From first call to engagement letter: run a matter pipeline
Set up a matter pipeline with stages, conflict recording and task rules, so every prospective matter moves from first call to signed engagement.
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A matter pipeline in LeadLex is a board where each deal is a prospective matter and each column is a stage between the first call and the signed engagement letter. Create the pipeline, put the conflict check on the deal before the proposal stage, and let task rules create the follow-ups.
LeadLex records your conflict outcome. It does not decide the conflict for you.
Steps
1. Create the pipeline and its stages
A workspace admin opens Pipeline, then Pipeline settings → Pipelines & stages → New pipeline. Other members see these settings read-only. For each stage, set a probability and an SLA in days, the days-in-stage limit that flags a deal as At risk. Workspaces that have not customised their pipelines start with an Acquisition pipeline whose stages are Identified, Contacted, Discovery / Meeting Set, Proposal Sent, Negotiation / Awaiting Decision and Engaged, with Declined for lost work. Mark the stage that means won and the one that means lost. See Deals and pipelines for matters.
2. Set the deal types and fee models
On a new deal, pick the Type, or choose + Add custom type… to add one such as patents, trade marks or litigation to your workspace's list. Fee Model is under + More details, with Hourly, Fixed Fee, Contingency, Retainer, Blended and Other. The Matter types and Fee structures lists in Pipeline settings do not change these menus.
3. Create a deal after the first call
From the company, choose Add deal, or New deal on the Pipeline page. Both open the same New deal panel. Name the opportunity, enter Value and Win probability, pick the Stage, Pipeline, Type and Main contact, and open + More details for the Decision maker, Relationship partner and Fee Model.
4. Record the conflict check
Run your own conflict search in the way your firm requires. Then open the Conflict tab on the deal and choose Mark pending or Mark cleared. To screen names against your own CRM first, ask Lexi to run the Conflict Check skill. It searches only your workspace data, and the decision stays with your firm.
5. Let task rules create the routine tasks
Admins can enable New deal: conflict check + engagement letter under Settings → Task rules. When a deal is created it creates a high priority task to run the conflict search and send the engagement letter and terms. See Tasks, notes and follow-ups.
6. Move the deal and take the next step
Drag the card to the next stage. LeadLex offers a next step that fits, such as Send stage update email, Create follow-up task or Schedule meeting. When the deal is won it offers Send thank-you email, Create onboarding task and Schedule kick-off.
Lexi prompts
Run a pipeline health check.
Which deals have been in Proposal Sent for more than 14 days with no activity? Suggest the next step for each.
Draft a proposal cover email for Brandt & Keller's opposition matter at Orbis Batterietechnik, based on my notes and emails with the client.
Create a task for me to send the engagement letter for the Orbis opposition matter, due in two days.
Template to set up
| Item | Setting |
|---|---|
| Stages | Identified, Contacted, Discovery / Meeting Set, Proposal Sent, Negotiation / Awaiting Decision, Engaged, Declined |
| Probability | Rises with each stage, for example 10, 20, 40, 60, 80, 100 percent |
| Stage limit | A days-in-stage limit on every open stage, so slow matters are flagged |
| Deal types | Your firm's list, added with + Add custom type… on a new deal |
| Task rule | New deal: conflict check + engagement letter |
How to measure it
- Weighted pipeline. The Weighted figure at the top of the Pipeline page.
- Matters past their stage limit. The At risk figure, which counts deals past their stage SLA.
- Time from first call to engagement. The difference between the deal's creation and its won date, matter by matter.
- Proposal to engagement rate. Deals that reached Engaged, against deals that reached Proposal Sent.
- Conflict status. No deal at proposal stage should show Not run or Pending on its Conflict tab.
FAQ
What is a matter pipeline?
It is a board of prospective matters, one deal per matter, grouped by stage from first contact to signed engagement. Each deal carries a value, a probability, an owner and a next step.
Does LeadLex run the conflict check for me?
The Conflict tab records your outcome as Cleared, Pending or Not run. It does not run a search itself. Lexi can screen names against your own CRM, but the decision to clear a conflict stays with your firm.
Can the pipeline stop a matter from advancing before the conflict check?
Not today. Record the outcome on the Conflict tab and use the task rule above, so the check is a task with a due date.
Can I bring my current matters in from a spreadsheet?
Yes. Use Import on the pipeline for deals. Admins can also import from Settings → API & Data → Import & Export, which has templates for exports from Clio, Practice Panther and MyCase.
Something here does not match what you see in LeadLex? Write to lexi@leadlex.com and we will correct it.
