The Intake Problem Hiding in Every Small Firm
Small law firms often use email and manual workflows to manage new inquiries, forms, and client communication. That leads to:
Firms report that 30–40% of intake forms never get completed when sent by email.
Inquiries sit in inboxes for hours or days, and response time suffers.
Hand-offs break between staff, leaving follow-ups inconsistent.
There is no shared visibility into matter progress or next steps.
Revenue leaks when leads stall and no one owns the follow-up.
That hidden chaos costs time, trust, and billable work.
Install Structure — Instead of Chaos
CertusGate gives your firm a repeatable, predictable intake and matter workflow. Everything is logged. Everything is visible. Nothing gets lost.
From first inquiry to signed engagement — nothing falls through the cracks.
Built for How Small Firms Actually Work
Structured Matter Types
Map each practice area into a defined workflow so intake does not rely on memory. Your team moves in the same direction every time.
Automated Form Tracking
See sent, opened, started, and completed statuses without a single follow-up email. Staff stops chasing while clients stay on track.
Communication History
Text and email are logged per matter so the full conversation stays attached to the case. No more digging through inboxes.
Structured Matter Types
Define the stages and required steps per practice area. Keep every file on the same path.
Automated Form Tracking
Track sent, opened, started, and completed in real time. See the next action at a glance.
Communication History
Every text and email is logged to the matter. Staff can pick up where someone else left off.
Centralized Contacts
One searchable source of truth for clients, agents, lenders, and vendors.
Secure Multi-User Access
Give your team controlled access with clear roles and accountability.
One Price. Unlimited Users. No Per-Seat Surprises.
Most legal software charges per user per month. That means every new hire, every paralegal, every associate costs you more. CertusGate is $597/month whether you have 3 people or 15. Your team grows. Your cost doesn’t.
No hidden fees. No per-user upcharges. No annual lock-in.
Real Impact — Not Hypothetical
CertusGate turns lost intake into controlled, predictable workflow. The math is simple.
Before CertusGate
An inquiry sits in a paralegal’s inbox for four days. The client chooses a competitor.
After CertusGate
The inquiry triggers an intake form within minutes. The matter is opened and tracked before lunch.
Who CertusGate Is For
Built for 2–15 attorney firms working in high-touch, document-heavy matters.
Without CertusGate vs. With CertusGate
CertusGate vs. Per-User Platforms
A Growing Platform — At a Locked-In Price
CertusGate is expanding throughout 2026. Founding partners get every new feature at no additional cost.
- Structured intake workflows
- Matter management with custom types
- Automated form tracking
- Communication logging (text + email)
- Centralized contact management
- Multi-user access with roles
- Document management
- Client portal for secure document sharing
- Calendaring and task management
- Automated workflow triggers
- Time tracking and billing
- Invoice generation
- Payment processing
Founding partners lock in $597/month permanently. No price increases as features ship. No upgrade tiers. Everything included.
Investment
One-time
Custom Implementation
$4,897
- Discovery call to map your workflow
- Custom matter types and intake forms
- Data migration assistance
- 60-minute team training session
- Live within one week
Comparable setup at other platforms runs $5,000–$15,000.
Unlimited users
Platform License
$597/month
- Everything in the platform — now and in the future
- Unlimited matters, contacts, and forms
- Text and email logging per matter
- Automated form tracking
- Secure multi-user access
Less than one billable hour per week for most firms.
Month-to-month billing. No long-term contract required.
Your Firm. Your Workflow. Built in One Week.
The $4,897 implementation isn’t a setup fee — it’s a custom build. We configure CertusGate to match exactly how your firm operates.
Discovery
We meet with your team to map your current intake process, identify where leads drop off, and document your matter types and practice areas.
Build
We configure your matter types, create custom intake forms for each practice area, set up user roles, and structure your workflow stages.
Migrate
We help move your existing contacts and active matters into CertusGate so you don’t start from scratch.
Train
A 60-minute live session with your team. We walk through every workflow so your staff is confident on day one.
Launch
You’re live within one week. We monitor your first 30 days and make adjustments as your team settles in.
Most firms spend 2–3 months implementing Clio or Filevine. CertusGate is live in a week because we do the setup work for you.
FAQ
How long does implementation take?
Most firms are live within a week. We configure matter types, forms, and user access during onboarding.
Does it integrate with my practice management software?
CertusGate is designed to run alongside your existing system. We can map workflow outputs into your current tools during onboarding.
Can I customize the forms?
Yes. Forms are fully editable and can be assigned by matter type or practice area.
What happens to my data if I cancel?
Your data remains yours. We provide an export and follow a clean offboarding process.
Is client data secure?
Yes. CertusGate uses secure infrastructure, access controls, and audit logging for matter activity.
Will my price go up as new features are added?
No. Founding partners lock in their current rate. As we add document management, calendaring, billing, and more throughout 2026, your price stays the same.
Why is CertusGate more expensive than Clio’s basic plan?
Clio’s basic plan at $49/user doesn’t include intake forms, automated tracking, or communication logging. You need their Complete plan at $139/user for comparable features. For a 5-person firm, that’s $695/month vs. CertusGate’s $597 — and our price doesn’t increase as you add users.
Do I still need separate practice management software?
For now, CertusGate focuses on intake, matter management, forms, and communication. Document management, calendaring, and billing are on our 2026 roadmap. Founding partners get every new feature at no additional cost as it ships.