A 328-field estate-planning questionnaire — answered on paper, then re-keyed into Smokeball by hand.
A boutique Australian firm specialising in wills, powers of attorney and enduring guardianship — running on Smokeball, with a small team carrying a heavy intake load.
The kind of firm where every hour a solicitor spends re-typing a questionnaire is an hour not spent on legal work.
The same answers, typed twice
Clients filled out a long estate-planning questionnaire. Then a solicitor re-keyed every answer into the case-management system by hand — building the matter, the contacts, and the structured fields, one at a time.
From manual re-entry to hands-off intake
The architecture, end to end
One online form feeds an automation that builds the entire matter in Smokeball — no one re-typing anything.
A guided, four-part intake form
Clients work through Parts A–D — personal and financial details, business interests, will and distribution, then powers of attorney and final wishes. Around 328 fields, captured once, with conditional sections that only appear when they're relevant.
One submission, 162 orchestrated steps
On submit, the form fires a single webhook into a Make.com scenario. It authenticates, creates the client contact, then routes by engagement type — single client, a couple on a joint matter, or a couple on separate matters — before building everything that follows.
A matter that builds itself
The automation writes the contact card, populates the structured layout fields, links every role contact — executors, beneficiaries, attorneys and guardians — and uploads the supporting documents straight onto the matter. Everything maps field-by-field from the form.
Up to 90 minutes of manual data entry eliminated on every new client intake — time the team now spends on legal work instead of re-typing forms.
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