How an AI Agent Handles Law Firm Intake From Start to Finish
In a law firm or notary office, a good share of the time goes into intake: noting names, checking conflicts, scheduling, chasing the fee agreement. Here is the full path of a file with Max, the Orvel AI assistant for lawyers and notaries. Max welcomes, gathers and follows up; the professional decides and gives all advice.
Max's role: intake, never legal advice
The Barreau du Québec (the Quebec bar) writes that generative AI can improve the reception of new or prospective clients, 'without replacing legal advice'. A notary addressing the public must also stress the general nature or the limits of the information provided (s. 67 of the notaries' code of ethics).
Max's welcome message therefore says that it is the firm's AI assistant and that it does not give advice. When someone asks what to do, it proposes a consultation. After hours, it can answer, note the request and offer a time in the right lawyer's or notary's calendar.
Step 1: the inquiry arrives, without sensitive details
An inquiry arrives by phone, email or form, often without the basic information: area of law, names of the other parties, contact details. Max asks for those, and only those. The welcome message also asks people to avoid sending sensitive details by email before the first meeting, to protect confidentiality.
If the inquiry goes without follow-up for seven days, a reminder task is created so that someone at the firm calls the person back.
Step 2: the conflict-of-interest check
Before any consultation, conflicts of interest must be checked: a lawyer avoids any conflict situation, assessed with regard to all the firm's clients (s. 71 and 72); a notary does too (s. 30). Max collects the full names of the people or companies involved and the area of law, before any other question, and nothing more.
The check itself stays with your team. A task is created so that someone runs it in the firm's system and ticks 'conflicts checked'. Max confirms the consultation only after that check, if that is your rule, and the dated record protects the firm.
- Names and area of law, nothing else at this stage.
- A check done by your team, with a dated record.
- No consultation confirmed before the check, if that is your rule.
Step 3: facts and documents
Max sends the list of documents to provide: identity documents, documents the person considers relevant, and any official document received on the matter. The person can send them through the secure portal or bring them to the meeting. Three days later, Max checks whether the documents have arrived and follows up if needed.
Max gathers administrative facts; it does not analyze them or characterize them legally. The summary it prepares for the professional repeats what was provided, nothing more.
Step 4: the consultation and the fee agreement
Max proposes a time in the calendar, sends the confirmation with the list of documents to bring and, the day before, a text reminder that allows the person to cancel or reschedule. Missed appointments cost professionals valuable time.
On fees, a lawyer provides the explanations necessary to understand them (s. 100) and a notary informs the client of the approximate cost (s. 51). Max answers according to your fee schedule; the estimate for a specific file stays with the professional. When the fee agreement is ready, it follows up for the signature three days later.
Step 5: the active file and its closing
Deadlines in the file (limitation periods, hearings, signings) are entered by the professional; Max calculates and interprets none of them. It asks to validate the next deadline with the professional and sends reminders of dates already entered. For a notary, a stage reminds the team to register the deeds after signing.
Fourteen days after closing, Max prepares an end-of-file message. It may ask whether the person agrees to give feedback on the firm; keep in mind that neither lawyers (s. 145) nor notaries (s. 70) may use supporting testimonials in their advertising.
What Max never does
Max gives no legal advice, does not check conflicts alone, calculates no deadline, keeps no trust accounting and sends nothing without your approval. If a request is declined by the agent alone, for example because it falls outside your areas of practice, the person must be told and be able to speak with someone at the firm (Law 25, s. 12.1).
A well-run intake saves the firm time and clarifies the next steps for the client. Max prepares and follows up; the lawyer or notary advises and decides.
General information, not legal advice. Check with your professional order or the official source.
Questions
Can Max tell a client whether they have a good case?
No. Max never gives legal advice. It proposes a consultation with the professional.
Who checks conflicts of interest?
Your team. Max collects the parties' names and the area of law; the check stays with the firm and leaves a dated record.
Can Max estimate my fees for a specific file?
It answers according to your fee schedule. The estimate for a specific file stays with the professional.
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