HAWM LAW AFTER HOURS AI INTAKE RECEPTIONIST - PROPOSAL
Prepared for: HAWM Law
Prepared by: Automate Your Biz (AYB AI)
Date: December 15, 2025
EXECUTIVE SUMMARY
We will custom-develop the HAWM Law After Hours AI Intake Receptionist to handle all out-of-hours inbound calls for your firm.
Today, after-hours callers are routed to a generic voicemail. Your team then attempts to return these calls the following business day or after the weekend, at which point many callers are no longer expecting your call and some have already retained another firm.
Our solution will:
  • Instantly answer after-hours calls in a friendly, professional, and human-like manner.
  • Represent HAWM Law as a branded AI receptionist aligned with your tone and intake process.
  • Capture caller details, perform intake for key practice areas, and schedule follow-up or consultations.
  • Integrate with your existing tools: Lawmatics (CRM/automation), Smokeball (case management), Outlook & Microsoft Bookings (calendars/scheduling), and LawPay (payments).
The goal is simple: never send an after-hours call to voicemail again, increase signed retainers, and generate a clear, measurable uplift in revenue.
THE PROBLEM
195 Lost Opportunities Monthly
HAWM Law receives ~195 out-of-hours calls each month that currently go to voicemail.
Delayed Response Times
Callers are not contacted until the next business day or after the weekend.
Lost to Competitors
By the time your team calls them back, many callers are no longer expecting the call and some have already engaged another law firm.
First Responder Wins
Prospective clients in your practice areas typically retain the first firm that responds promptly and gives them confidence.
This is resulting in significant lost revenue and missed opportunities for high-value cases that could have been retained with immediate, human-like after-hours intake.
THE SOLUTION
We will custom-develop the HAWM LAW AFTER HOURS AI INTAKE RECEPTIONIST to:
Immediate Response
Immediately answer all after-hours inbound calls.
Professional Greeting
Greet callers in a warm, empathetic, and professional manner that reflects HAWM Law's brand and values.
Smart Routing
Identify the reason for the call and route callers through tailored intake flows for core practice areas (Family Law, Immigration, Criminal Defense, Personal Injury, Client Support).
Complete Intake
Capture all key intake information, contact details, and preferred times for follow-up or consultation.
Schedule Consultations
When applicable, offer to schedule a paid consultation with a low upfront fee (~$100) and send LawPay links and pre-consult questionnaires.
Seamless Integration
Sync intake, appointments, and outcomes back into Lawmatics, Smokeball, Outlook/Microsoft Bookings, and LawPay so the team has everything they need ready for the next business day.
In short: the AI receptionist works 24/7, so your attorneys and staff do not have to.
RETURN ON INVESTMENT
  • Never send an out-of-hours call to voicemail again.
  • Generate more signed retainers with 24/7 intake coverage.
  • Increase top line revenue by +1–5% with instant call answering and structured intake.
  • Based on our last Zoom meeting, you shared, for every 100 call inquiries, approximately 58 ( 58% ) convert to paid clients, with an average case value of $5,500.
  • With our After Hours AI Intake Receptionist, we typically increase case conversion rates by +1–5%.
Revenue Impact
Using your own figures
1%
Lift
+$10,725 per month | +$128,700 per year in new revenue.
2%
Lift
+$21,450 per month | +$257,400 per year in new revenue.
3%
Lift
+$32,175 per month | +$386,100 per year in new revenue.
4%
Lift
+$42,900 per month | +$514,800 per year in new revenue.
5%
Lift
+$53,625 per month | +$643,500 per year in new revenue.
AFTER-HOURS AI INTAKE ISN'T JUST A 'NICE TO HAVE' …
IT'S A DIRECT, MEASURABLE LEVER TO SIGNIFICANTLY INCREASE REVENUE WITH A CLEAR PATH TO ROI.
AYB AI TESTIMONIALS
HEAR WHAT OTHERS ARE SAYING…
Advocate Rights Center,
Dallas, Texas.
LEGAL INDUSTRY
ROBERT WILSON - FOUNDER
It’s been a great pleasure working with AYB AI.
They are very knowledgeable and experienced in AI-generated communications.
We consider AYB AI to be a valued & trusted partner.
⭐⭐⭐⭐⭐
Preferred Fertility Concierge,
Atlanta, Georgia.
HEALTHCARE INDUSTRY
TAKERA MITCHELL - FOUNDER
AYB AI exceeded my every expectation and went above and beyond to come up with a solution for my somewhat complex request.
Not only was the service thorough and timely but the customer service was superb.
AYB ensured my needs were understood and followed up with me consistently throughout the entire process.
I highly recommend AYB for any of your automation needs!
⭐⭐⭐⭐⭐
Norton IB,
United Kingdom.
INSURANCE INDUSTRY
BEN WHITE - HEAD OF OPERATIONS
It's been a pleasure working with AYB AI. We had already started looking into how AI can improve productivity & performance and their solution certainly did both of those things.
We have been able to integrate their voice agent in to our lead chasing which has had a huge positive effect. Getting our prospects to answer the phone was our biggest issue (even when they request call backs on our website).
After introducing the voice sales agent, our contact rate has improved from 40% to over 60% - which has exceeded our hopes and targets!
⭐⭐⭐⭐⭐
Blip Payments,
Ireland.
FINANCIAL SERVICES INDUSTRY
HUGO URIEN - FOUNDER
Working with AYB AI has been the definition of tailored professionalism. They have had a personal touch from day one and are very quick to respond and make changes as needed.

AYB AI developed several solutions for us that have helped our business become more systematic and efficient.
They take the time to really understand the goal and offer solutions to get there.

I plan to continue to work with AYB AI and would recommend them to anyone who is looking to optimize systems in their business.
⭐⭐⭐⭐⭐
Navigation
TABLE OF CONTENTS
  • GOALS & CURRENT CONTEXT
  • SCOPE OF WORK (AFTER HOURS AI INTAKE RECEPTIONIST)
  • SOLUTION DESIGN
  • INTEGRATIONS & DATA
  • PLAN OPTIONS & FEATURES
  • PRICING & TERMS
  • AI USAGE & BILLING
  • COMPLIANCE & SECURITY (PRIVACY, ETHICS, TCPA)
  • SUPPORT & SLA
  • ASSUMPTIONS, RISKS & MITIGATIONS
  • NEXT STEPS
1) GOALS & CURRENT CONTEXT
YOUR GOALS:
  • Capture and qualify after-hours leads instead of sending them to voicemail.
  • Increase signed retainers across core practice areas (Family Law, Immigration, Criminal Defense, Personal Injury).
  • Maintain a high-quality, empathetic caller experience that reflects HAWM Law's brand and values.
  • Integrate intake with your existing systems: Lawmatics, Smokeball, Outlook/Microsoft Bookings, and LawPay.
CURRENT STATE:
  • ~195 after-hours calls/month are going to generic voicemail.
  • Many of these callers either do not leave complete information or do not answer when called back.
  • Follow-up is delayed to the next business day or after weekends, reducing conversion rates.
OBJECTIVE:
Deploy a 24/7 AI intake receptionist that instantly answers after-hours calls, completes structured intake, schedules consults when appropriate, and pushes all data back into your systems - so your attorneys can start each morning with a clear, prioritized list of warm, pre-qualified opportunities.
2) SCOPE OF WORK (AFTER HOURS AI INTAKE RECEPTIONIST)
IN-SCOPE (PHASE 1):
01
Build AI Receptionist
Design and build the HAWM Law After Hours AI Intake Receptionist.
02
Configure Intake Flows
Configure intake flows for key practice areas:
  • Family Law
  • Immigration
  • Criminal Defense
  • Personal Injury
  • Client Support / Existing Clients
03
System Integration
Integrate with:
  • Lawmatics for CRM, automation, and lead tracking.
  • Smokeball for matters/case management where applicable.
  • Outlook & Microsoft Bookings for calendar and scheduling.
  • LawPay for consult-fee payment links.
04
Data Capture
Capture caller details (name, phone, email, reason for call) and structured intake fields.
05
Consultation Scheduling
Offer and schedule paid consults where applicable, sending pre-consult questionnaires and payment links.
06
Follow-up Communications
Send SMS/email confirmations and reminders to ensure follow-through.
3) SOLUTION DESIGN
CHANNELS:
After-hours inbound phone calls to HAWM Law's main numbers, routed to the AI receptionist when human staff are unavailable out of hours.
AI CORE:
Voice-enabled AI receptionist with natural, empathetic conversation style tuned for legal intake.
Scenario-based prompts and practice-area specific flows.
Guardrails to keep the AI in "intake only" mode (no legal advice).
KEY CAPABILITIES (ALL PLANS):
  • Answer after-hours calls immediately with a branded greeting.
  • Confirm practice area and reason for call.
  • Collect caller contact details and key intake information.
  • Schedule callbacks or consultations into Outlook/Microsoft Bookings.
  • Trigger follow-up sequences and task creation in Lawmatics / Smokeball.
  • Log all interactions for reporting and QA.
4) INTEGRATIONS & DATA
LAWMATICS (CRM + AUTOMATION)
  • Create or update contact records with intake data.
  • Tag and segment leads by practice area, source, and AI pathway.
  • Trigger nurture sequences and internal alerts for high-value leads.
SMOKEBALL (CASE MANAGEMENT)
  • Push qualified leads and new matters into Smokeball with key intake details.
  • Map practice areas and case types to Smokeball fields where appropriate.
OUTLOOK & MICROSOFT BOOKINGS (CALENDAR / SCHEDULING)
  • Schedule callbacks and consultations into the correct calendar(s) per practice area or attorney.
  • Respect existing availability rules and time zones.
LAWPAY (PAYMENTS)
  • Send secure payment links for low consult fees (~$100) when applicable.
  • AI will not collect or store raw card data; all payments occur via LawPay's secure hosted pages.
DATA HYGIENE:
  • Intake data will be structured for easy reporting (practice area, eligibility status, scheduled/not scheduled, etc.).
  • PII will be captured minimally.
Choose Your Plan
5) PLAN OPTIONS & FEATURES
You can choose from 3 plan options, depending on how advanced you want the AI intake flows to be…
STANDARD PLAN OVERVIEW
STANDARD PLAN DETAILS…
One general AI receptionist for all call types
Answers after-hours inbound calls
Identifies the reason for the call at a high level
Explains that the team is not available right now but will follow up as soon as possible
Collects contact details (full name, phone number, email)
Asks potential clients when they are available for a callback during opening hours
Schedules a callback in a general firm calendar for a human team member to follow up
Sends appointment reminders via SMS and email to ensure follow-through
One-time development fee:
$495
Monthly maintenance & support fee:
$395
AI usage billed separately "at cost":
Approximately $0.12–$0.14 per minute.
MEDIUM ADVANCED PLAN OVERVIEW
MEDIUM ADVANCED PLAN DETAILS…
Team of ~6 AI agents
Handle calls for major call types (Family Law, Immigration, Criminal Defense, Personal Injury, Client Support).
Immediate Answer
Immediately answers after-hours inbound calls.
Smart Transfer
General AI receptionist identifies the reason for the call and transfers caller to the correct AI agent based on inquiry type.
Each specialist AI agent asks 1–2 key qualifying intake questions relevant to that area of law.
If the caller is NOT eligible:
The AI politely explains that the firm cannot help at this time and updates the tracking report.
If the caller IS eligible:
  • Confirms the team is not available right now.
  • Collects contact details (full name, phone, email).
  • When applicable, asks if they would like to schedule a consultation with a low upfront fee (~$100).
  • Asks for preferred consultation times during office hours.
  • Schedules the consultation in the appropriate attorney's calendar based on inquiry type.
  • Sends the pre-consult questionnaire and LawPay payment links to complete payment.
  • Sends appointment reminders via SMS and email.
All performance metrics (call volume, qualified vs not qualified, bookings, no-shows, conversions) are tracked in a shared dashboard so HAWM Law can view performance anytime.
One-time development fee:
$1,800
Monthly maintenance & support fee:
$495
AI usage billed separately "at cost":
Approximately $0.12–$0.14 per minute.
HIGH ADVANCED PLAN OVERVIEW
HIGH ADVANCED PLAN DETAILS…
Team of 20–22 AI agents, providing a dedicated AI intake specialist for each practice area and key inquiry type, similar to the initial Loom video shared with Sasha.
Immediate Answer
Immediately answers after-hours inbound calls.
Identify Inquiry
General AI receptionist identifies the reason for the call.
Transfer to Specialist
Transfers caller to the most appropriate AI specialist agent for that inquiry type.
Fallback Agent
Includes a fallback AI agent when the inquiry is not a direct match to defined practice areas.
Each specialist AI agent:
  • Asks all qualifying intake questions related to that specific inquiry type.
  • Determines eligibility based on criteria you define per practice area.
  • If not eligible, politely advises that the firm cannot assist at this time and updates the tracking report.
  • If eligible:
  • Collects contact details (full name, phone, email).
  • When applicable, invites the caller to schedule a consultation with a low upfront fee (~$100).
  • Asks when they are available to attend an in-office consultation during opening hours.
  • Schedules the consultation in the specific attorney's calendar matching the practice area.
  • Sends pre-consult questionnaires and LawPay payment links.
  • Sends appointment reminders via SMS and email.
All performance metrics are tracked in a comprehensive dashboard, shared with HAWM Law for ongoing transparency and optimization.
One-time development fee:
$3,500
Monthly maintenance & support fee:
$595
AI usage billed separately "at cost":
Approximately $0.12–$0.14 per minute.
6) PRICING & TERMS (SUMMARY)
Flexible Plans
Choose between Standard, Medium Advanced, or High Advanced plans.
Transparent Pricing
One-time development fees and ongoing monthly maintenance as outlined above.
Usage-Based AI Costs
AI usage billed separately at underlying vendor cost, estimated $0.12–$0.14 per minute.
Future Upgrades
Optional future upgrades between plans as your needs evolve.
7) AI USAGE & BILLING
  • Usage is billed at cost (no markup) based on underlying AI + telephony vendor rates.
  • Estimated blended rate: ~$0.12–$0.14 per live minute of AI call time.
Monthly reporting will include:
  • Total minutes used.
  • Number of calls handled.
  • Average call duration.
  • Estimated cost per call.
  • Total qualified consults booked.
8) COMPLIANCE & SECURITY (PRIVACY, ETHICS, PCI, TCPA)
Intake Only - No Legal Advice
The AI Intake Receptionist operates strictly as an intake and scheduling tool, not as a provider of legal advice.
Secure Data Flow
All data captured flows into your existing systems (Lawmatics, Smokeball, Outlook/Microsoft Bookings, LawPay).
PCI Compliance
LawPay is used for payments; the AI never collects or stores full card details for PCI compliance.
TCPA Compliance
SMS and email reminders will include appropriate opt-out language and will be configured to comply with TCPA and applicable messaging guidelines.
Legal Ethics Review
Scripts will be reviewed with your team to ensure alignment with legal ethics, confidentiality requirements, and firm policies.
9) SUPPORT & SLA
AYB AI SUPPORT HOURS:
Monday–Friday, 9am–5pm EST via Zoom, Slack, or email.
RESPONSE TARGETS:
P1 (system down / critical issue)
Response within 2-4 business hours.
P2 (degraded performance / non-critical issue)
Same business day.
P3 (all other support request types)
Within 1 business day.
10) ASSUMPTIONS, RISKS & MITIGATIONS
ASSUMPTIONS
System Access
HAWM Law provides access and credentials for Lawmatics, Smokeball, Outlook/Microsoft Bookings, and LawPay.
Defined Policies
Intake scripts, qualifying criteria, and consult-fee policies are agreed upon in advance for each practice area.
RISKS & MITIGATIONS
Caller Confusion / Edge Cases
The AI will have a clear fallback mechanism to route complex or unusual inquiries to a human team member on the next business day.
Adoption Risk
We will closely monitor the AI receptionist at go-live, manually reviewing call transcripts daily and quickly adjusting flows to optimize performance.
11) NEXT STEPS
Ready to elevate your after-hours intake? Here's how we get started:
Confirm Your Plan
Select Standard, Medium Advanced, or High Advanced.
Approve Agreement
Sign the service agreement to finalize scope, pricing, and terms.
Provide System Access
Grant necessary access to Lawmatics, Smokeball, Outlook, and LawPay.
Schedule Kickoff Call
A 60-minute session to define flows, criteria, and metrics.
Custom-Development Timeframe
Once approved, development begins! Expect delivery in ~3 weeks, setting a clear path to increasing signed retainers and revenue at your firm.