Virtual assistant services for law firms

AssistBPO's virtual assistant services for law firms put one named legal assistant on the administrative load that keeps attorneys from billing. Intake follow-up, conflict checks, calendaring from scheduling orders, e-filing prep, document filing in NetDocuments or Clio, records requests and weekly time entry.

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This page Law firms Virtual assistant services

How does a virtual assistant work for legal?

The assistant is an employee of the group, not a freelancer, works your local hours under NDA, and comes with a trained backup and a team lead who runs a 20-minute weekly review with you. A typical day starts with the docket: which responses are due this week, which hearings need exhibits, which discovery deadlines fall within 30 days. Then intake: new inquiries from the website called back, conflicts searched, questionnaires completed, engagement letters sent for signature. In between, the assistant labels and files every incoming pleading and letter to its matter, sends medical and employment records requests, and turns attorney notes into coded time entries. Everything lands in an end-of-day report: handled, waiting on you, tomorrow's plan. You keep the legal judgment, the advice, the signatures and the filings. We take the admin around them.

What tasks does a virtual assistant cover for law firms?

  • Return website and phone inquiries and complete your intake questionnaire
  • Run conflict checks against the matter list before facts are taken
  • Calendar court dates, statute deadlines and discovery cutoffs from each order
  • Assemble e-filing packets with captions, exhibits and certificates of service
  • File pleadings, letters and exhibits to the matter folder by your naming rules
  • Send and track medical, employment and public records requests
  • Turn notes and call logs into coded time entries and draft prebills
  • Send client status updates and document reminders from approved templates

The KPI that matters here

Court and statute deadlines calendared the same day they arrive, and billable hours captured against hours worked each week. Both are on the weekly review agenda.

What rules does a virtual assistant follow for legal?

  1. Confidentiality under ABA Model Rule 1.6. Every assistant works under NDA and the confidentiality obligations your state bar extends to nonlawyer staff through ABA Model Rules 1.6 and 5.3, on a managed device with MFA and no local storage. Client files stay in your practice management system, and access runs through your own user accounts so you can revoke it in a minute.
  2. No legal advice, no unauthorized practice. Assistants never give legal advice, interpret a document for a client, set fees or predict outcomes. They do not sign or file anything where a license or attorney signature is required; filings are staged for the attorney to review and submit. Your state's unauthorized practice of law rules, enforced by the state bar or supreme court, draw the line and we stay on the admin side of it.
  3. State bar advertising rules for outreach. Follow-up emails, social posts and any contact with prospective clients follow ABA Model Rules 7.1 to 7.3 and your state bar's advertising rules: no misleading claims, no specialist claims without certification, required disclaimers and the firm's name on every message. There is no live solicitation of strangers; calls go only to people who contacted the firm first, with lawful consent and do-not-call scrubbing.
  4. Trust accounting stays with the firm. Assistants prepare billing entries and invoices but never move money in the IOLTA trust account, issue trust disbursements or reconcile trust ledgers. Trust accounting rules under your state bar remain the attorney's responsibility; we keep the time and billing records that feed them accurate.

Also in use

  • PracticePanther
  • Smokeball
  • NetDocuments

See all 80 tools we work in

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Frequently asked questions

What can a law firm virtual assistant do without a license?

Intake and conflict checks, calendaring, document management, e-filing preparation, records requests, time entry and client updates that relay facts. What the assistant cannot do is advise a client, interpret a contract or pleading, negotiate a settlement, set fees, or sign or submit a filing where the rules require an attorney. Your state's unauthorized practice of law rules draw the line, and questions that cross it are routed to the attorney with the matter open and a short note.

Will the assistant know our practice management system?

Most do already. Our legal assistants have worked in Clio, MyCase, PracticePanther, Smokeball and Lawmatics, and the process for your firm is recorded by the team lead during onboarding: matter naming, custom fields, document folders, task codes and billing rules. The assistant runs the first week with a second check on every matter opened and every time entry, then goes solo with the team lead sampling work for the monthly QA scorecard.

How does a litigation-heavy month get covered?

The assistant's hours are fixed, so the mix changes rather than the bill. Trial prep weeks shift the assistant to exhibit labeling, witness scheduling and filing packets, and routine work such as records chasing moves to the trained backup. When a firm needs a second set of hands for a sustained period, the team lead adds one from the same pool with the same playbook. Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day.

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