm builds, we identify the gaps and propose strategic updates.
Sometimes the fix is technical. Other times, it’s simply better process training.
Example:
This firm needed a way to manage repeat clients without duplication. With the right use of relationship types and forms, Lawmatics already had the capability — it just needed the right design.
Step 3: Design With Precision
Once the audit is complete, we move into the design phase — where every inefficiency becomes an opportunity.
We create a Build Scope Checklist that outlines every update, integration, and improvement so that everyone is aligned on what’s being built.
Every automation has a purpose:
- Appointment reminders that cut down on no-shows
- Conditional logic on forms that keeps intake clean and fast
- Client numbering systems that connect multiple matters to one contact
Key takeaway:
Automation doesn’t replace humans — it amplifies them. Every automation should make someone’s day easier.
Step 4: Build, Test, Refine
Once the design is approved, we build collaboratively to avoid bottlenecks and ensure consistency across every workflow.
We test every trigger, verify every automation, and make sure each system functions exactly as the firm expects.
Then comes the Training and Implementation phase.
We walk every team member through their new setup, show how their daily tasks fit into the system, and build SOPs that live right inside Lawmatics (or a companion dashboard).
For the first 30 days post-launch, we stay close — answering questions, refining workflows, and recording walkthroughs to make adoption effortless.
Step 5: Build Confidence, Not Dependency
A great system is only great if your team actually uses it.
That’s why we train every user to:
- Set up their own appointment availability
- Customize email signatures
- Navigate pipelines confidently
- Handle exceptions or manual tasks with ease
We want teams to feel capable — not dependent.
Key takeaway:
The best systems are the ones your team loves to use.
Step 6: Keep the Human in the Loop
Automation should never make your firm feel robotic.
The best systems create more space for human connection — not less.
We design automations that handle the repetitive stuff (forms, reminders, follow-ups), while leaving space for human moments like check-in calls and client touchpoints.
Efficiency should never come at the expense of empathy.
Step 7: Nurture for the Long Game
Once intake runs smoothly, we help firms build long-term relationships through nurture automations.
These aren’t pushy sales sequences — they’re educational, value-driven campaigns that help potential clients stay informed and engaged.
By automating thoughtful follow-ups, firms stay top of mind — even when they’re not actively marketing.
Step 8: Document Everything
Every project includes detailed documentation explaining what we built, why, and how it connects.
That transparency means your team always knows what’s happening behind the scenes — and can maintain or evolve your system with confidence.
Key takeaway:
Documentation isn’t just for developers — it’s what empowers your firm to grow independently.
Step 9: The Results
Within 30 days of launch, most firms see measurable results:
✅ Higher conversion rates from smoother intake
✅ Fewer manual tasks and errors
✅ Clearer roles and accountability
✅ Happier clients who feel informed and cared for
In short: less chaos, more clarity.
Step 10: Why This Work Matters
For us, automation design isn’t just about saving clicks — it’s about designing freedom.
When systems are intentional, firms can scale without burnout. They gain visibility, improve collaboration, and rediscover what it feels like to work on the business, not just in it.
Every automation we design starts with one goal:
to make good work easier to do.
Closing Thought
When done right, automation gives your firm something rare — space.
Space to think.
Space to serve.
Space to grow.
That’s what we build.
