Intelligent, Timely Data Capture: How Actionstep’s Intuitive Forms Solution Streamlines Client Intake

Running a midsize law firm means constantly balancing efficiency with excellence. Meanwhile, clients are expecting a faster, more seamless onboarding experience. Client intake is often the first impression a client has with a law firm, and modern law firms recognize that manual data entry, document uploads, and back-and-forth emails waste valuable time, delay matter creation, and do not demonstrate the professionalism and efficiency today’s legal clients are looking for. More than ever, client intake is setting the tone for the entire client relationship.

That’s why Actionstep built Capture: an intuitive forms solution that streamlines data and file collection for law firms and clients, eliminating manual entry and accelerating onboarding.

What Makes Capture Different? It’s Purpose-Built for Actionstep

Capture is built directly into Actionstep and designed around how midsize law firms actually work. While other solutions require custom APIs or even manual data transfers, Capture maps the collected information directly into relevant matters, contacts, and documents in Actionstep. This means no double-entry, no copy/pasting, and no gaps in your data.

Capture is a forms solution that understands legal practice management needs, and automatically handles everything from contact creation to document organization.

Reclaim Time, Reduce Errors, and Create Better Client Experiences

Here are four ways Capture gives you firm an advantage:

1. Automatic Client Intake and Data Entry

The most immediate benefit of Capture is the elimination of manual data entry. With Capture’s no-code form builder, firms can create custom intake forms that map directly to Actionstep fields. When a client submits their information, it flows automatically into the right matter, contact record, and data fields without the need for staff intervention.

What your firm can do: 

• Build and update forms without technical expertise, allowing intake coordinators or practice area leaders to create forms independently 
• Import client information with one click instead of manually typing or copy-pasting data from emails and PDFs 
• Integrate with eSignature providers to capture signed documents as part of the intake process, keeping everything in one workflow 

2. Streamline Document Collection and Organization

Client intake goes beyond just mapping data. It also involves the collection of critical documents. Traditionally, these arrive scattered across email attachments, file-sharing links, and physical mail, and in turn require staff to download, rename, and manually upload each file. Capture eliminates this chaos by allowing clients to upload documents directly through intake forms, with automatic routing to the correct Actionstep folders.

What your firm can do: 

• Collect files directly through intake forms to receive required documents upfront
• Automatically route uploads to specific matter folders for organized, audit-ready storage 
• Create a single source of truth where intake data, documents, and matter information live together in Actionstep Practice Management  

3. Creating Professional, Branded Client Experiences

First impressions matter, and when clients receive a generic-looking form from a third-party tool, it can undermine the professional image your firm has built. Capture’s custom branding options ensure every client touchpoint reflects your brand and professionalism.

What your firm can do: 

• Customize forms with your firm’s colors, fonts, and logo for a cohesive presentation 
• Provide a seamless client experience by presenting clear, well-designed forms that guide users through the information you need 
• Build trust from the first interaction with modern, client-friendly technology 

4. Boost Accessibility and Client Conversion

Client intake shouldn’t be limited by office hours or staff availability. Clients expect to engage on their schedule, and firms that offer 24/7 intake options gain an advantage and capture more leads than competitors who do not. Capture allows firms to product embeddable forms to use on their website or to share with clients directly via email, making intake available as soon as a potential client is ready to engage.

What your firm can do: 

• Embed forms directly on your website to let clients start intake anytime 
• Capture leads around the clock without adding staff or manual follow-up 
• Track submissions in a central dashboard for full visibility across all form activity 

The Bigger Picture: Client Intake as a Strategic Advantage

Midsize law firms that are successfully cultivating client satisfaction, superior service delivery, and addressing staff time constraints are outpacing their competitors in the market. With Capture, firms can gain a modern intake experience that clients will love, while reclaiming hours of staff time every week.

More than that, Capture maintains data accuracy and integrity throughout the entire matter lifecycle: populating documents, reducing manual entry at every stage, and creating a foundation for efficient operations. The outcome is intake data that automatically deeds into document automation, billing, and reporting so that firms can handle more matters without proportionally increasing staff.

Capture transforms client intake from a manual bottleneck into an automated competitive advantage that enhances every aspect of your practice management.

Ready to see how Capture can transform your firm’s intake process? Book a demo today and discover what intelligent, timely data capture can do for your bottom line.