# Law firms: A quieter front desk > For law firms and tax advisory firms: clients book appointments themselves, send inquiries through a form and upload documents in the support portal. Add client spaces, templates and checklists in the wiki, logins in the vault and hours that turn into invoices. - Page: https://www.ciro-noise.de/loesungen/kanzleien - Deutsche Fassung: https://www.ciro-noise.de/loesungen/kanzleien.md For law firms and tax advisory firms: clients book their appointments themselves, inquiries arrive with documents, and everyone finds your templates in the wiki. CIRO NOISE takes over the work around the case file, so you have more time for the client. - Appointments bookable online - Documents in the client space - Servers in the EU ## Around the case file, a lot still runs through phone and inbox For the case file, you have your practice management software. But everything before and around it often runs through phone and inbox: scheduling appointments, first inquiries without documents, questions about the status, the search for the right template and the password for the government portal. Your practice management software stays, and CIRO NOISE takes over the work around it. Clients book first consultations and follow-up appointments through your website, in the times you make available. Inquiries come in through a form, and the client gets a number, follows the status in the support portal and uploads documents there. For ongoing matters, there are client spaces. There the client sees the tasks and documents you share and submits missing documents. Processes, templates and checklists live in the wiki. Pages you mark as confidential are only used by the AI for people with the matching permission, and you can leave single pages out of its knowledge entirely. ## How law and tax firms like yours use CIRO NOISE Law or tax, solo practice or partnership: the daily routine around the case file looks much the same. ### Law firm: Prepared for the first meeting Clients book the first consultation online, describe their matter in the form and upload their documents in the support portal. So you know what it’s about before the meeting. - Appointment types per attorney with their own office hours - Inquiry form with a support portal for documents - Email confirmation with a link to reschedule or cancel - Booking is blocked automatically during vacation ### Tax advisory: Documents arrive without chasing The client space lists the open items with due dates. The client sees what’s still missing and uploads it there. You see what’s done. - Tasks for the client, with notifications - Files in the client space instead of email attachments - Checklists for annual financial statements and payroll in the wiki - Portal logins encrypted in the vault ### Firm operations: Everyone knows who’s in Who’s in today, who covers for whom and which task sits with whom is all in CIRO NOISE instead of on the whiteboard in the hallway. - Team calendar with vacation and coverage - Time tracking under Germany’s Working Hours Act for employees - Tasks with a due date and an owner - Hours for fee invoices based on time spent ## This changes Clients see the status themselves, and you have more time for advising. - **Clients book their own appointments**: Clients book in the times you make available and get the confirmation by email. Busy times from your calendar and your vacation are blocked automatically. - **The client knows where their matter stands**: Every inquiry has its own page in the support portal, and every client space shows the open items. So fewer people call to ask whether there’s any news. - **Everyone finds the right template**: Templates, processes and checklists live in the wiki, with versions. Anyone with a question gets the answer from them through the AI, along with the source. - **Logins stay safe in the vault**: Passwords for portals and accounts are encrypted in the vault. Shared logins are visible only to roles with the permission, and private ones stay private. Revealing one takes a second confirmation, and anyone who leaves the firm loses access immediately. ## The tools around the case file Firms usually start with these: inquiries, clients, templates, logins and team coverage. You plan tasks with due dates on the board, and every other feature is included when you need it. - **Requests**: Client inquiries with attachments, number and support portal - **Customers**: Clients with contact persons, history and follow-ups - **Wiki**: Templates, processes and checklists with versions - **Password manager**: Portal logins, encrypted and behind a second confirmation - **Time tracking**: Working hours, vacation and coverage for the team ## Tell Claude. CIRO NOISE records it. ### Prepare intake meetings > Please create a checklist in the wiki for first meetings in employment law. And who on the team is out next week? First meetings should only happen on days when we're fully staffed. The “Checklist: first meeting, employment law” is in the wiki under Processes. It has 12 points, from the date of receipt through company size and special protection to the documents. It also flags the three-week filing deadline under Section 4 KSchG. Next week Ms. Roth is at a training on Monday and Tuesday. Ms. Aydin has requested Tuesday off, which would leave Mr. Kaya alone at the front office. So you’re fully staffed from Wednesday. With LAW-22, the front office books first meetings only Wednesday to Friday. ### New client > Daniel Krüger is coming to us about a dismissal he received on October 2. The employer is Seeberg Spedition. Please check whether we already know him or the company, add him and enter the deadlines. Neither Daniel Krüger nor Seeberg Spedition is in the contacts. Mr. Krüger is set up as a client and the company with the note “opposing party”, so the next lookup finds it. Run the binding conflict check in your practice management software as usual. The first meeting is on Wednesday, Oct 14, at 10 a.m. He'll bring the dismissal letter, his employment contract and his last three pay slips. The filing deadline is Friday, Oct 23, three weeks after receipt on Oct 2. It's with Mr. Berger as LAW-31, and the early deadline on Oct 16 is with the front office as LAW-32. Please confirm the date of receipt in the meeting, since the deadline depends on it. ### End of the month > End of the month. Please write Mr. Krüger the retainer invoice. And which vacation requests for November are still waiting? Are we covered then? The retainer invoice to Daniel Krüger is a draft under Finance: 5 hours at €240, which is €1,200 net, as set out in the fee agreement. Two vacation requests for November are waiting: Ms. Aydin from Nov 16 to 20 and Mr. Kaya on Nov 18 and 19. If you approve both, the front office is empty on those two days, and Nov 18 is the conciliation hearing in the Krüger case. It's best to talk to Mr. Kaya before you decide. ## Every tool costs the firm extra Online scheduling, inquiry inbox, knowledge base, invoicing, time tracking, password manager and file storage: that’s 7 tools next to your practice software. With CIRO NOISE, it’s one, and your practice software stays. ## Common questions from law firms ### How does CIRO NOISE fit with our practice software? As a complement. Case files, the special electronic lawyer mailbox (beA) and deadline control stay in your practice software. Tasks with due dates in CIRO NOISE give your team an extra reminder, but they don’t replace a deadline calendar. CIRO NOISE takes over what costs time alongside them: scheduling, first inquiries, client spaces, team tasks, templates and processes, logins and working hours. ### How does CIRO NOISE protect confidential data? Your data stays in the EU, and every organization is strictly separated from the others. The AI can be turned off and is never trained on your data. Professional secrecy holders have additional obligations with service providers (§ 43e BRAO, § 62a StBerG). Talk to us before you start. We’ll tell you which documents we have for this, such as the data processing agreement, and what your firm still needs to arrange itself. ### Can we address clients formally? Yes. In the client space you choose for each client whether to address them formally or informally. Invitations and notifications follow that setting. ### Can we bill by time spent? Yes. You log hours with an hourly rate on the task, and the open hours become the invoice. For billing under the German fee schedules for lawyers (RVG) or tax advisors (StBVV), keep using your practice software. ### Can clients book appointments themselves? Yes. You set appointment types and office hours, and clients book a free slot online with the right person. Bookings take absences into account automatically. ### How do the firm's logins stay protected? In the password vault, encrypted and readable only after a second confirmation. Neither the AI nor connected programs can reach it. You share a login with outsiders via a link that works exactly once. ## CIRO NOISE at a glance - CIRO NOISE is a workspace for small businesses and teams of up to about 50 people: wiki, tasks, customer requests, finance with quotes and invoices, customers (CRM), meetings, knowledge with AI, social media, password vault, and time tracking behind one login. - Price: the first 2 seats are free, with every feature. Each additional seat costs €25 per month plus VAT. No credit card to start. - Privacy: servers and AI run in EU data centers, content never trains AI models, and permissions apply per person and feature. - AI connection: Claude and other AI assistants connect through MCP, the open standard for AI tools, with exactly the permissions of the person. - Provider: CIRO GmbH, Eching, Germany. Contact: hello@ciro.gmbh, phone +49 89 24 88 31 22.