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HOW FIRMVOICE WORKS
We do not hand you software and tell you to figure it out.
FirmVoice is a concierge build-and-manage process. We learn your intake, build the agent around it, let your team test it, refine it with you, and keep improving it after launch.
Your intake. Your rules. Built with you instead of dropped on you.
THE BASIC IDEA
The technology is the easy part. Getting your intake process right is the real work.
A law firm receptionist has to know more than how to answer the phone. They need to know which questions matter, which callers are urgent, which matters fit the firm, where to schedule consultations, when to transfer a call, and when to simply take a message. That is the process we build into FirmVoice.
FROM FIRST CALL TO GO-LIVE
Six steps. One working intake system.
01Onboarding
We map how your firm handles calls today and how you want them handled going forward. That includes practice areas, intake questions, qualification rules, calendars, transfers, after-hours coverage, virtual versus in-person appointments, and escalation rules.
Outcome: a clear intake blueprint for your agent.
02Build
We configure your FirmVoice agent around that blueprint. The goal is not a generic receptionist script. The agent should sound and behave like it belongs inside your firm's actual intake process.
Outcome: a working first version built around your rules.
03Test
Your team gets access before launch. Call it from different numbers. Ask weird questions. Try edge cases. Put it through the same kinds of conversations real callers will create.
Outcome: your team gets to try to break it before your clients do.
04Refine
We review what happened during testing and make the agreed adjustments. That can include wording, qualification logic, scheduling rules, routing, tone, and other details that surfaced during real conversations.
Outcome: the agent is tightened before go-live.
05Go Live
Once the agent is approved, we make the plan to route calls through FirmVoice. Depending on your setup, that may be all inbound calls, after-hours calls, overflow, a specific marketing number, or another call path you choose.
Outcome: FirmVoice starts handling real calls for your firm.
06Monitor & Optimize
Launch is not the end of the work. As your firm changes, your intake process changes too. We can review calls, suggest improvements, and refine the agent over time so the system keeps getting better instead of becoming stale.
Outcome: an intake system that evolves with your firm.
WE WANT YOU TO TRY TO BREAK IT
Testing is part of the build—not an afterthought.
A polished demo is not enough. Before your agent handles real callers, your team should attack it from every angle. Call as a new lead. Call as an existing client. Ask something strange. Change topics halfway through. Try to schedule the wrong appointment. Test transfers. Test after-hours behavior.
That is how we find the weak spots while the stakes are still low. Then we refine the agent before it becomes part of your live intake process.
See the Setup & Testing ProcessWHAT WE COVER DURING ONBOARDING
The questions that make the agent yours.
We are not just collecting a script. We are mapping the decisions your team makes every day so FirmVoice knows what should happen next on a call.
New lead versus existing-client handling
Qualification and intake questions
Calendars and appointment types
Virtual versus in-person scheduling
Call transfers and escalation rules
After-hours and overflow coverage
Locations, languages, and routing rules
Existing phone system and software
What the agent should never do
AFTER LAUNCH
Your firm changes. Your intake system should change with it.
Staff changes. Practice areas change. Calendars change. Your firm launches a new campaign. You discover that one intake question is confusing callers. A new edge case keeps showing up.
FirmVoice is designed as an ongoing service so those changes can be incorporated instead of leaving you stuck with the version you launched months ago.
- Requested revisions
- Call review at our discretion
- Suggested intake improvements
- Workflow and routing refinements
THE CONCIERGE DIFFERENCE
We build the system with you.
DIY voice tools can be powerful, but someone still has to map the process, configure the agent, test it, troubleshoot it, and keep it current. FirmVoice is built for firms that want the outcome without turning someone on their team into an AI engineer.
Talk Through My IntakeCOMMON QUESTIONS
What firms usually ask before they start.
Do we have to replace our phone system?
Usually no. FirmVoice is designed to work with your existing call flow where supported. We map the routing during onboarding and decide where the agent should sit in the process.
Does FirmVoice have to answer every call?
No. Some firms use FirmVoice for all inbound calls. Others use it for after-hours, overflow, specific marketing numbers, or selected call types.
How long do we get to test it?
We typically give the firm a focused testing period of roughly three to five days so the team can make real calls, try edge cases, and surface issues before launch.
Can the agent change after we go live?
Yes. FirmVoice is an ongoing managed service, not a one-time software handoff. The agent can be refined as your intake process, staffing, calendars, or priorities change.
Will the agent say it is AI?
Yes. FirmVoice agents identify themselves as AI. The goal is a fast, useful, professional caller experience—not pretending to be a person.
Can it give legal advice?
No. FirmVoice is designed for receptionist, intake, scheduling, and routing functions. It is not intended to independently provide legal advice or make legal judgments.
see how it would work ↘
Start with a conversation about your firm.
Walk us through your phones and intake process. If FirmVoice fits, we can build the agent for your team to test before launch.