Smokeball phone integration
Every call and text filed to the matter, with the file note already written
Built for Australian law firms on Smokeball, EzyBiz Lex answers your calls in the firm's name, or puts them through to you, and files each one to the right Smokeball matter the moment the caller hangs up. The matter is on your screen before you answer, and afterwards the summary, the transcript and a finished file note are on the matter without anyone typing them.
- AnswersTakes the calls you can't, in your firm's name, with your services, hours and rules.
- FilesA completed task on the Smokeball matter with the file note, and a memo or document beside it.
- SchedulesCallbacks and consults land in Smokeball's tasks and calendar, so your day is laid out at a glance.
- BillsYour part of the day is ready for AutoTime when you turn time capture on, and the answering service's minutes never are.
The Smokeball integration is coming soon, and EzyBiz Lex is being listed on the Smokeball marketplace. Founding pilot firms are connected with the founder during setup, and until the integration is switched on for your firm every summary and transcript still arrives in the app, by push and by email.
What lands on the Smokeball matter
Every call produces the same record, filed by the server as soon as the summary is ready, because on most calls there is no lawyer at a screen to file it.
A completed task
Every call becomes a completed task on the matter. Its subject is the note's title and its body is the file note: who called, what they wanted, the outcome, any booking made and what was said about follow-up.
A memo, by default
The full file note and the transcript are also written as a matter memo, so the whole conversation sits with the rest of the matter's correspondence and can be read without opening the app.
Or a document
Firms that prefer documents can have the note and transcript rendered as a Word document into an EzyBiz Calls folder on the matter, linked to the task. It is a firm-wide setting, chosen once.
Text messages
Texts with a client are logged to their default matter as one completed task per contact per day, so the matter shows the conversation without a separate record for every message.
Contacts and caller ID
Contacts sync from Smokeball when you connect and stay current through Smokeball's own change notifications. The incoming call shows the caller, their matter and your last note, read from what EzyBiz Lex already holds, so nothing is looked up while the phone is ringing.
Your day in Smokeball, at a glance
Every callback owed and every consult booked lands in Smokeball's tasks and calendar, and in the Agenda tab in the app, so you can see what the day holds without piecing it together from messages.
When the answering service takes a message or a caller asks to be phoned back, an open task is created on the matter for the lawyer responsible, due within the number of business days you choose. Tick it off in the app and it is completed in Smokeball, and complete it in Smokeball and it is ticked off in the app.
When the answering service books a consult, it appears in the lawyer's Smokeball calendar, linked to the matter when there is one. If the client reschedules, the event moves with it, and if they cancel, it is removed.
In the app, the Agenda tab puts the day's callbacks and bookings side by side, so the first thing you see in the morning is who is waiting on you and when you are next needed, and it matches what Smokeball shows the rest of the team. Callback tasks are on once you connect, and calendar sync is a setting you turn on.
New enquiries become Smokeball leads
When someone you have never heard from calls about a new matter, EzyBiz Lex can open the lead in Smokeball for you, so intake starts on the file and not on a sticky note.
The contact is created
The caller is added as a Smokeball contact with the name and number they gave the answering service.
A lead matter is opened
A lead matter is opened with the lead type you choose, with the caller attached as the client, ready for you to qualify and convert.
The call is on the lead
The call is filed to the new lead matter as a completed task with the file note and memo, and the lead becomes the contact's default matter, so their next call files itself.
Only genuine enquiries
Withheld numbers, outbound calls and spam never create a lead. Leads are off until you turn them on and choose a lead type in the Smokeball options in the app.
What you see before the call, and what is on the matter after it
Priya Sharma called about the interim hearing date and whether the affidavit needs to be filed before it. Message taken. She would like a call back this afternoon on her mobile. No advice was given.
Filed to the right matter, or not filed yet
A wrong guess would put privileged material on another client's file, so EzyBiz Lex files only when it knows which matter a call belongs to.
Set the first time you file one of their calls, or from the contact in the app.
If the contact has exactly one open matter in Smokeball, the call files there.
Two or more open matters and the call waits in the app for one tap. Your choice can become the default.
Time recorded the way Smokeball already works
Time capture is off until the firm turns it on. When it is on, you choose how Smokeball receives it.
The exact call duration goes on the completed task, and Smokeball's AutoTime turns it into a pending time entry overnight, the same as it does for every other task your lawyers complete.
A time fee is written straight to the matter, rounded up to your billing increment and against your activity code. The task is left without a duration, so AutoTime never adds a second entry.
Either way, time is captured only for calls a lawyer handled and only when they ran longer than a minute. A call the answering service took on its own files to the matter with no duration and no fee, so its minutes never reach AutoTime or an invoice.
Connected once, for the whole firm
Connect Smokeball
An owner or manager connects Smokeball from Settings in the app. Contacts and matters are imported straight away, so caller ID works from the first call.
Map your staff and choose the record
Match each EzyBiz Lex user to their Smokeball staff record, then choose task and memo, task only, or task and document, and turn on time capture, calendar sync and leads if you want them.
Point your calls at EzyBiz Lex
Forward your existing number on no answer, or take a new Australian number. Numbers and porting covers both.
Watch one call file itself
Make a test call, let the answering service take it, and open the matter in Smokeball to see the task, the memo and the file note.
Three ways to take the day's calls
Whichever way a call is taken, it is filed the same way, so the matter tells the whole story whether you spoke to the client or the answering service did.
Available
Your phone rings as normal, with the caller's matter on screen before you answer. After you hang up, the call is written up and filed.
Screen
The answering service picks up first, finds out who is calling and why, and puts genuine callers through to you with a one-line summary.
Unavailable
In court, in a meeting or finished for the day, the service answers in your firm's name, books the consult or takes the message, and files the call.
Smokeball questions
Yes. When the firm turns time capture on, the call's duration goes on the completed task and AutoTime turns it into a pending time entry overnight, exactly as it does for any other task. If you would rather record a fee directly, fee mode does that instead and leaves the task without a duration, so a call is never billed twice.
No. Time is captured only for calls a lawyer handled, and only when they ran longer than a minute. A call the answering service handled on its own still files to the matter, with no duration and no fee.
No. An owner or manager connects Smokeball once for the whole firm, and a staff map makes sure each task and time entry lands against the right lawyer.
The call is not filed to a guess. It waits in the app, marked as needing a matter, and one tap files it. That choice can become the contact's default matter, so their next call files itself.
Yes, when you turn leads on. A new caller making a new enquiry becomes a Smokeball contact with a lead matter of the type you choose, and the call is filed to that lead. Withheld numbers, outbound calls and spam never create one.
Yes, once calendar sync is on. A consult the answering service books appears in the lawyer's Smokeball calendar, linked to the matter when there is one, and it moves or disappears if the client reschedules or cancels.
EzyBiz Lex is being listed on the Smokeball marketplace now. Founding pilot firms are connected with the founder during setup.
Yes. Keep your desk phones on VXT and forward on no answer to EzyBiz Lex, so the answering service only takes the calls nobody picked up. Both records land on the same Smokeball matter.
See a call land on a Smokeball matter
Book my demo call with the founder. Half an hour on how your calls are handled now, and a live look at a call going from the ring to the file note on the matter.