Automation for Smokeball
Smokeball, with every lead worked to an answer.
Smokeball tracks leads as well as matters. The automation we build keeps those leads moving: a fast first reply, follow-ups until the enquirer instructs or says no, and a review request once a matter has closed well.
Start from what’s there
What Smokeball covers, and what it leaves.
What Smokeball already does
Cloud practice management with automatic time recording, document automation, intake forms, a client portal, online payments, and e-signature through InfoTrack. Leads can be tracked alongside matters.
Where leads still slip
A lead in Smokeball is only as good as the next contact. A conveyancing enquiry that gets a reply the following afternoon may already have gone to another firm. Leads that don't instruct straight away are rarely followed up twice. And when a matter closes well, nobody asks the client to say so where the next client will see it.
What we automate
How it works, step by step.
- 01
Web enquiry to Smokeball lead
Starts when: someone submits an enquiry on your website.
- A lead is created in Smokeball with the enquiry and the type of matter.
- The enquirer gets an acknowledgement saying who will be in touch and when, with no advice in it.
- The relevant fee earner is notified straight away.
- Enquiries that look outside the firm's areas of work are flagged rather than acknowledged as normal.
- 02
Leads that don't instruct
Starts when: a lead is still open after the period you choose.
- Open leads are checked against the matters they've been converted into.
- Each fee earner gets a list of their open leads, oldest first.
- Where they approve, a short follow-up goes to the enquirer in their name.
- Converting the lead to a matter, or closing it, stops everything.
- 03
Review request on closing
Starts when: a matter is closed in Smokeball.
- The matter-closed event starts the request.
- The fee earner confirms the client is happy to be asked.
- The client gets a thank-you with a link to your Google review page.
- Matters with a complaint on file are excluded.
What it connects to
Smokeball, wired into the rest.
Your website enquiry form
Enquiries arrive in Smokeball as leads with a reply already sent.
Fee earner notifications
New and open leads go to the person who'll handle them.
Google Business Profile
Review requests point satisfied clients at your Google listing.
A lead report
Leads by matter type and source, through to converted or closed.
The connection
Through Smokeball's partner API or its Zapier app.
Smokeball's API is open to approved partners after a security review, and its webhooks include matters being updated, converted and closed, and invoices being created. Its Zapier app has triggers for new matters, contacts and leads, and actions to create matters and leads.
The Zapier app is usually the quicker place to start. The API route needs approval first, and we're upfront about that timing before you commit.
Who it suits
A good fit if…
You're a small firm on Smokeball doing conveyancing, family, wills and probate or other private client work.
Website enquiries don't always get a reply the same day.
You'd like more Google reviews from clients whose matters went well.
If new work comes almost entirely through referrers who've already briefed the client, there's little lead follow-up to automate.
FAQ
Smokeball automation, answered straight.
Smokeball automation
Does the automatic acknowledgement give legal advice?
No. It confirms the enquiry has arrived and says who will be in touch. Anything about the matter itself comes from a fee earner.
Should we use the API or Zapier?
Zapier is usually quicker to start with. The API needs Smokeball's partner approval, but gives more control. We look at what you need before choosing.
Will it change our matters or time entries?
No. It creates leads and reads lead and matter status. Matters, documents and time recording stay exactly as they are.
Keep reading
Related pages.
- AI Automation
Every automation module we build, and how an engagement runs.
- Professional services
The website, automation and agent work we do for law firms and accountants.
- Clio automation
Cloud practice management — the UK's most-reviewed legal software, widely adopted by small and solo firms.
- Xero automation
Cloud bookkeeping platform — the most commonly recommended MTD-compliant option for UK small businesses.
- All software we connect
The full reference, by industry and by job.
Ready to stop the leak?
Tell us where enquiries are slipping through, and we’ll show you what to build first.