Small and mid-sized law firms

The CRM for law firms.

GuardenerAI for law firms is a CRM that runs client intake, the engagement pipeline and client billing in one system. It is for small and mid-sized firms and solo practitioners who want every enquiry, matter and invoice tied to the client, without a separate intake tool, e-signature app and billing system.

New matters arrive by phone, web form and referral, and each one needs a conflict check, a scoped engagement letter and a signed agreement before work starts. GuardenerAI gives that path a pipeline, keeps the matter as a real record, and puts the client’s invoices on the same company or person.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Intake that never loses an enquiry

Web enquiries land as leads with their source attached, and every call or email becomes a task with an owner. Converting a qualified lead creates the client, the company and an opportunity in one step.

A pipeline built around how matters open

The Professional Services template adds Conflict Check and Engagement Letter stages to the opportunity board, so a prospective matter cannot quietly skip either one.

Engagement letters signed the same day

Send the engagement letter from the client’s record as a signature request. The client signs on any device, a partner countersigns, and the sealed PDF files itself on the record.

Bill the client from the client record

Raise invoices to the client company or person, take card payments by Stripe link on the Max plan, and see what is outstanding beside the matter history.

The modules this runs on

Deep dives for law firms

How you set it up

Shaped around how law firms actually work.

Start from the Professional Services starter template in Settings, then adjust anything. Everything a template adds stays editable.

From the starter template

Matters

One record per matter, linked to the client company, with practice areas such as Corporate, Litigation and Employment.

  • Matter Number
  • Client
  • Practice Area
  • Status
  • Responsible Partner
  • Opened
  • Hourly Rate
Built in

Opportunities

Each prospective matter, from first enquiry until the engagement letter is signed.

  • Title
  • Stage
  • Value
  • Probability
  • Expected Close Date
  • Lead Source
  • Next Step
You create it

Referral Sources

A custom object you add to see which accountants, banks and former clients send you work.

  • Name
  • Firm (lookup to Company)
  • Contact (lookup to Person)
  • Relationship
  • Last referral
  • Matters referred

Suggested stages on Opportunities (Professional Services template)

  1. Prospect
  2. Conflict Check
  3. Qualification
  4. Proposal
  5. Negotiation
  6. Engagement Letter
  7. Closed Won
  8. Closed Lost
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

New matter intake

  1. Run conflict check, high priority, due the day the plan starts
  2. Call the prospective client back, due day 1
  3. Send scope and fee proposal, due day 3
  4. Chase the engagement letter, due day 7
Signature template

Engagement letter

  1. Write the letter once, with the client’s name, your firm name and the sent date merged in
  2. Send it from the client’s person record
  3. The client signs by drawing or typing, after agreeing to sign electronically
  4. The responsible partner countersigns, and the sealed PDF lands in the client’s files
Duplicate rule

Clean client records

  1. Flag a new person whose email or normalised phone matches an existing client
  2. Flag a new company whose normalised name matches one on file
  3. Review flagged pairs in the duplicate queue and merge them field by field

Client confidentiality, handled with care.

Each firm’s data sits in its own isolated, encrypted space, with fixed roles that deny access by default and an audit trail of every change. The AI assistant works inside your workspace under the same permissions as the person asking. GuardenerAI is a CRM and billing system, not a document management or court-filing system, and it does not make compliance claims on your behalf.

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FAQ

Questions from teams like yours.

Is GuardenerAI a legal practice management system?
No. It handles intake, the engagement pipeline, client records, engagement letters and billing. Firms usually keep their document management and time-recording tools alongside it.
Can it run a conflict check for me?
It gives the conflict check its own stage and its own task, and search finds every person and company already on file. The judgement stays with your team.
Can clients sign engagement letters online?
Yes. Send a signature request from the client’s record. One client signs, and a partner or a team queue can countersign. The finished PDF is sealed and carries an evidence trail.
Can we track matters, not just deals?
Yes. The Professional Services template adds a Matters object with matter number, client, practice area, status, responsible partner, opened date and hourly rate, and you can add any fields you need.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for accounting firms, consulting firms and professional services. See every industry.

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