Who is this guide for?
Case Management Supervisors and System Supervisors
Convert2Client helps clients drive new & incremental revenue as your customers can go online 24/7 to get a quote without speaking with anyone.
This reduces the amount of administration needed and saves your firm time and money.
Obtaining a Quote
There are components to Convert2Client that can be implemented directly into your website.
These include the Convert2Client Chatbot and the Quote Calculator.
Step 1
The chatbot component steps through the process by asking questions that can responded to by typing or by voice commands should a microphone be enabled.
A series of questions will follow which will enable the chatbot to compile a breakdown of the legal costs.
Once you have answered all of the questions, this pop-up will show the breakdown of legal fees. A copy will also be emailed to you.
The bottom of the pop-up will display the answers to the questions posed by the chatbot.
Also on the pop-up box, the quote can be instructed by clicking Instruct this quote.
An email is sent confirming the instruction has been received.
Step 2
Another component is the option to get a conveyancing quote by clicking Click here for an instant conveyancing quote to bring up the Conveyancing Quote Calculator.
Here the relevant option can be selected from the top, enter a postcode along with the other information on the form including contact details. Finally clicking Get Instant Quote.
The Legal Fees are shown at the top and all additional fees will be itemised and displayed below to comply with SRA regulations. Underneath the table is the total purchase cost.
Relevant notes are shown below the the fees, as shown with the chatbot, the details entered earlier appear at the very bottom.
An email containing this information will be sent to the email address provided. Convert2Client will also send an email advising that a new online enquiry has been made.
This quote can be instructed straight away by selecting Instruct this quote.
Using the Convert 2 Client portal
You can access your own Convert2Client portal, with the supplied credentials.
Dashboard
The first page will display your dashboard. You have a pie chart displaying Enquiries vs Instructions.
You will also see a graph showing number of quotes per month. You may select other years to view should you wish by ticking the relevant boxes. Further graphs are available underneath.
These will assist you with keeping track of the types of quotes being received, number of instructed quotes and instructed quotes by type.
Creating a New Quote
Clicking Quotes you will see a list of all quotations with their respective statuses will be displayed. Select New will allow you to create a new enquiry or new quote.
When generating a quote, you will be able to select a collaborator.
If the selected Collaborator fees are set, these fees will be applied in quote calculations. Otherwise, the Company fees are applied.
Reviewing Outstanding Quotes
From the Quotes and Enquiries tab you may filter the results, there are options to filter by the type of quote, status of the quote and whether you have used the DocuSign integration when sending the quote.
There is also an option to block specific IP addresses should it be desired.
Quotes can also be deleted. Other options can also be performed, view details entered previously, as well as view the client care letter history and resend the quote by email. You can also export the quote and the client care letter to Osprey.
| Export Quote to Osprey Approach | This Export the Quote directly into Osprey |
| Send Client Care Letter | This gives you the ability to send the Client Care Directly from Convert2Client |
| *Export Client Care Letter to Osprey Approach | this allows you to Export the Client Care letter into osprey |
| *Quote Enquiry Details | This will give you an overview of the Quote enquiry. |
| *Quote Details | This give you an overview of the Quote Details. |
| *Client Care Letter email history | this gives you a record of the emails sent on the client care letter |
| *Send Quote by email | this will send the Quote via email directly from Convert2Client |
| *Change Status | This has the ability to change it from prospect to Instructed or lost from the Enquiry stage. |
| Assign to | allows you to assign to any Convert2Client User |
| Schedule call back | Schedules a call back and then adds it to your Outlook Calendar |
| Schedule Email | Schedules an Email to be sent from Convert2Client and will automatically sent on the time and date you have set. |
| Schedule text | Schedules a Text to be sent from Convert2Client and will automatically sent on the time and date you have set. |
| Send adhoc email | sends an email directly from Convert2Client |
| Send adhoc text | sends an Text directly from Convert2Client |
| History | Shows you the History of the Quote |
| GDPR data redact | Redacts the Personal data from the quote but keeps the quote |
| Apply Discount | This allows you to apply a discount either on monetary value or as a percentage. |
Export Quote to Osprey Approach
When you export the Quote to Osprey Approach you have three options, Export client care letter, Web enable and Export as Prospect. If the Client has been Found in Osprey Approach it will as if you want to create a New Client, New matter to exiting Client or Cancel.
Send Client Care Letter
Running the client care letter displays the letter to be edited, when ready click Next will open the default email template which of course may be configured.
We also integrate with DocuSign to allow documents to be electronically signed. Please note that you will need a DocuSign account to use this and of course sign into it when clicking Send Email.
Export Client Care Letter to Osprey Approach
This will directly Export the Client care letter to osprey.
Quote Enquiry Details
This is will Bring up the overview of the Quote Enquiry
Quote Details
This give you an overview of the Quote Details
Client Care Letter email history
this gives you a record of the emails sent on the client care letter
Send Quote by email
this will send the Quote via email directly from Convert2Client to the Email linked to the Quote
Change Status
This has the ability to change it from prospect to Instructed or lost from the Enquiry stage.
Assign to
You are able to assign the Quotes to any exiting Convert2Client users.
At the bottom of the received email there will be a link to click to add a signature and send it back automatically.
Schedule a call back
It’s possible to add reminders to call the potential client
Send Adhoc Email
Schedule Email
Choosing Schedule Email shows the same form along with the option to set a date and time.
Send Adhoc Text
Text messages may be sent to the potential client
Schedule Text
Choosing Schedule text shows the same form along with the option to set a date and time.
History
You may view the action history of a quote
GDPR Data Redact
You are able redact all personal data from a quote but it will maintain the quote
Apply Discount
You are able to apply either a discount of a value or of a percentage of the fee, when applying the discount enter the value and then click out of it to see how much the quote will be after the discount.
Convert 2 Client in Osprey
Export Quote to Osprey, tick Export client care letter and click Export.
The data entered in Convert2Client will be created as a prospect matter, all the information entered online will be placed into the Approach2Quote dossier page within Case Management > Dossier. The client care letter exported will appear in the Matter History.