Lead Management

Leads represent potential clients who have expressed interest in your services. Lawzana Flow helps you track them from first contact through to conversion into a matter.

Lead Sources#

Leads can enter your pipeline from multiple channels:

See Integrations to set up each channel.

Creating a Lead#

1. Go to Leads in the sidebar
2. Click New Lead
3. Fill in the lead details:
   • Full Name (required)
   • Email (optional)
   • Phone (optional)
   • Source — select from the dropdown
   • Practice Area (optional)
   • Assign To — yourself, a team member, or unassigned
   • Notes — any context about the inquiry
4. Click Create Lead

Views#

Switch between Board and List at the top of the page. Flow remembers the view you used last.

List View#

The list shows leads in a table. You can:

• Sort by triage (priority, the default), newest, oldest, name A–Z or name Z–A
• Filter by stage, or click Needs attention to see only high-priority, unread or stale leads
• Search by name, email or phone
• Click any lead to open its detail page

Board View#

The board is the default view. Each column represents a stage, and you can:

• Drag and drop leads between stages
• See lead counts per stage at a glance
• Quickly identify bottlenecks in your pipeline

Lead Stages#

Stages define the steps in your lead pipeline. New firms start with these five stages:

Stage Templates#

Click Apply Template in Settings → Lead Stages to switch to one of three templates:

• Default (5 stages): New → Contacted → Consulted → Retained → Lost
• Extended Pipeline (7 stages): New → Contacted → Qualified → Proposal Sent → Negotiating → Retained → Lost
• Simple (4 stages): New → In Progress → Retained → Lost

Lead Detail Page#

Click on any lead to view its detail page. It has three tabs, Overview, Timeline and Documents, and shows:

• Contact information — Name, email, phone, message
• Lead source — With an icon indicating the channel
• Created date — Shown as relative time (e.g., "3 days ago")
• Stage — Current pipeline position
• Assigned team member
• Activity timeline — Notes, calls, emails and reminders

Adding Activities#

On the Timeline tab, you can:

• Add Note about a conversation
• Log call
• Compose Email to the lead, or reply to an email
• Add reminder (see below)

Reminders#

Add a reminder to any lead you can work on: from the ⋯ menu at the top of the lead, the Reminders box on the Overview, or Add reminder next to the note box on the Timeline. Pick a day, and optionally a time and who it's for. It's for the lead's responsible lawyer unless you choose someone else.

Open reminders show:

• in the lead's Reminders box, with Done and a menu to snooze (tomorrow, next week or a date you pick) or edit,
• on Home, under Reminders: overdue, today and the next 7 days ("Mine" by default, or the whole firm),
• on the Calendar page, next to deadlines,
• in the daily agenda email of the person it's for. A missed reminder stays there until someone marks it done.

On the day (at the time, if you set one) its person also gets a notification in the app. Viewers can see reminders but can't add or complete them.

Leads From the Lawzana Directory#

A lead that comes in from the Lawzana Directory (a claimed lead or a direct message) is checked against your matters for conflicts by the client's name as soon as it arrives; the result appears on the lead page. Until someone at the firm acts on it, the lead page shows three first steps: Log your call, Add a reminder and Convert to matter.

AI on a Lead#

Documents and Key Facts#

Documents on a lead get the same key facts (dates, names and parties, claims, locations, amounts, each with its source) as matter documents.

• Documents your team uploads are read automatically.
• Documents the prospect sends through the portal are read once their intake is complete.
• A badge on each document in the lead's Documents tab opens its facts.

Photos and scans (JPEG, PNG, WebP) are read too; HEIC isn't supported. AI credits used: 1 credit per document.

AI Brief#

The AI brief on the lead's Overview is a short summary plus key facts drawn from the intake answers and the documents. Each fact cites its source, such as "Lease.pdf · Page 3" or "Intake answers · What happened?".

It's built automatically once intake is complete and again when documents finish being read. You can also click Generate brief or Regenerate at any time. The summary is written in the language of the lead's assignee (otherwise the firm owner, otherwise English); facts stay in the language they were written in.

AI credits used: 1 credit per brief

Limits on Automatic AI#

To keep credits in check, Lawzana Flow runs AI on a lead by itself for at most 5 documents and 3 briefs per lead. It never does so for lost or converted leads or leads with a confirmed conflict, and it never uses the last 20% of your monthly AI credits. Generating on demand is always available, except to Viewers, who can only read.

Owners and admins can turn automatic lead AI off in Settings → Subscription → Lead AI (Run lead AI automatically). When it's off, documents are only read and briefs only built when someone asks.

Ask AI#

Click Ask AI in the lead's header to chat about the lead. It answers from the intake answers, AI pre-screening, notes, emails, portal messages and the 10 most recent documents, and shows its sources as chips. The history is saved on the lead and shared with your team. Viewers can read the history but can't ask.

AI credits used: 2 credits per message

Converting a Lead to a Matter#

When a lead becomes a client:

1. Open the lead detail page
2. Click Convert
3. Set a Matter Title, and optionally the practice area, matter type and who it's assigned to
4. Click Create Matter. The lead's contact information is transferred to the new matter
5. The lead is marked as "Retained"

Leads in a Lost stage can't be converted. If Flow finds a confirmed conflict, you can still convert after writing a reason, which is recorded on the lead's timeline.

Your AI work comes along:

• Document key facts carry over with no second charge. A document still being read finishes onto the matter.
• Documents are indexed for Deep Search once.
• The AI brief becomes a note on the matter, so the matter's Ask AI knows it.
• The lead's Ask AI chat stays on the lead.

Fact Grid and playbook review work on matters only; after conversion, the brief card links to them.

Notifications#

When a new lead arrives through the website widget, the API, your contact page, Zapier or the Lawzana Directory, the person it's assigned to is notified (in the app and by email). Unassigned leads notify the firm's owners and admins. When a client books a meeting, the lawyer they booked with gets an appointment notification instead. The lead that opened a new Directory connection, and the historical leads imported with it, don't send notifications, so connecting doesn't flood your inbox.

Your daily agenda email (sent at 7:00 in your time zone) puts Lawzana Directory leads from the last 24 hours at the top ("Call Maria today"), followed by reminders due today or missed, deadlines and leads still waiting for a reply.

Configure notification preferences, including the daily agenda email, in Settings → Notifications.