Intake and chasing, off your desk.
Firms bill for judgment and spend their evenings chasing documents. Only one of those should be manual.
Law firms, accountancy practices, and consultancies use business messaging for client intake and the administrative work around a matter: collecting documents, confirming appointments, and giving status updates. Advice itself is never automated, and the value comes from removing the chasing that fills the hours between billable work.
What usually goes wrong.
- Intake is a bottleneck at the top of the funnel
- A prospective client sends one message and waits. The partner who could answer is in a meeting, and the work goes to whoever replied first, which is often somebody else.
- Document chasing is endless and unbillable
- Every matter stalls on a document somebody has not sent, and the chasing is done by the most expensive person available.
- Clients ask for status constantly
- Where is my case, when will it complete, and what happens next are asked repeatedly and answered by hand.
What Otobiz does about it.
Intake captured before a partner sees it
Your intake questions are asked as part of the reply, the answers land on the contact as structured fields, and the lead reaches a person already qualified.
- Answers written onto the contact record
- Segments combining stated need with recency
- Handoff with the full thread and the captured answers
Document chasing that runs on its own
A sequence chases an outstanding document and stops the moment it arrives or the client replies, with each step screened for suppression and frequency.
- Sequences triggered on a tag or stage change
- Steps that exit on reply
- Attachments stored against the contact
Advice never automated
Anything that reads as advice is routed to a qualified person, and anything sent at scale waits for someone to approve the exact message that goes out.
- Escalation on sensitive and uncertain topics
- Approvals restricted to owners and admins
- Every send logged with who approved it
Client data kept properly separated
Your workspace is yours alone, a teammate can be limited to their own clients, and personal details can be masked for staff who do not need them.
- Your workspace is yours alone
- Contact visibility limits per person
- Export and deletion blocked per person
Deadline and appointment reminders
Filing deadlines, hearing dates, and meetings can be reminded ahead of time on the channel the client reads, which removes the call that exists only to confirm something already agreed.
- Reminders sent ahead of a stored date
- One reminder per item, tracked so it cannot repeat
- Queued as an approval before anything sends
What matters most here.
Common questions
Will it give legal or financial advice?
- No. Anything that reads as advice is routed to a qualified person. Otobiz answers process and status questions from your own documents.
Can it chase outstanding documents?
- A sequence chases and stops the moment the document arrives or the client replies, with every step screened before it sends.
Can partners be limited to their own clients?
- Yes. A member can be restricted to assigned contacts, with personal details masked at the point they are read.
Is there a record of what a client was told?
- Every send is logged with the approver and the exact message that went out, and you can read that record at any time.
Do you hold a professional compliance certification?
- No. Everything described here is a capability of the software, and you can check each one against the product.
Can clients send documents by message?
- Yes on WhatsApp and Messenger. They attach to the contact record under the same access limits as everything else.
Can we send deadline reminders?
- Store the date as a field on the client record and a reminder can go out ahead of it, queued for approval so nothing surprises you.
Can a client reach a specific partner?
- Conversations are assigned, and a teammate can be restricted to their own clients, so the right person owns the thread and sees the history.