Grow your client base, streamline intake, and never miss a follow-up again.
This is part of our larger Legal Tech Guide for Solo Attorneys in 2025.
What Is a CRM, and Why Do Law Firms Need One?
A CRM (Customer Relationship Management) system helps businesses manage relationships with clients and leads.
For law firms, a CRM is more than a contact list. The CRM is your centralized system that tracks every interaction with potential and current clients, from the first intake form to the final invoice.
In other words, CRM software for law firms is like having a digital assistant that ensures:
- No lead is forgotten
- Every follow-up is timely
- Intake is consistent and organized
- You can track where your leads are coming from (and what’s working)
What Problems Can a CRM Solve for Attorneys?
For solo and small firm attorneys, the right CRM can solve key business problems:
Lead Tracking
Know who contacted your firm, when they reached out, what they need, and where they are in your intake pipeline.
Automated Follow-Ups
Set reminders or automations to follow up with leads who didn’t schedule a consult or who need documents.
Consistent Intake Workflows
Create repeatable steps and workflows for each new client whether that's forms, checklists, appointments, conflict checks, and welcome messages.
Marketing Attribution
Track which channels (e.g., Google Ads, referrals, your website) are generating qualified leads. This is extremely important if you're thinking of running paid ads to grow your number of leads.
Centralized Contact Management
Store client communication, notes, emails, and intake forms in one secure, searchable place.
Two Types of CRM Solutions for Law Firms
There are two main categories of CRM tools attorneys can choose from:
1. Legal-Specific CRM Tools
These are CRMs built specifically for law firms. They often include built-in intake forms, document automation, client portals, and integrations with your case management system.
Benefits:
- Built-in legal intake workflows
- Preloaded with law firm-specific templates and language
- Designed for ethical and compliance needs (e.g., conflict checks, secure storage)
- Often integrate with practice management and billing platforms
Best for: Attorneys who want plug-and-play functionality tailored to legal workflows
2. General-Purpose CRM Tools
General CRMs like HubSpot, Pipedrive, or Airtable can be customized to handle legal intake, but they require more setup. The tradeoff is flexibility and often lower costs.
Benefits:
- Highly customizable workflows
- Advanced reporting and automation
- Often free or inexpensive for solo attorneys
- Integrates with many tools (email, calendar, website forms)
Best for: Tech-savvy attorneys or firms with unique or nontraditional workflows
Best Practices for Setting Up a CRM in Your Law Firm
No matter which CRM you choose, these best practices will help you set up a system that actually works (and doesn’t just become another app you forget to open):
1. Map Your Ideal Intake Workflow First
Before you set up a CRM, write down the exact steps that should happen when a new lead comes in. This usually includes:
- Lead capture (form, phone, referral)
- Initial qualification (e.g., conflict check or case fit)
- Scheduling consult
- Collecting documents or intake form
- Engagement letter and onboarding
2. Use Tags or Pipelines
Track where each lead is in your funnel: New → Contacted → Consult Scheduled → Retainer Signed → Onboarded. CRMs let you assign tags or move people between stages automatically.
3. Automate Follow-Ups (But Keep It Human)
Use automation to send reminders, intake forms, or confirmation emails—but always personalize key messages like your welcome email or post-consult recap.
4. Integrate With Other Tools
Connect your CRM with your website forms (e.g., contact form), calendar, e-signature tool, and practice management system. This avoids double-entry and missed handoffs.
5. Review the Data Monthly
Track how many leads came in, how many converted, where they came from, and what bottlenecks exist. Use this data to improve your intake and marketing process.