Why this guide
Small firms don't have months for rollouts. You need a platform that captures leads, triages intelligently, auto-schedules calls, collects documents, and tracks conversion without extra admin. This guide gives you a practical framework to pick the right system the first time.
Evaluation criteria (what really matters)
- Lead capture & channels: forms, chat, email parsing, phone logs; do enquiries flow into one queue?
- No-code workflows: branching questions, matter types, templates; can non-technical staff edit?
- Speed to contact: autoresponders, SMS/email, call-back prompts, SLA timers, assignment rules.
- Calendars & meetings: Outlook/Google sync, round-robin, buffer times, video links, reminders.
- e-Signature & payments: bundled or integrated? Is the mobile experience frictionless?
- Conflicts & compliance: KYC prompts, audit trail, consent/retention, GDPR & UK data residency options.
- Reporting: source-to-instruction funnel, stage drop-off, user performance, matter value by source.
- Open ecosystem: Clio/Practice Management, Outlook/Gmail, document tools; API/webhooks for growth.
- Onboarding & support: migration help, templates by practice area, live chat, uptime transparency.
- Pricing clarity: per-user vs per-matter; what's included day one; no surprise add-ons.
How InflowQ maps to the checklist
- No-code flow designer for family, immigration, PI and private client; reusable templates.
- Omnichannel capture: web forms, email intake, call-back widget; unified inbox with SLA timers.
- One-click meeting links with calendar sync; automated reminders reduce no-shows.
- Consent logging and configurable retention policies for GDPR; exportable audit trail.
- Dashboards: first-response time, show-rate, conversion to instruction, value by source.
- Native e-signature or plug-in; payment links for initial fees/deposits.
Scoring table (printable)
Score candidates 1–5 on each criterion, then add notes on risks and migration effort. Highest total isn't everything—prefer the platform your team will actually use.
Rollout plan that works for small firms
- Week 1: import enquiry sources, build 2–3 core flows, set autoresponders.
- Week 2: connect calendars and e-signature, turn on dashboards and weekly email reports.
- Week 3: staff training + test with 10 real leads; fix friction points.
- Week 4: go live; book a 30-day optimisation with your account manager.
FAQs
- How long does setup take? Typically days, not months, if templates are used.
- Do I need a CRM too? Intake can cover early funnel; integrate to PMS/CRM for full lifecycle.
- Is data stored in the UK? Confirm region, backups, and portability in your DPA.
Next steps
- Book a demo → https://inflowq.com/contact
- Explore features → https://inflowq.com/features
- Pricing → https://inflowq.com/pricing