Legal and tax office intake: record requests and follow-ups

Illustrative workflow. The situations and messages below are fictional examples, not customer testimonials or measured results.

Keep the first reply limited

A fictional callback can request a name and a convenient time to talk. Ask clients to confirm the office’s secure submission method before sending detailed documents. Do not automatically respond with professional conclusions.

Separate three kinds of notes

Record the client’s request, matters still to verify and the next action. Do not mix unverified client statements with a professional’s reviewed conclusions. Check names, amounts and dates in AI summaries.

Use verified document lists

The responsible professional should approve requested documents and deadlines. A generic message can direct the client to that list; it should not invent a filing requirement or calculate a statutory deadline.

Manage follow-up responsibility

Use tasks for intake and document-receipt checks while retaining the office’s formal deadline controls. Share records only within the appropriate access scope. Software use alone does not satisfy confidentiality or data-protection obligations.

Continue with the guide

• Manage appointments and today’s tasks on your PC
• Keep customer conversation records on your PC
• Set up callback messages: timing, recipients and frequency