A wills and trusts attorney reached out for a workflow audit. Her firm: one attorney, one admin, one paralegal. Small team, high client volume, every hour counted.

She had a sense things could be more efficient. She didn't have time to figure out how.

A 90-minute deep-dive session mapped the full client journey from first contact to signed documents. Five problem areas surfaced immediately.

Document drafting was taking 2 to 4 hours per client. Every will, every trust, written more or less from scratch. The attorney had templates, but they weren't connected to anything.

Client intake forms were being filled out by clients, then manually re-entered into the practice management system by the paralegal. Every client. Every time. The form and the system were already capable of connecting. Nobody had set it up. That process had been running for two years.

Follow-up emails and appointment reminders were handled manually. Asset inventory collection (gathering account details, beneficiary designations, and financial information from clients) arrived in a mix of emails, PDFs, and handwritten notes with no consistent structure. No systematic way to track document revisions or client communications.

Five fixable problems. One firm. Two years of accumulated friction.

The roadmap rebuilt the full workflow from new client to signed documents across five tool integrations, total cost $85/month.

Smart intake: Typeform with conditional logic replaced the paper forms. A Zapier connection automatically creates the contact, matter, and populated templates in the practice management system the moment a client submits. The paralegal's manual re-entry step disappears entirely.

AI document drafting: a custom prompt library for Claude generates first drafts of wills and trusts from the intake data. What was taking 2 to 4 hours per client drops to a review-and-edit workflow.

Automated client communication: trigger-based emails for appointment confirmations, document request reminders, signing instructions, and post-signing follow-ups. When a meeting is booked, a prep checklist goes out automatically. When a document is signed, the next steps email fires on its own.

Asset inventory portal: clients get a secure link and fill out their asset information at their own pace. Data populates a structured spreadsheet by asset category. No more chasing PDFs and handwritten notes.

Meeting capture: Fireflies joins client consultations, transcribes them, and generates a summary with wishes and follow-up actions. Searchable records for compliance without anyone taking notes.

Eight weeks. Foundation in weeks 1 and 2: intake system and practice management integration live and tested. Communication automation in weeks 3 and 4. Document automation in weeks 5 and 6. Full deployment, asset portal, and team training in weeks 7 and 8.