A clickable walkthrough of one stepparent-adoption inquiry moving from your website form to the right office, a booking link, a follow-up reminder, a follow-up email and a social post. Each step uses real tools, and the costs below come from Albuquerque wage data and published prices.
Start the walkthrough ↓ Run your own numbers
Demo only. “Teresa Gallegos” is a made-up client, and every detail about her is fictitious. Nothing here is connected to your systems.
of law firms in Clio’s 2024 secret-shopper study never replied to a prospective client’s email.[2]
of people looking for a lawyer expect a reply within 24 hours.[3]
potential clients, on average, at firms that use online intake tools, according to Clio.[2]
Your form promises that “someone will be in touch shortly.” With offices in Albuquerque and Las Cruces and hours of Monday–Friday, 8–5, a message that comes in Friday evening can wait all weekend. The point here is a same-minute reply with a booking link, routed to the right office, without adding hours.
Click a step or use Next. Each step shows what happens today, what the automated version does, and which tools do it.
Today: the form message lands in an inbox. Someone reads it, decides which office should take it, then calls back to set up a consultation.
Automated: within a minute, Teresa gets a friendly reply with your Calendly link for the Albuquerque office. Messages that mention Las Cruces or Doña Ana County get the Las Cruces link instead. Your team gets a one-line summary. A person still makes the call. It’s just faster and better prepared.
Plain words: Zapier is a “when this happens, do that” connector between apps you already use.
Today: copy name, email, phone and notes into a spreadsheet or notepad, and forward it to the right office.
Automated: a contact is created with the matter type (divorce, guardianship, adoption, custody, parentage, protective orders, LGBTQ family services and so on), the office and a short summary pulled from the message.
CRM means contact list with a history of every touch. If you’d rather stay inside legal software, Clio Grow does the same job inside Clio.
Today: remembering, or writing down, who still needs a callback, then checking whether they booked.
Automated: a reminder is created for the time she asked for, on the right office’s list. When she books through Calendly, the reminder clears itself and her stage updates. Calendly connects to Zapier with “new event scheduled” triggers.[9]
Hi Teresa,
Thank you for talking with me today. Here’s a quick recap of what we discussed and what comes next:
1) You’ll gather your son’s birth certificate and your marriage certificate, 2) we’ll review what notice is needed for his biological mother, 3) we’ll prepare and file the petition, and 4) we’ll keep you updated through the hearing.
We’ll walk you through each step so there are no surprises.
Just reply here or call 505-539-3232 with any questions.
Bill Sutherland, Sutherland Law Firm, LLC
Today: write the recap from scratch after each consult, or skip it on busy days.
Automated: after the Calendly appointment ends, a draft lands in your email drafts folder using your own wording and the notes from the record. Nothing sends until you read it and click send.
Today: think of a topic, write it, make a graphic and post it by hand on each channel.
Automated: once a week, common questions from inquiries (never names or details) become a draft post in your voice. You approve it, and it’s scheduled to Facebook and LinkedIn.
Client details never go into a post. The AI only sees anonymized topics.
From a look at sutherlandfamilylaw.com on Nov 2, 2026. We’d confirm all of this with you on a call.
✅ Works with your existing WordPress site and form; no rebuild needed.
Cost = minutes per step × hourly cost × how often it happens. The defaults are 10 inquiries a week (an assumption; change it in the calculator) and $28.96/hr, the May 2025 mean wage for paralegals and legal assistants in the Albuquerque metro area.[1] We add an overhead estimate on top of the wage (default 20% for benefits, payroll taxes, office and software; change it in the calculator), so the default hourly cost is $28.96 + 20% ($5.79) = $34.75/hr. Minutes per step are estimates.
| Step | How often | Today (min) | Automated (min) | Today $/wk | Automated $/wk | Saved $/yr | Tools |
|---|
| New tool subscription | Plan | $/month | $/year | Source |
|---|---|---|---|---|
| Zapier | Professional, 750 tasks/mo, billed annually | $19.99 | $239.88 | [4] |
| Calendly | Standard, 1 seat, billed yearly (needed for the Zapier connection) | $10.00 | $120.00 | [12] |
| HubSpot CRM | Free (2 users, 1,000 contacts) | $0.00 | $0.00 | [6] |
| Meta Business Suite | Free | $0.00 | $0.00 | [7] |
| Buffer | Free (LinkedIn; up to 3 channels, 10 queued posts each) | $0.00 | $0.00 | [8] |
| Total new subscriptions | $29.99 | $359.88 |
One-time setup by our team is separate and quoted as a fixed price after the discovery call. Task volume check: about 7 Zapier tasks per inquiry (including the dashboard log) × 43 inquiries/mo ≈ 300 tasks, plus about 10 for the Monday summary, well inside the 750-task plan (estimate).
If Bill handles intake himself, choose the lawyer rate. The hours saved are hours he can spend on paid work.
Every time the workflow runs, it adds a row to a log (a Google Sheet). This dashboard reads that log, so it is always up to date without anyone filling it in. The numbers below are example data built from the calculator inputs above (inquiries, posts, hourly cost, overhead and tools), with normal week-to-week ups and downs. Pick how long since go-live to see the totals at that point.
Tap a bar to see that week, including ROI as of that week.
Net gain = dollars saved − tool cost − one-time setup, counted from go-live. Setup here is an example figure; your fixed price is quoted after the call.
We’d start with one or two of these steps, likely the instant reply with the right office’s Calendly link plus the contact record, and measure the difference.
Reply to set up a time, or just give me a call Email john@sunnyskiesconsulting.com Call (505) 720-1380
Built by John Mierzwa, founder of Ingenuity Software Labs. Its team built client sites, custom web apps and CRMs for local companies, including the Duran & McDonald law-firm site (newmexicoaccidentfirm.com). Today John designs and runs a team of about 14 AI agents that handle work like this every day.
Offered through Sunny Skies Consulting, a woman-owned Albuquerque company owned by Lisa Adkins (sunnyskiesconsulting.com).
Estimates: minutes per step (today and automated), inquiries per week, social posts per week and the Zapier task count are estimates or assumptions for illustration. We can start right away; if desired, a 1–2 week baseline replaces them with your real numbers so you can compare before/after costs and ROI. Dollar figures use the wage plus the overhead percentage set in the calculator (default 20%, an estimate). Overhead varies by firm, so we confirm it with you.