Designed for law firms using Smokeball. Connect Paxform to Smokeball’s cloud-based practice management platform to automate client intake, matter creation, and document organization for legal professionals.
Build By
Smokeball
Visible On
Paxform
Pricing
Free and paid subscriptions available
Supported Languages
English, French, German, Japanese, Portuguese, Spanish
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The Paxform Smokeball integration is tailored for law firms leveraging Smokeball’s comprehensive practice management solution, automatically flowing form submissions into matter records, client contacts, and document libraries. This integration enables legal teams to capture client information efficiently while maintaining Smokeball’s powerful automation and matter-centric workflow.
This integration is ideal for small to mid-sized law firms using Smokeball who want to modernize their client intake process and eliminate manual data entry. By connecting form submissions directly to Smokeball, firms reduce administrative burden, improve data accuracy, and enable attorneys to focus on legal work rather than case file setup and document organization.
- Authenticate with Smokeball
Connect Paxform to your Smokeball account using secure API authentication. Grant appropriate permissions for contacts, matters, documents, and activities.
- Configure Matter Templates
Map form submissions to Smokeball matter types and templates. Define how form fields populate matter details, client information, and custom fields specific to your practice areas.
- Set Up Document Routing
Configure automatic document upload to Smokeball matters, organizing files using Smokeball’s matter-centric document structure and categories.
- Automatic Matter & Contact Creation
When intake forms are submitted, Paxform automatically creates Smokeball contacts and matters with complete information, uploads documents, and generates follow-up tasks for your legal team.
Client Intake Automation
Streamline new client onboarding with automated Smokeball contact and matter creation from intake forms.
- Create Smokeball client contacts automatically from intake form submissions
- Generate matter records with complete case details and practice area
- Assign matters to appropriate attorneys based on practice area or workload
- Store signed retainer agreements in Smokeball matter documents
- Set up billing arrangements and fee structures in Smokeball
- Trigger client conflict checks with complete contact information
- Initialize matter checklists and workflows automatically
Lead Capture & Conversion
Manage prospective client inquiries through Smokeball’s contact and opportunity tracking.
- Capture leads from website inquiry and consultation request forms
- Create Smokeball contacts for potential clients
- Log case type, practice area, and potential matter value
- Assign intake coordinator or attorney for initial consultation
- Track lead source for marketing attribution
- Monitor lead-to-client conversion rates
- Schedule consultation appointments in Smokeball calendar
Document Collection & Organization
Automatically organize client-submitted documents within Smokeball’s matter-centric file system.
- Upload client documents directly to appropriate Smokeball matters
- Categorize documents by type using Smokeball document categories
- Maintain version control for updated document submissions
- Enable attorney and staff access to organized case files
- Support secure client document portal submissions
- Store correspondence, contracts, and evidence systematically
- Implement document retention and organization policies
Time & Activity Tracking
Capture billable time and activities from various touchpoints for accurate matter billing.
- Record time entries in Smokeball from activity logging forms
- Apply appropriate billing rates based on attorney and activity type
- Track non-billable administrative time for productivity analysis
- Log case-related expenses and disbursements
- Monitor time spent by matter and practice area
- Support various fee arrangements (hourly, flat fee, contingency)
- Generate accurate time-based invoicing
Court Date & Deadline Management
Track critical dates, court appearances, and filing deadlines through Smokeball’s calendar system.
- Create Smokeball calendar events from court appearance forms
- Set deadline reminders for statute of limitations and filing dates
- Track discovery deadlines and response requirements
- Schedule client meetings and consultation appointments
- Coordinate attorney availability and scheduling conflicts
- Generate deadline-driven task lists
- Send automatic reminders to legal team and clients
Settlement & Case Resolution
Document settlement negotiations and case outcomes within Smokeball matter records.
- Log settlement offers and negotiation communications
- Store settlement agreements and release documents
- Track settlement payment schedules and fulfillment
- Record mediation and alternative dispute resolution details
- Document final case outcomes and resolutions
- Generate closure letters and final account statements
- Archive closed matters with complete resolution documentation
Referral & Network Management
Track referral sources and maintain professional relationships through Smokeball contacts.
- Create contact records for referral sources from acknowledgment forms
- Track which referrals convert to engaged clients
- Monitor referral source effectiveness for marketing decisions
- Send automated thank you communications to referral sources
- Maintain attorney network and professional contacts
- Track referral fee arrangements where applicable
- Analyze referral patterns and relationship strength
Billing & Payment Processing
Manage legal billing and payment tracking through Smokeball’s accounting features.
- Generate retainer invoices from client intake forms
- Record payments received through online payment forms
- Apply trust account deposits and transfers
- Track outstanding invoices and accounts receivable
- Set up payment plans and installment arrangements
- Generate billing statements and account summaries
- Support LEDES billing for corporate clients
Purpose-built for law firms, connecting Paxform’s data collection capabilities with Smokeball’s comprehensive legal practice management platform for streamlined client intake and case management.
- Client Contact Creation: Automatically generate Smokeball client records from forms
- Contact Information: Populate names, addresses, phone numbers, and emails
- Contact Types: Distinguish clients, prospects, referrals, and opposing parties
- Related Contacts: Link family members, business associates, or co-parties
- Custom Contact Fields: Populate law firm-specific custom fields
- Contact History: Maintain complete communication timeline
- Conflict Checking: Provide data for ethical conflict screening
- Contact Deduplication: Identify and merge duplicate records
- Automatic Matter Creation: Generate Smokeball matters from intake forms
- Matter Types: Assign appropriate matter types based on practice area
- Matter Details: Populate case descriptions, file numbers, and dates
- Practice Area Assignment: Categorize by legal practice area
- Responsible Attorney: Assign primary attorney and support staff
- Opposing Counsel: Record opposing party attorney information
- Court Details: Log court, jurisdiction, and case numbers
- Matter Status Tracking: Initialize and track matter through lifecycle stages
- Matter Document Upload: Automatically upload forms and attachments to matters
- Document Categorization: Organize using Smokeball document categories
- Matter-Centric Filing: Maintain Smokeball’s matter-based document structure
- Version Control: Track document versions and updates
- Document Templates: Generate documents from Smokeball templates with form data
- Email Filing: Store form confirmations in matter email threads
- Secure Storage: Leverage Smokeball’s secure document management
- Document Search: Enable full-text search across uploaded documents
- Task Creation: Generate follow-up tasks from form submissions
- Task Assignment: Assign to attorneys, paralegals, or administrative staff
- Due Date Setting: Calculate deadlines based on case rules or firm standards
- Task Templates: Apply standard task sequences for matter types
- Activity Logging: Record form submission as matter activity
- Checklist Management: Initialize matter-specific checklists
- Task Priorities: Set task urgency and importance levels
- Recurring Tasks: Create repeating matter management activities
- Time Entry Creation: Log billable time from activity forms
- Activity Descriptions: Categorize time by legal activity type
- Billing Rates: Apply attorney or activity-specific rates
- Expense Recording: Log case-related expenses and costs
- Trust Accounting: Track trust deposits and withdrawals
- Fee Arrangements: Support hourly, flat fee, and contingency arrangements
- Time Entry Notes: Include detailed work descriptions
- Non-Billable Time: Track administrative and non-billable activities
- Calendar Event Creation: Add appointments and deadlines to Smokeball calendar
- Court Appearances: Schedule hearings, trials, and court dates
- Client Meetings: Book consultations and client conferences
- Deadline Tracking: Monitor critical filing and response deadlines
- Attorney Availability: Check scheduling conflicts automatically
- Reminder Configuration: Set up event and deadline reminders
- Recurring Events: Schedule regular meetings or reviews
- Calendar Sync: Integrate with Outlook or Google Calendar
- Matter Workflows: Trigger Smokeball matter workflow templates
- Intake Automation: Automate client onboarding processes
- Task Sequences: Generate standard task progressions for case types
- Status Updates: Update matter status based on workflow stages
- Approval Routing: Route documents for attorney review
- Email Automation: Trigger Smokeball email templates
- Document Generation: Create documents from templates automatically
- Custom Field Population: Map form fields to Smokeball custom fields
- Matter Custom Fields: Capture case-specific information
- Contact Custom Fields: Store client-specific details
- Field Validation: Ensure data meets Smokeball requirements
- Conditional Mapping: Apply different mappings by form type
- Date Formatting: Handle date fields with proper formatting
- Dropdown Mapping: Match form selections to Smokeball picklists
- Communication Logs: Record client interactions in Smokeball
- Email Integration: Link form communications to matter emails
- Phone Notes: Log phone consultation details
- SMS Tracking: Record text message communications
- Client Correspondence: Maintain complete communication history
- Internal Notes: Add staff notes to matters and contacts
- Privileged Communications: Mark attorney-client privileged items
- Intake Metrics: Track client intake volume and conversion rates
- Matter Statistics: Analyze matter distribution by type and practice area
- Time Analysis: Report billable vs. non-billable time allocation
- Revenue Reporting: Track matter profitability and firm revenue
- Lead Source Analysis: Measure marketing channel effectiveness
- Productivity Metrics: Analyze attorney and staff productivity
- Pipeline Visibility: Monitor prospective client pipeline
- Family Law: Support divorce, custody, and domestic relations matters
- Personal Injury: Handle PI case intake and liability tracking
- Estate Planning: Manage wills, trusts, and probate matters
- Real Estate: Track property transactions and closings
- Criminal Defense: Handle criminal case intake and court dates
- Business Law: Manage corporate and transactional matters
- Immigration: Track visa applications and immigration cases
- Invoice Generation: Create invoices for retainers and services
- Payment Recording: Log payments received through forms
- Trust Management: Track trust account activity
- Accounts Receivable: Monitor outstanding client invoices
- Expense Billing: Bill clients for case-related expenses
- Payment Plans: Set up installment payment arrangements
- Financial Reporting: Generate revenue and collection reports
- Mobile Optimization: Forms work with Smokeball mobile app
- Remote Intake: Enable client intake from any location
- Mobile Document Upload: Submit documents via mobile devices
- Field Data Collection: Capture information during client meetings
- Offline Capability: Support offline form completion with later sync
- Cloud Sync: Automatic synchronization across devices
- Secure Authentication: API-based secure connection to Smokeball
- Data Encryption: Encrypted transmission of sensitive legal information
- Access Control: Respect Smokeball user roles and permissions
- Audit Trail: Complete logging of integration activities
- Client Confidentiality: Maintain attorney-client privilege
- Compliance: Support legal industry compliance requirements
Data Backup: Leverage Smokeball’s cloud backup systems
- Sync Status Dashboard: Real-time visibility into integration performance
- Error Notifications: Immediate alerts for failed record creation
- Validation Feedback: Clear messages about data issues
- Retry Logic: Automatic retry for temporary failures
- Integration Health: Monitor Smokeball API connectivity
- Support Documentation: Guides tailored for legal professionals
- Manual Override: Administrator controls for exception handling
