Legal services workflow for Tallyfy

Onboard legal clients without missing compliance steps

One overlooked conflict connection can tank an entire matter. This workflow ensures proper conflict checks, engagement letter execution, trust account setup, and document collection before substantive work begins.

7 steps

3 automations

Import into Tallyfy Preview steps

Professional Services Legal Services onboarding

Run this workflow in Tallyfy

Import this template into Tallyfy and assign intake staff, attorneys, and billing coordinators to their respective onboarding steps

Run the conflict check step first in Tallyfy, capturing client name, related parties, and adverse parties before any other work proceeds

Track engagement letters, matter setup, trust deposits, and communication preferences in Tallyfy with full audit trail for bar compliance

Import this template into Tallyfy

Process steps

Run conflict check

1 day from previous step

task

Why this can't wait

This is the very first thing you do - before you spend a single billable minute on anything else. We've seen firms burn dozens of hours on a matter only to discover a disqualifying conflict buried three layers deep. That's time you'll never bill and goodwill you can't recover.

You're checking every person and entity connected to this matter against your existing client base and past representations. Don't just search the obvious names - think about subsidiaries, spouses, business partners, and anyone who might pop up later in discovery.

Tips from practice

Search variations of names (maiden names, DBAs, former business names) - conflicts hide in the details
If your firm doesn't have a dedicated conflicts database, even a well-maintained spreadsheet beats working from memory
When you find a potential conflict, don't panic - many can be resolved with proper disclosure and informed consent
Document everything you searched and when, even if results come back clean - your future self will thank you during an ethics audit

Watch out: A "clear" result doesn't mean you're done thinking about conflicts forever. New parties can surface as the matter develops, so keep your antenna up throughout the engagement.

This template is for informational purposes and does not constitute legal advice.

Form fields in this step

Client name (individual or entity) *

Related parties to check *

Known adverse parties *

Conflict check result *

Conflict check notes

Prepare and send engagement letter

1 day from previous step

task

Your firm's first promise to the client

The engagement letter isn't just a formality - it's the foundation of your entire attorney-client relationship. Getting it right now saves you from uncomfortable fee disputes and scope-creep arguments six months down the road.

You'll select the right practice area, nail down the fee arrangement, and get everything in writing before any substantive work begins. If you've ever had a client say "I thought that was included," you know exactly why this step matters.

Tips from practice

Be specific about what's included AND what isn't - vague scope descriptions are the number one source of client complaints to bar associations
If you're doing hourly work, spell out the rates for every timekeeper who might touch the file
For contingency arrangements, make sure the percentage, cost responsibilities, and what happens if the client fires you are all crystal clear
Don't let the client start sending you documents or asking substantive questions until this is signed - it gets awkward fast if you need to decline the case later

Pro tip: Many firms now use e-signature tools that timestamp everything automatically. It's faster for the client and gives you an airtight record of when they agreed to your terms.

This template is for informational purposes and does not constitute legal advice.

Form fields in this step

Practice area *

Fee arrangement *

Initial retainer or flat fee amount *

Engagement letter status *

Set up matter in system

1 day from previous step

task

Getting the file set up right from day one

This is the administrative backbone of your new matter. A properly configured matter in your practice management system means time entries land in the right place, documents are filed correctly, and nothing slips through when it's billing time.

You'll assign the matter number, identify the responsible and billing attorneys, and categorize everything for reporting. It doesn't sound glamorous, but firms that skip this step end up chasing their tails when they need to pull reports or figure out who's working on what.

Tips from practice

Use a consistent matter numbering scheme - something like [client number]-[sequential matter number] keeps things organized as clients bring you repeat business
If the responsible attorney and billing attorney are different people, make sure both know it from the start to avoid confusion on invoices
Tag matters with the right practice area and type from day one - cleaning up your reporting categories later is a nightmare
Set up the digital file structure at the same time (correspondence, pleadings, discovery, billing) so there's a place for everything as soon as documents start flowing in

Don't skip this: Even if you're in a hurry to start working on the case, take ten minutes to set this up properly. You'll save hours of cleanup later.

This template is for informational purposes and does not constitute legal advice.

Form fields in this step

Matter number assigned *

Brief matter description *

Responsible attorney *

Billing attorney (if different)

Matter type for reporting *

Collect client documents

1 day from previous step

task

Building your case file from scratch

Every matter needs a solid documentary foundation, and this is where you gather it. The sooner you get the right documents in hand, the sooner you can give your client informed advice about their situation.

You'll create a clear list of what you need, track what's come in, flag what's still missing, and record how everything was delivered. Clients often don't realize how many documents a legal matter requires - setting expectations early prevents frustration on both sides.

Tips from practice

Send the document request list in plain language, not legalese - clients are more likely to respond quickly when they actually understand what you're asking for
Be specific about format preferences (originals vs. copies, digital vs. physical) so you don't end up with a box of unsorted papers
For sensitive documents, always use encrypted channels or a secure portal - a regular email attachment with tax returns or medical records can become an ethics problem
Create a tracking checklist that you can share with the client so they can see exactly what's still outstanding without having to call your office

Common pitfall: Don't wait until you have everything to start reviewing what you've received. Some documents might reveal the need for additional items you hadn't originally anticipated.

This template is for informational purposes and does not constitute legal advice.

Form fields in this step

Documents requested from client *

Documents received *

Documents still outstanding

How were documents uploaded? *

Set up trust account (if applicable)

1 day from previous step

task

Handling client money the right way

Trust accounting is where more attorneys get into trouble with their bar association than almost anywhere else. If your matter involves a retainer deposit or any client funds held in trust, this step makes sure you're handling it by the book from day one.

You'll determine whether trust accounting applies, record the deposit amount and date, and confirm the client received proper notification. Not every matter needs this - but when it does, there's zero room for error.

Tips from practice

Never, ever commingle trust funds with your operating account - this is the fastest path to disbarment in any jurisdiction
Send the client a written confirmation the moment their deposit clears, including the exact amount and account details
Set calendar reminders to check trust balances regularly - if a retainer is getting low, you need to notify the client before it hits zero, not after
Keep a separate ledger for each client matter, even if the money sits in one pooled trust account - your bar's trust accounting rules almost certainly require this

Reality check: If you're not sure whether a particular fee arrangement requires trust accounting in your jurisdiction, look it up before you accept the money. Rules vary significantly from state to state.

This template is for informational purposes and does not constitute legal advice.

Form fields in this step

Trust account needed for this matter? *

Trust deposit amount

Date deposited

Client notified of deposit? *

Establish communication preferences

1 day from previous step

task

Setting the ground rules for staying in touch

Poor communication is the single biggest source of client complaints in legal practice - and it's almost always preventable. Taking five minutes now to nail down how, when, and where your client wants to hear from you will save you from frustrated voicemails and angry emails for the life of the matter.

You'll document their preferred contact method, the best times to reach them, any restrictions on communication, and who else is authorized to receive case information. That last one matters more than people realize - you don't want to accidentally share privileged details with the wrong family member.

Tips from practice

Ask whether it's safe to leave detailed voicemails or if you should just say "please call the office" - this matters especially in family law and employment cases
If a client says "email is fine," confirm which email address they actually check regularly - plenty of people have work and personal accounts they don't monitor equally
Document contact restrictions in your file prominently - if a client says don't call during work hours, that needs to be visible to everyone on the team, not buried in intake notes
Set expectations about response times upfront - telling a client you'll return calls within 24 business hours is much better than leaving them wondering

Heads up: If third parties are authorized to receive information, get that in writing. A verbal "my sister can call about the case" isn't enough to protect you if there's ever a dispute about what was shared.

This template is for informational purposes and does not constitute legal advice.

Form fields in this step

Primary contact method *

Best times to reach client *

Any contact restrictions?

Others authorized to receive case information

Conduct initial strategy session

1 day from previous step

task

Where your legal strategy actually takes shape

This is the meeting that turns a new file into an active case with direction and purpose. By now you've cleared conflicts, signed the engagement letter, set up the matter, gathered documents, handled trust accounting, and know how to reach your client. You're finally ready to talk substance.

You'll sit down with the client to understand their real objectives, identify every critical deadline that could affect the case, have an honest conversation about likely outcomes, and agree on concrete next steps. This isn't a sales pitch - it's where you set the tone for the entire representation.

Tips from practice

Before the meeting, actually review all the documents you've collected - clients can tell when you're reading their file for the first time in front of them
Ask the client what success looks like to them before you share your legal analysis - you might be surprised how different their priorities are from what you assumed
Be honest about weaknesses in their position - clients who are blindsided later feel betrayed, but clients who hear hard truths early tend to trust you more
Write down every deadline with a statute of limitations, filing requirement, or contractual significance - missing one of these can end a career
End the meeting with a clear, written summary of agreed next steps and who's responsible for each one

Don't rush this: A thorough strategy session typically takes 60 to 90 minutes. If you're trying to squeeze it into 20 minutes between other matters, you're likely to miss something that'll cost you much more time later.

This template is for informational purposes and does not constitute legal advice.

Form fields in this step

Strategy session date *

Client objectives and priorities *

Critical deadlines (statute of limitations, filing deadlines, etc.) *

Realistic outcome expectations discussed? *

Agreed next steps *