AI Chatbot for Law Firms and Consultancies
Law firms, tax consultancies, notary offices, and business or financial consultancies constantly receive inquiries outside office hours or during ongoing engagements. Zentor App accepts these inquiries via web chat, email, WhatsApp, Telegram, SMS, and phone (via the Zentor SIP-Voicebot), assigns them to a practice area, requests the necessary documents, schedules appointments for the initial consultation, and creates the case with all recorded data for your team — pre-qualified and documented before the responsible lawyer or consultant takes over.
Typical Inquiries — and Where They Get Stuck Today
A client contacts the firm in the evening via web chat about a termination notice, a prospective client calls during a consultation appointment and ends up on voicemail, a follow-up question about the status of a proceeding reaches the firm by email and is only reviewed the next day. In many law firms and consultancies, these initial contacts run through the same few people who simultaneously have to coordinate appointments, request follow-up documents, and answer inquiries — alongside their actual casework.
The result: inquiries are answered with delay, appointments for initial consultations only come about after multiple rounds of back-and-forth, and the initial consultation itself often still lacks basic documents or information that could have been clarified beforehand.
The Process with Zentor App — Using a Tax Consultancy as an Example
A new prospect writes via WhatsApp that they are looking for tax advice for their newly founded GmbH (limited liability company). Here is how the process can run with Zentor App:
- 1. Recording the request: Zentor accepts the message and asks structured follow-up questions: type of company, previous tax support, specific request.
- 2. Determining responsibility and urgency: The request is assigned to the corporate tax law/ongoing bookkeeping area; deadlines (e.g., upcoming registration deadlines) are recorded and flagged.
- 3. Requesting information and documents: Zentor requests the documents needed for an initial consultation — e.g., a commercial register extract and articles of association — and accepts them via upload.
- 4. Booking the appointment: Available appointments for an initial consultation are shown, and the selected appointment is booked and confirmed directly in the connected calendar.
- 5. Creating the case or lead: All recorded data — request, deadlines, documents, appointment — is created and documented as a new case or lead.
- 6. Informing the responsible staff member: The responsible tax consultant receives a summary along with the documents and appointment before the initial consultation begins — for complex follow-up questions, the handover to a staff member takes place beforehand.
What the AI Assistant Handles for Law Firms and Consultancies
General questions about your firm's legal areas or consulting focus areas — without providing legal or tax advice on individual cases.
Checking availability and booking and confirming appointments for initial consultations directly in the connected calendar.
Recording the request, urgency, and relevant key data in a structured way before the initial consultation takes place.
Querying configured document lists and accepting uploads — e.g., contracts, notices, or identification documents before the initial consultation.
Accepting and answering inquiries from international clients or consultees in multiple languages.
Client-specific storage, EU hosting, and configurable channels for sensitive case data.
Organization, Not Advice — Clear Boundaries
Zentor App does not provide legal or tax advice. The AI assistant only provides organizational support: accepting inquiries, classifying practice area and urgency, requesting documents, scheduling appointments, and forwarding the case to the responsible lawyer, tax consultant, or advisor. Any substantive assessment, information, or recommendation on the specific case remains the task of your firm or consultancy.
Concrete Benefits for Law Firms and Consultancies
Inquiries are accepted even outside office hours — no lost initial contacts overnight or on weekends.
Request, practice area, and urgency are already structured before the lawyer or consultant conducts the conversation.
Appointments for initial consultations are proposed and booked directly — without multiple rounds of back-and-forth by phone or email.
Required documents are already available before the appointment thanks to the prior request.
Cases are created automatically and assigned to the responsible staff member — less manual forwarding and follow-up questions.
Integrations and Requirements
Zentor App handles inquiries via six equal channels: web chat, email, WhatsApp, Telegram, SMS, and phone via the Zentor SIP-Voicebot. Via n8n workflow automations and API connections (Individual package), Zentor can book appointments in the connected calendar, create cases or leads in your firm or CRM software, and retrieve relevant data.
A prerequisite for the respective connection is compatible calendar or firm software with an accessible interface or webhook. The specific scope of the integration is jointly reviewed and defined as part of an individual quote.
Frequently Asked Questions About the AI Chatbot for Law Firms and Consultancies
Does Zentor App's AI assistant provide legal or tax advice?+
No. Zentor App does not provide legal or tax advice. The AI assistant only provides organizational support: it accepts inquiries, assigns them to a practice area or consulting focus, schedules appointments, requests the necessary documents, and forwards the case to the responsible lawyer, tax consultant, or advisor. Any substantive assessment of the case remains with your firm or consultancy.
How does a client inquiry with Zentor App work in practice?+
An example from a law firm: a client writes via web chat outside office hours that they have been given notice of termination. Zentor records the request, assigns it to the employment law practice area, asks about urgency and the termination date (because of the filing deadline for a lawsuit), asks for the termination letter and employment contract to be uploaded, suggests available appointments for an initial consultation, books the selected appointment in the calendar, and creates a new case with all recorded data. The responsible lawyer receives the appointment, documents, and summary before the initial consultation begins.
Can the assistant request documents before the initial consultation?+
Yes. Depending on the request, Zentor can query configured document lists and prompt clients to upload them — such as contracts, notices, receipts, or identification documents. This way, the relevant documents are already available before the appointment instead of being requested only during the conversation.
Is communication via Zentor App confidential and GDPR-compliant?+
Zentor App is operated in compliance with GDPR with EU hosting. Inquiries, documents, and case data are stored on a client-specific basis and are only accessible to your firm or consultancy and authorized staff. You determine which information may be recorded via which channels for handling particularly sensitive case data.
Can Zentor App be connected to our firm software or our calendar?+
Via n8n workflow automations and API connections (Individual package), Zentor can book appointments in the connected calendar, create cases or leads in your firm or CRM software, and retrieve relevant data. The exact connection depends on the system used and is clarified as part of an individual quote.
What does Zentor App cost for law firms and consultancies?+
Zentor App starts with a 14-day free demo. The Starter plan costs €49/month (AI chatbot, web chat, 1 domain) plus €49 setup. For WhatsApp, Telegram, SMS, and individual connections to firm software, the Individual package is available — freely configurable, up to €899/month, setup up to €399, quote before payment. Phone is available as an equal channel via the Zentor SIP-Voicebot.
Try Zentor App Free for 14 Days for Your Law Firm or Consultancy
Experience how client inquiries can be pre-qualified, appointments for initial consultations scheduled, and documents requested before the conversation — no obligation and no payment details required.