Personal Injury Law
One intake pipeline for two offices and every accident case type
A Texas personal injury firm replaced spreadsheet-driven intake with a single Zoho CRM pipeline spanning both of its offices — from first call to signed retainer.
The Challenge
Where Chalaki Law Was Stuck
The operational friction that was costing time, data accuracy, and growth before Zoho.
Intake scattered across three channels
Calls, web form submissions, and referral-partner leads landed in three different places, so nobody had a single view of which prospective clients had been contacted — or missed.
Retainers and medical releases stuck in paper
Signed retainer agreements and HIPAA medical-record releases were emailed as PDFs and tracked by memory, slowing down the exact cases where speed to treatment matters most.
No shared view across both Texas offices
Carrollton and Dallas intake staff worked from separate notebooks, so a case could sit untouched for days if the handling attorney was out of the office that handled it.
The Approach
How We Got Them There
Our standard discovery-to-launch methodology, applied to Chalaki Law's specific workflow.
Intake Audit
Mapped every lead source — phone, web, referral attorneys — and every case stage from first contact to settlement or filing.
CRM & Sign Configuration
Built a Zoho CRM pipeline by case type (auto, truck, premises, product liability) wired to Zoho Sign for retainers and releases.
Automation & Deadlines
Added Deluge-driven reminders for statute-of-limitations windows, treatment check-ins, and demand-letter deadlines.
Training & Launch
Trained intake staff at both offices on the shared pipeline and handed off with a 30-day adoption check-in.
The Solution
What We Built
We built a single Zoho CRM instance that treats every inbound channel the same way, then layered the paperwork and deadline tracking most firms still do by hand on top of it.
- Unified intake pipeline for phone, web, and referral-partner leads
- Zoho Sign workflows for retainers and HIPAA medical releases
- Case-stage Blueprint: Intake → Treatment → Demand → Settlement/Litigation
- Automated statute-of-limitations and treatment-gap reminders
- Shared case visibility across the Carrollton and Dallas offices
- Zoho Analytics dashboard for intake-to-signed-client conversion
The Results
The Impact
58%
Faster lead response time
3x
More retainers signed within 24 hrs
21 hrs/wk
Admin time saved across intake
100%
Of cases tracked in one pipeline
Figures are illustrative estimates based on the engagement scope, not independently audited client financials.
“We used to lose track of who we'd actually called back. Now every case moves through the same pipeline no matter which office picks it up.”
— Chalaki Law Team
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