An Immigration Firm That Captures Every Lead — Before They Go Cold
Sterling & Associates is a fictional-brand demo built to show exactly how a modern immigration law firm can automate its entire intake pipeline — a 24/7 AI chatbot that answers case questions, a smart intake form that builds case briefs automatically, instant team alerts, client confirmation emails, and a live CRM dashboard.
The Challenge
Immigration law is emotionally high-stakes — clients are anxious, deadlines are strict, and every missed enquiry can mean a family separated. Small firms face:
- ✕The same questions asked 50 times a day — “What forms do I need?”, “How long does it take?”, “How much does it cost?”
- ✕Intake forms that dump raw data into an inbox — staff manually re-types everything into case files
- ✕No visibility into pipeline — how many leads are waiting, which are urgent, what stage each case is at
- ✕Clients left waiting with no confirmation — anxiety builds, they call other firms
- ✕Document collection is chaos — back-and-forth emails chasing passports, birth certificates, tax returns
The Solution
NextEra AI built a complete intake automation system for Sterling & Associates — every touchpoint from first enquiry to case review is handled automatically:
AI Immigration Chatbot
A 24/7 chat assistant trained on the firm's full knowledge base — services, fees, document checklists, timelines, and FAQs. Answers in a warm, professional tone and never invents legal advice.
Smart Intake Form
A multi-step intake form that captures case type, urgency, documents, and client details — then auto-generates a formatted case brief for the attorney to review.
Dual Email Notifications
Every intake triggers two emails instantly — a detailed case brief to the team, and a warm confirmation to the client with next steps and a 24-hour review promise.
CRM Auto-Capture
Every submission is logged to a Google Sheets CRM with case type, urgency, status, and timestamp — no manual data entry, no lost leads.
Live CRM Dashboard
A real-time dashboard showing total cases, urgency split, pipeline funnel, and a sortable case table — served from a REST API powered by the CRM data.
Editable Knowledge Base
All chatbot knowledge lives in a single Google Doc — services, fees, document checklists, FAQs. Edit the doc and the bot updates instantly, no code changes.
Calendly Integration
Clients can book a 30-minute consultation directly from the chatbot or website — no back-and-forth scheduling, the attorney's calendar stays in sync.
Guardrails Built In
The chatbot never gives legal advice, stays strictly on immigration topics, and recommends booking a consultation for case-specific questions.
Chat Session Memory
The chatbot remembers the conversation context across messages — clients don't have to repeat themselves, and follow-up questions flow naturally.
Key Capabilities
What's Under the Hood
Explore the Demo — It's Live Right Now
Open the website and try the chatbot with “How much does a marriage green card cost?” or “What documents do I need?” — then submit the intake form and watch the CRM dashboard update in real time.
Want an AI Intake System Like This for Your Firm?
Let's build one that answers client questions 24/7, captures every lead automatically, and gives you a live dashboard — so your team only talks to people who are ready to hire you.