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LEGAL INTAKE & TRIAGE

In-house legal intake software that gets every request to the right person

Legal requests reach your team from everywhere: email, chat, a quick word in the hallway, a contract forwarded at 5pm with “can you just look at this?” Plenty arrive missing the details you need, so your first reply is a question.

And when the General Counsel asks how many came in last quarter, someone ends up combing through inboxes and counting by hand.

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One place for the business to ask legal

Most people outside legal don't know which lawyer to email, so they email whoever they spoke to last.

Xakia gives your business users a legal request portal, with your company's logo and colors, so it looks and feels like it belongs to your organization.

When business users start a new request, they pick the type of help they need, such as an NDA, a contract review, a sales agreement or a marketing review. 

New request page showing request types such as NDAs, contract review, sales agreements and marketing review
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Or meet your business users where they are 

Coming soon

Your business clients are in Teams? No problem. They can use Xakia’s new Teams chatbot to interact with your FAQs or to submit requests to the legal team.

Where you have set up self serve tools, or deflections, the resources that they need will be displayed directly in Teams or delivered to their inbox.

For the Legal Team, you will continue to receive your legal requests through Xakia in the same way - everybody gets to stay in their native environment for optimal productivity. 

 

Legal Intake That Gets the Full Story the First Time 

Legal requests usually start with an email like “Can you send me the agreement?” and then stall on “Which company is this with?” and “When do you need it?”

With Xakia’s legal intake software, your team builds the list of required information to collect all the critical details the first time.

For NDAs and other high-volume documents, AutoDocs fills your template with the answers and sends a Word or PDF file straight to the requester, or to legal for a check first. 

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Legal intake that answers routine questions before they become requests

Some requests never need a lawyer. The answer is already in a policy, or the question belongs to another team.

Your legal team can publish FAQs and deflections take care of the first round of legal triage by catching requests your team doesn’t need to handle.

Ensure that your business clients are pointed in the right direction without consuming Legal Department resources. Xakia still logs the request, so it shows up in your reports.

Coming soon

A new chatbot delivers AI legal intake so your business users can ask a question in natural language and get an answer straight from your FAQs. If they do need Legal, the chatbot walks them intuitively through the right request form.

 

Rules where you need certainty, AI where it saves time

We pair clear, rules-based intake with AI where it does the most good, so intake stays simple, powerful and affordable.

When a request goes to one person and not another, someone will eventually ask why. In Xakia, your team sets the rules for who picks up a request and which requests never need legal. 

Coming soon

Xakia AI will give your team an overview of each request, covering the key dates, the documents attached and the actions needed, so you don't have to sift through the details to find what you need. Your team still makes the legal decisions.

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Your business clients can check progress without chasing Legal 

"Any update on my NDA?" is a question your team shouldn't have to answer by email.

In the portal, people see every request they've sent, its status and the date they need it by. Inside each request, they can see who's working on it, read notes your team has chosen to share, swap documents and message the legal team directly. Nothing is shared automatically. Your team decides what they see.

 

A Legal Department Dashboard Built From Your Intake Requests

The Intake Dashboard in Xakia’s legal intake software turns every request into live reporting, broken down by type, category, business unit or risk level. It shows:

  • how many requests finished on time, ran late or are still open
  • the average turnaround time on completed requests, by request type or business unit
  • who handles the work: your team, outside lawyers or automation

Filter by date and download a PDF for your next leadership update, or read our guide to legal dashboards for in-house teams.

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Customer story

73% faster completion

“When using Xakia, average days to completion [of legal requests] reduced by 73%.”

Megan Isaacson

Legal Operations Manager, Syneos Health

 

Legal intake resources

 
We Offer the Only Legal Toolkit for In-house Teams
Simple, powerful and affordable legal operations software. Manage your matters, legal spend and more from one cloud based in-house legal toolkit.
 
Some commonly asked questions about our legal intake & triage software

Xakia is cloud-based legal matter management software built specifically for in-house legal teams. It brings your matters, intake, spend, contracts, documents, and reporting into one place — so your team spends less time chasing emails and spreadsheets, and more time doing actual legal work. Founded in 2016, Xakia supports teams of all sizes across the globe.

Xakia covers the full stack for in-house legal teams: matter management, legal intake & triage, spend management, external counsel management, contract lifecycle management, legal project management, document storage, and analytics & reporting. Everything talks to each other, so you get one source of truth instead of five different tools.

Security is non-negotiable for legal teams, and it's one of our highest priorities. Xakia is certified compliant with ISO 27001, SOC 2 Type II, and HIPAA certified. We conduct regular independent security audits, and operate on enterprise-grade cloud infrastructure. You can request our security documentation at any time.

No IT degree required. Xakia is cloud-based, so there's nothing to install. Most teams are up and running within days, not months. The interface is designed to be genuinely intuitive i.e. your team won't need a training course to figure it out.

Without a structured intake process, legal requests arrive through email, Teams or Slack, text, hallway conversations, and spreadsheets — and things slip through the cracks. A legal intake system gives every request a consistent path: submitted, triaged, assigned, and tracked. The result? Faster response times, better prioritization, and a clear record of everything your team handles. Xakia customers see average days to completion drop by 73% after implementing legal intake.

The Internal Client Portal is a hub where your internal clients (think: sales, HR, finance) can submit legal requests, track progress, and find answers to common questions - without having to email the legal team directly. You customize the intake forms, set up an FAQ library that intercepts routine questions, and keep requestors in the loop automatically. It's available on all subscription tiers. There is no charge or limit to the number of internal clients accessing this portal.

Yes — legal intake and triage is included in every Xakia subscription, from the smallest team to the largest. No add-ons, no extras.

No! The good news is you can have unlimited internal business clients use the Internal Client Portal at no additional fee!

Please note: the Internal Client Portal is available on the Advance plan – you can view our pricing to learn more.

Yes — and we're building more. Xakia uses AI for contract redlining and contract summarization. We're continuing to expand our AI capabilities with a focus on things that genuinely save legal teams time, without compromising accuracy or security. Keep an eye on our product updates for what's coming next.

Xakia consistently rates highly for legal intake on G2, Capterra, and Software Advice — particularly for ease of use, fast implementation, and customer support. If you want to see how we compare, check out our reviews or start a free 14-day trial and decide for yourself.

Yes. You can build intake forms that match your team's workflows, with custom fields, conditional logic, and different form types for different request categories (e.g. contracts, employment, commercial). No two legal teams work the same way, so your intake forms shouldn't look the same either.

 
Trusted by in-house legal teams of all sizes, worldwide

Give the business one place to ask legal

See how requests look when they arrive complete and go straight to the right person. Simple to set up, powerful where it counts and affordable for your team.