Matter intake forms inside the document
Collect the client's details, the other parties and the key dates in one branded document, ready for your own conflict check and the costs agreement that follows.
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QuoteCloud's Forms block puts your intake questions inside a document, beside your welcome and next steps. The client answers online and the answers come back to your team, and a Zapier trigger, Form Submitted on Document, can pass them on. Your conflict check runs in your own practice system. The Forms block is on the Business plan.
A sample matter intake document from a fictional firm, answered by Sarah Kwan: her full name, the other party, a company involved, the date of separation and the help she needs. In front, the firm's checklist for the new matter ticks off each answer, then the conflict check, which is run in the firm's own practice system outside QuoteCloud, then the costs agreement that comes next.
From the first enquiry to a costs agreement
Where the intake document sits in the way a firm takes on a matter, and where your own systems take over.
Send the intake document
Your welcome, what happens next and the intake questions, in one branded document sent from your intake template.
The client answers
Names, the other party, anyone else involved and the key dates, typed into the Forms block in their browser.
Answers come back
Your team sees the answers in the document, and the Form Submitted on Document trigger can send them on through Zapier.
Your conflict check
Check every name in your practice-management system, as you do today. QuoteCloud doesn't run conflict checks or keep a conflicts register.
The costs agreement
Once you're clear to act, create the costs agreement from your template with the client's details filled in.
The same details, carried into the costs agreement
Sarah's answers name her, the other party and the help she wants. Those are the details the costs agreement needs, so nobody should have to type them again.
Create the agreement from your family-law template and her name, the other party and the matter go in as data items. Your team can do it in a few clicks, or a Zapier step or the QuoteCloud API can create it from the template with the data items filled. The fees come from the template's price table; the automation doesn't choose the blocks or tick options.
- Data items for the client, the other party and the matter
- Scope and standard terms from your template
- Fixed fees, an estimate and disbursements in the price table
Forms block: Business · Zapier and API: Essentials and up
Costs disclosure & costs agreements
Costs agreement & engagement letter
Property settlement by consent
Thank you for completing our intake form, Sarah. We can act for you on your property settlement with Daniel Kwan. This agreement sets out what we will do, what we won't, and what it is likely to cost.
1. Scope of our work
MatterProperty settlement with Daniel Kwan, by consent
What we will do
- Advice on your entitlements and the steps to a settlement
- Financial disclosure with the other party's lawyers
- Negotiating the settlement
- Drafting and filing consent orders
Not included
- Parenting arrangements
- Court proceedings if the settlement is not reached (a revised agreement first)
- Tax or financial advice on the settlement
Our fee assumes The settlement is reached by agreement · One round of financial disclosure
2. Our costs Fixed fees and an estimate, plus disbursements at cost
| Item | Basis | Amount |
|---|---|---|
| Professional fees | ||
Initial advice and financial disclosureFixed fee
|
Fixed | $2,200.00 |
Negotiating the settlementEstimate, at the hourly rates below
|
Estimate | $4,500.00$3,500–$6,500 |
Consent orders: drafting and filingFixed fee
|
Fixed | $2,800.00 |
| Fixed | $880.00 | |
| Disbursements At cost, as incurred | ||
Independent valuation of the homeEstimate
|
At cost | $650.00 |
Title searches
|
At cost | $45.00 |
- Professional fees (estimate)
- $9,500.00
- Tax on fees (10%)
- $950.00
- Disbursements, at cost
- $695.00
- Estimated total
- $11,145.00
- Estimated range
- $10,045 to $13,345
- Payment on signing
- $2,000.00
Hourly rates ex tax
- Principal$560/h
- Senior associate$420/h
- Lawyer$310/h
- Law clerk$180/h
Hourly rates apply to the negotiation estimate and to work outside the scope, only after we tell you in writing.
Intake questions for each practice area
One intake template per practice area, each asking what that kind of matter needs before you can check conflicts and quote. The questions are your firm's own.
Family law
Both parties' full names, the date of separation, children's details where relevant, and anyone else with an interest in the property.
Conveyancing
Every buyer or seller, the property address, the agent, the lender and the expected settlement date.
Commercial
The company and its directors, the other side and their lawyers, the guarantor, and the deadline the client is working to.
Disputes
Every party and insurer involved, key dates such as when the problem started, and any deadline in a notice already received.
Wills & estates
Each will-maker, the executors and attorneys they have in mind, and whether a family business or trust is involved.
Employment & immigration
The employer or sponsor, the visa or claim type, the dates that matter, and any earlier applications.
Turn your intake form into a QuoteCloud document
Free for 14 days, no credit card required. Try the Forms block on the Business trial, and we'll convert one of your templates for you.
Answers that move on without re-keying
The intake document records what happened: opened, answered, and the costs agreement created next. A Zapier step on the Form Submitted on Document trigger can create the contact in your practice system for the conflict check, where that system has a Zapier or Make connector.
QuoteCloud has no native integration with legal practice-management systems, so the hand-off runs through Zapier, Make or the API.
- Trigger: Form Submitted on Document
- Action: a contact or note in your practice system
- Conflict check stays in your practice system
Zapier, Make and API: Essentials and up
Practice management, CRM & accounting integrationsActivity
- Intake openedSarah Kwan, from the email link
- Form submitted on the documentFive answers returned to the firm
- Zapier step runContact created in the firm's practice system
- Costs agreement LG-2466 createdFrom the family-law template
- Costs agreement sentTo Sarah Kwan
Matter intake questions
Can QuoteCloud collect client intake information?
Yes. The Forms block puts questions inside a QuoteCloud document, such as the client's full name, the other party, anyone else involved and key dates. The client answers in their browser and the answers come back to your team in the document. The Forms block is on the Business plan; it is a form inside a document, not a form for your website.
Does QuoteCloud run conflict checks?
No. QuoteCloud collects the names you ask for, but it doesn't run conflict checks or keep a conflicts register. Check every name in your practice-management system as you do now. A Zapier step on the Form Submitted on Document trigger can pass the answers to that system where it has a Zapier or Make connector.
Can the intake answers fill in the costs agreement?
The costs agreement can be created from your template with data items such as the client's name, the other party and the matter filled in. Your team can do this in the app, or Zapier or the QuoteCloud API can create the document from the template with data items. Documents created through the API or Zapier carry a per-document fee.
Can a client sign an authority or consent in the intake document?
Yes. An intake document can include a signature block as well as the Forms block, so the client can sign an authority, consent or acknowledgement written in your own words in the same document. eSignatures are included on every plan, with a certificate of authenticity and an audit trail.
Which plan do we need for matter intake forms?
The Forms block is on the Business plan, at US$59 per user per month. Zapier, Make and the API start on Essentials. Both Essentials and Business start with a 14-day free trial with no credit card, and one of your existing templates is converted free during the trial.
More for law firms
Every page of the QuoteCloud legal microsite.
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Costs disclosure & costs agreementsFixed fees, estimates, hourly rates and disbursements set out clearly, then signed by every party online.Explore
-
Engagement letters & matter scopeWhat's included, what isn't and the assumptions behind the estimate, from your firm's own approved wording.Explore
-
Fixed-fee legal packagesWill and power of attorney bundles, employment advice and visa packages, chosen and signed in one document.Explore
- Conveyancing & property costs agreementsA fixed conveyancing fee, searches and settlement costs as their own lines, signed by both buyers.
- Staged litigation estimatesEach stage estimated as a range, counsel and expert fees as disbursements, revised before the next stage starts.
- Signing, passcodes & multiple partiesClients, both spouses or a guarantor sign online, each after a one-time passcode, with a certificate and audit trail.
- Payments on signingA set amount or the whole fixed fee paid when the client signs, through Stripe or PayPal into the account your firm connects.
- Scope changes & revised estimatesWhen the matter changes, send a revised agreement or a new estimate and keep each signed version on record.
- Practice management, CRM & accounting integrationsSigned engagements to your practice-management system through Zapier or the API, and to Xero or QuickBooks.
- Legal templatesReal QuoteCloud agreement templates, and how your firm's own precedents become QuoteCloud templates.
- QuoteCloud implementation for law firmsPrecedents converted, standard terms locked, fee items in the library, partner approvals and training.
- FAQAnswers to the questions law firms ask most about costs agreements, signing and payments.
Your next new client, taken on in one link
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