Automate Client Inquiries and Scheduling with Voice AI

Most firms first try a standard phone tree or IVR system. These are rigid and frustrating for potential clients in distress. A caller with a sensitive family law issue will not navigate a menu that forces them to 'Press 3 for domestic relations'. They cannot understand natural language, so if a caller asks a specific question, the system fails.

Many then switch to a live answering service. These services provide a human touch but are expensive and inflexible. A remote receptionist reads from a static script and cannot ask dynamic qualifying questions. If a potential client asks about a specific attorney's experience, the receptionist can only take a message. This delays the intake process by hours, giving the lead time to call a competitor, and still costs the firm $15-20 per call, qualified or not.

A 10-attorney personal injury firm we spoke with was losing leads this way. A high-value car accident case called at 7 PM. The answering service took a name and number. By the time a paralegal called back at 9 AM the next day, the prospect had already retained another firm. The firm lost a potential six-figure case and still paid a $1,200 monthly bill for the answering service.

Syntora's engagement would begin with a discovery phase to map your firm's specific intake questionnaire into a structured conversational flow. We would use the Claude API's function calling capabilities to define the key information for extraction, such as the date of injury or parties in a contract dispute, tailored to each matter type. This core logic would be engineered as a Python service using FastAPI to handle webhooks from your telephony provider.

For managing the live call, the system would integrate with the Twilio API. Audio streams would be transcribed in near real-time. The FastAPI service would send this text to the Claude API to determine the next conversational step, utilizing a text-to-speech engine to generate a spoken response rapidly. Supabase would be implemented to log every turn of the conversation, creating a permanent, auditable record. Syntora has extensive experience building document processing pipelines using the Claude API for financial documents, and the underlying pattern for conversational flow and data extraction is directly applicable here.

Once a lead is qualified, the system would query your firm's calendar via the Microsoft Graph API or Google Calendar API. It would identify the appropriate attorney based on matter type and availability, then proceed to book the consultation. The system would then generate and send a confirmation email to the new client and create a contact record in your practice management software, populating relevant custom fields from the call data.

Syntora would design the system for deployment on a serverless architecture, typically using AWS Lambda. This approach offers scalability and helps manage operational costs efficiently. A summary of every call, including the full transcript and a link to the audio recording stored in AWS S3, would be posted to a designated Slack channel for your intake team's review. Furthermore, every AI decision would include an audit trail with a confidence score for transparency.