Email Management - Smokeball Australia

User-friendly online legal forms for smooth client intake

Automate data capture

Data collected from online legal intake forms is instantly stored in Smokeball, reducing errors and manual data entry.

Convert more leads

Stay on top of new enquiries with alerts and real time reporting - helping you respond faster and secure more clients.

Access a library of legal intake forms

Leverage a collection of digital intake forms tailored to different practice areas and jurisdictions.

The best Microsoft Office integration

In addition to automated forms in Word, Smokeball's integrated email management with Microsoft Office, you’ll be able to seamlessly collaborate with staff, organise your emails so that everything is easily accessible, reduce frustration and ultimately better serve your clients.

Smokeball's email management system works within Outlook to save every matter-related email with a cloud-based legal matter management tool, along with other documents and notes relating to that matter. That way every email you send or receive is filed correctly and saved centrally, so that it is accessible to anyone within your business. It simplifies email organisation and prevents lost or misplaced email correspondence on the best client communication platform.

Email sorting software to write, review and organise emails the whole team can access

A conveyancing or legal business deals with hundreds of emails per day. If you find it hard to stay on top of your emails, you are not alone. Email management is particularly difficult as emails were designed for one-to-one communication. Smokeball organises that immense volume for easy access by all staff members. Allowing all members to see the latest email on a file means that your entire team can have informed conversations with clients or simply pick up where someone else left off.

Smokeball will manage all the emails on the matter regardless of who sent or received the email. When you have multiple people working on the same file, you can see each other’s emails relating to a specific matter. This eliminates the headache of forwarding, cc’ing, saving to folders or printing. Effortlessly stay in the loop on each matter and easily address client inquiries on an email, even if you were not the original contact on the email thread.

Efficient email management and Outlook integration

Smokeball’s seamless integration with Microsoft Outlook results in easy and automatic saving of emails to their specific file. No more email forwarding required for saving emails to the system.Instead, Smokeball intuitively connects right in your Outlook window. Simply type in the name of your file, and the email is there. Additionally, responses on that email chain will automatically filter into the same file, requiring much less work to save copies into the file. You will also have the choice as to whether and which email attachments follow the email into the Smokeball file.

Email productivity and instant PDF creation

Smokeball can easily convert any document to a PDF before sending it as an attachment. Smokeball’s PDF creator also has the ability to combine multiple documents into one PDF for you.All emails and their attachments are saved into the matter for easy access by all staff. Never mistakenly send an email to a person that’s not associated to the matter. When you use Smokeball your email will always go to the correct contact on that matter.

FAQs

Why are digital intake forms better?

Digital intake forms offer several advantages over paper-based forms or manual intake processes.

Here’s why they are better:

1. Efficiency and time savings

Clients complete structured intake forms at their convenience, ensuring all mandatory fields are filled. This eliminates the need to chase missing information and reduces back-and-forth communication.
Data is instantly captured and stored in Smokeball, eliminating manual data entry and errors

2. Accuracy and reduced errors

Digital forms ensure required fields are completed, preventing missing or incomplete information.
Formatting for data such as dates or addresses are standardised
No more time wasted deciphering handwriting or badly scanned documents

3. Better client experience

Clients can submit information from anywhere, anytime, on any device.

For law firms, switching to digital intake forms is a no-brainer— it speeds up client onboarding, reduces administrative work, and delivers a professional, modern experience.

Email Management for lawyers