Integrations

Lawzana Flow brings new inquiries into one place, wherever they start: your website, your own contact page, your email, Zapier or the Lawzana Directory. It can also tell your other tools when you issue an invoice or get paid. This guide covers each channel and where to set it up. Most of them are in Settings, under Integrations.

Lead Capture Widget#

Embed a lead capture form on your website to receive inquiries in Lawzana Flow automatically.

Setting Up the Widget#

1. Go to Settings → Website Widget
2. Click Generate Widget Key (only the firm owner can manage the key and open the customizer)
3. Click Open Customizer and choose a Widget Mode:

Customizing the Widget#

Form Content:

• Form Title — Form heading (default: "Get in Touch")
• Description — Subheading or instructions
• Submit Button Text — Submit button label (default: "Submit")
• Success Message — Shown after submission (default: "Thank you! We'll be in touch soon.")

Style:

• Primary Color — Button and accent color
• Background — Form background
• Text Color — Label and body text color
• Border Color — Form border
• Border Radius — Corner roundness

Quick Presets: Default, Blue, Green, Purple, Rose, Amber, Dark

Button mode: set the Button Text (default: "Contact Us").

Floating mode:

• Position: left, center or right, at the bottom of the screen
• Button Size
• Icon Style: Chat or Form

Form Fields:

• Name (always required)
• Email (always required)
• Phone (optional: Show Phone Field, and Phone Required if you want it)
• Message (optional: Show Message Field)

Embedding on Your Website#

Open the Embed Code tab in the customizer, click Copy Code and paste it into your website HTML. It looks like this:

<div data-lawzana-widget data-options='{"mode":"inline","title":"Get in Touch"}'></div>
<script src="https://flow.lawzana.com/api/widget/embed.js?key=YOUR_KEY" async></script>

Leads from the widget show the source "Website".

Widget Security#

• Each widget key is tied to your organization
• Regenerate Key to invalidate the old one (existing widget installations stop working until you update them)
• Revoke Key to turn the widget off entirely
• Submissions are rate-limited to prevent abuse, and the same email sent twice within 24 hours creates only one lead

Contact Page#

Flow can host a simple contact page for your firm, with its own link and QR code. Every message sent from it arrives in Leads with the source "Contact page", and your team gets the usual new-lead email.

1. Go to Settings → Contact page
2. Click Create my page (we prepare it from your firm details). If your firm is connected to the Lawzana Directory, you can click Create it from my lawzana.com profile instead
3. Edit it in four tabs: Design, Text, Contact details and Link and visibility. Pick a style (Classic, Modern, Minimal, Bold or Custom) and a main color.
4. Click Publish my page, then share the link or the QR code

Nobody sees the page until you publish it. You can also ask the Assistant to change the page in your own words (2 AI credits per request); its changes go into your draft until you save. The page shows visits and messages for the last 30 days.

Search engines don't list the page unless you turn on Let search engines find this page. On paid plans you can hide the "Powered by Lawzana Flow" link. Only owners and admins can create or change the page.

API Integration#

To send leads from your own forms or systems, go to Settings → API Integration. It shows the endpoint, request fields (name, email, phone, message, source, referrer), code examples and a Send Test Lead button. It uses the same key as the website widget.

• Rate limits: 5 requests per minute per IP address, 10 per minute per key
• The same email sent twice within 24 hours creates only one lead
• New leads go to your first lead stage, unassigned

Email Forwarding#

Each person gets a private intake address. Forward client emails to it, automatically from your inbox or one at a time, and Flow files each message under the matching client.

1. Go to Settings → Email Forwarding
2. Click Create Email Connection and copy Your Intake Address
3. Set up forwarding in Gmail, Outlook or your email provider (the page has step-by-step instructions)

Flow only sees the emails that reach your intake address; it never logs into your mailbox. When the sender isn't one of your clients yet, the email waits in Email Review, where you can turn it into a lead or discard it. Leads created this way show the source "Email".

Booking Page#

Clients can book a meeting with you online, from your firm's public page, a link you share or their client portal. It's included on every plan.

Opening your booking page#

1. Go to Settings → Booking (owners, admins and members; viewers don't have it)
2. Set your booking name, time zone and an optional meeting link (your Meet, Teams or Zoom room), then click Save. If your firm has no public page address yet, an owner or admin sets one up from the same tab: it starts as a private draft, so nothing is published
3. Click Add a booking type: a name, length, weekly hours, buffers, minimum notice and how you meet (video, phone or in person)
4. Optional: paste your calendar's private iCal address under Block time from your own calendar, so clients can't book times when you're busy

Booking opens as soon as you have an active booking type. Each colleague sets up their own; owners and admins see the firm's hosts and can turn a colleague's booking off.

Where clients book#

• Your booking links: copy them from Settings → Booking. A link to one booking type goes straight to its calendar
• Your contact page: it shows a Book an appointment button when at least one colleague is open for booking. If you paste a Calendly or similar link in Settings → Contact page, that link is used instead
• The client portal: clients with a portal link see Book a meeting, with the lawyer on their matter first

Booked meetings appear in your Flow calendar and link to a lead or a matter. A new client becomes a lead with the source "Booking". Clients get a confirmation with a link to reschedule or cancel, and you're notified when they book, reschedule or cancel. To pause, turn off Accept online bookings: your settings are kept.

Zapier#

Use your Zapier API key to send leads into Flow from other tools you connect to Zapier, such as web forms, and to let your tools know about invoices and payments.

Setting Up Zapier#

1. Go to Settings → Zapier (owners and admins)
2. Click Generate API Key and copy it right away: you won't see the full key again
3. Open the Lawzana Flow app in Zapier and accept the invitation. The app is invite-only for now, so Zapier's search won't find it until you do. Settings → Zapier links to it too.
4. Create a Zap, choose Lawzana Flow and paste your API key when Zapier asks you to connect your account

To send leads into Flow, use the Create Lead action. Map the lead's name (required), and optionally email, phone, message and source name. Each Zap run creates a lead with the source "Zapier". If a lead with the same email arrived in the last 24 hours, no new lead is created.

Using another tool, such as Make? Send a POST request to https://flow.lawzana.com/api/zapier/leads with your key in the X-API-KEY header, and the lead's name (required), and optionally email, phone, message and source_name.

Billing Triggers#

The Lawzana Flow app in Zapier has four billing triggers:

• New Invoice Issued
• New Payment Received
• Invoice Paid (paid in full)
• Invoice Voided

Each trigger carries the invoice number, dates, status, currency, amounts (subtotal, discount, tax, total, paid, written off and balance), the bill-to details the invoice was issued with, the matter, the client's invoice link and the invoice lines. A payment also carries its date, amount, method and reference. A common use is copying invoices and payments into your accounting software, such as Xero. Support for Make is coming.

To let the triggers read your billing data, an owner or admin turns on Allow integrations to read billing data in Settings → Zapier, next to the API key. It is off by default, so a key created for leads doesn't start sharing client names and amounts on its own. While it is off, the billing triggers are refused.

Copying Invoices into Xero#

Flow doesn't sync with Xero directly yet. Until it does, three Zaps keep Xero up to date. Xero becomes your receivables ledger; you keep recording time, invoices and payments in Flow.

1. New Invoice Issued → Xero invoice. Find the Xero contact by the client's email, or create it with the client's name, email, tax ID and country. Create a sales invoice with the same number, dates and currency, and the matter as the reference. Add one Xero line per Flow line, at quantity 1 for the line's amount (quantity × rate can be a few cents off on short time entries), with the account code and tax rate your accountant chose. Add any discount as a negative line.
2. New Payment Received → Xero payment. Find the Xero invoice by its number and apply the payment's amount, date and reference to your bank account. Don't record money on Invoice Paid as well: the payments already did.
3. Invoice Voided → void in Xero. Find the Xero invoice by its number and void it.

Use the decimal amounts (such as 1250.00), not the amounts in cents, and keep the event's ID (in the Xero reference, for example) so a replayed Zap doesn't create a duplicate. Invoices in a currency other than your Xero organization's base currency need a Xero plan with multi-currency. Each trigger carries up to 500 invoice lines. Write-offs and deleted payments have no trigger, so adjust those in Xero by hand.

API Key Security#

• Your API key lets anyone who has it create leads in your organization and, with billing access on, read your invoices and payments
• Treat it like a password: don't share it publicly
• Regenerate Key if you suspect it's been compromised, or Revoke Key to stop all Zaps. Existing Zaps stop working until they get the new key

Lawzana Directory#

Connect your Lawzana Flow workspace to your firm's listing on the Lawzana legal directory. Connecting doesn't change your listing, profile or ranking.

What It Does#

• Receive leads: leads you claim and direct messages you receive in the Directory are created as leads in Lawzana Flow, marked with the source "Lawzana"
• Sign in from Lawzana: Open in Flow on a lead in your Lawzana dashboard signs you in to Flow, no Flow password needed
• Seats and AI credits: a paid Directory plan adds Flow seats and AI credits to your workspace

Connecting#

The usual way is to click Open in Flow on any lead in your Lawzana dashboard. The first time, Flow shows one confirmation screen, creates your Free workspace if you don't have one, connects the firm and opens the lead. Leads and messages from the last 90 days are imported (choose Import older leads too for more). Once connected, Open in Flow goes straight to the lead.

If you created your Flow workspace separately, an owner or admin can connect it by hand: go to Settings → Lawzana Directory, click Generate Pairing Token and paste the token into your Lawzana dashboard under Settings > Lawzana Flow CRM within 30 minutes. The connection stays active until you disconnect it.

Lead Flow#

When you claim a lead or receive a message in the Directory:

1. A lead is created in Lawzana Flow with the person's name, email, phone and message
2. Its source is marked as "Lawzana"
3. The client's name is checked against your matters for conflicts
4. The assigned team member (or, if unassigned, the owners and admins) is notified, and the lead tops the next daily agenda email

Start AI pre-screening automatically (off by default) lets the AI assistant email each new Directory lead right away with a few intake questions, from the assigned lawyer's email connection. The lawyer needs no email set-up: Flow creates their reply address the first time. If they have turned their Flow email off, the prospect gets only the intake form link. Imported leads are never contacted.

Calendar Feed#

See your Flow deadlines and lead follow-ups in Google Calendar, Outlook or Apple Calendar.

1. Go to Settings → Calendar feed
2. Click Create calendar link
3. Click Add to Google Calendar or one of the Outlook buttons, or paste the link into Apple Calendar

The feed shows deadlines on the matters you can see, your lead reminders and the meetings clients book with you. It's one-way: changes made in your calendar don't come back to Flow. Calendar apps refresh on their own schedule, so a new deadline can take several hours to appear (Outlook sometimes only once a day). Anyone with the link can see these events, so Regenerate link if it gets out.

Stripe (Subscription)#

Stripe handles the payments for your Lawzana Flow subscription. This is configured automatically, with no setup needed on your end. It is not used to collect payments from your clients.

• Payment methods are managed through the Stripe billing portal
• Access it from Settings → Subscription → Manage Billing
• See Billing & Plans for details