01
Collect
Captures inquiries from WhatsApp Business, email, web forms, and referrer aliases into one controlled intake queue.
Your teamApproving the channels we connect.
Workflow stack ▪ Client intake
New inquiries become complete, review-ready records.
Scellus runs your intake across WhatsApp, email, and web forms. We capture each inquiry, read it, verify it, chase what's missing, get it reviewed, and hand off a complete record to the system your team already uses.
Intake readout ▪ record verified
Where client intake breaks today
There are inquiries. There is no track.
Inquiries arrive in five places.
WhatsApp, email, web forms, referrers, and direct partner messages create separate trails for the same prospect.
Missing documents become memory work.
IC, address, company records, and supporting files arrive in fragments. Someone has to remember what is still missing.
Identity checks happen by eye.
You glance over IC images, SSM records, and conflict checks by eye, and edge cases depend on who happened to notice them.
The record is opened too early.
Someone opens the CRM or matter record before the fields are complete, so bad addresses and missing documents travel downstream.
The chase is inconsistent.
Clients get followed up on the wrong channel, too late, or not at all when the person holding the thread is busy.
Reviewers see the wrong work.
Partners and managers spend time reading incomplete records instead of deciding on the few inquiries that actually need judgement.
Operating truth
An inquiry is not a record.
You're in control the moment a record is complete, verified, linked back to the source messages, routed for judgement when it needs one, and ready for the next commercial step.
Service specification
The work we take over, in plain terms.
This is a managed service. Scellus runs the repeated work and prepares the exceptions. Your team keeps the decisions that need judgement.
- What enters the service
- Web forms, emails, messages, identity records, company records, and supporting documents.
- What Scellus handles
- We collect each inquiry, capture the required fields, check documents, follow up on missing information, and prepare exceptions.
- What your team handles
- Your team handles conflict decisions, risk judgement, client acceptance, and final approval.
- What Scellus delivers
- A complete intake record, missing-document queue, reviewer pack, source trail, and audit log.
- How performance is measured
- Time to complete intake, ageing of missing items, exception rate, and reviewer turnaround.
- Commercial model
- One-time setup plus a monthly managed service. Final pricing depends on volume, workflow complexity, integrations, review requirements, and service levels. The fit check confirms suitability before any paid work begins.
The stack
Six blocks. Each with a source, an output, and an owner.
The full public block sequence, from channel capture to a complete, reviewed handoff into your CRM, DMS, or matter system.
02
Read
Extracts intake fields, IC and company details, and matter description from messages and attachments.
Your teamApproving the field map on day one.
03
Verify
Runs identity and record checks — IC format, SSM company match, conflict-list lookup. Flags mismatches.
Your teamSign-off on conflicts and edge cases.
04
Chase
Sends the missing-item follow-up on the same channel the client used. Stops chasing once the item arrives.
Your teamThe escalation rule when a client goes silent.
05
Review
Routes flagged or borderline records to a named reviewer with the source messages attached.
Your teamThe reviewer decision.
06
Deliver
Writes the complete record to your CRM or matter system and closes the intake thread.
Your teamThe downstream action — quoting, engagement letter, file opening.
What you receive
Not a faster form. A complete intake record.
The output is the evidence that the inquiry was captured, checked, chased, reviewed, and handed off without losing the trail.
A daily intake queue with every new inquiry, its channel, its current state, and the open exceptions.
A missing-items exception list, scoped to inquiries where we have stopped progress waiting on the client.
Identity and record-check flags with the source evidence attached — IC image, SSM extract, conflict hit.
A complete, validated handoff into your CRM, DMS, or case-management system once the record is review-ready.
A monthly intake audit log: every record, every action, every reviewer decision, with timestamps.
A monthly operating report covering complete records delivered, average inquiry-to-handoff time, and exception rate.
The transition
What changes when Scellus runs intake.
Inquiry capture
Today
Inquiries land in WhatsApp, email, and the form. Someone forwards, copies, or forgets.
We handle
We pull every channel into one intake queue and acknowledge each new inquiry on the channel it used.
Your team
Confirms which channels we listen to.
Identity and supporting documents
Today
Your clerk asks, the client sends fragments, the clerk asks again.
We handle
We send the request, chase the replies, and parse whatever comes back.
Your team
Defines what is required per matter type.
CRM and case-system handoff
Today
A half-completed record gets created early and never fully filled.
We handle
We only write the record once it's complete and reviewer-cleared.
Your team
Receives a clean record and decides what to quote.
Exception review
Today
Partners see incomplete records and spend time reconstructing the thread before deciding.
We handle
We route only low-confidence fields, conflicts, and edge cases to a named reviewer with the source messages attached.
Your team
Makes the judgement call.
Compliance and data
Intake data stays traceable while it moves.
Intake data is the most sensitive layer of the relationship. We handle it under PDPA 2010 and the 2024 Amendment, with the data location, access owner, consent wording, and reviewer handoff named before the workflow goes live.
We capture consent at the point of inquiry, not after the fact. The wording sits inside the form, the WhatsApp first reply, and the intake script. We don't infer consent from a returned IC photo.
Where the buyer is a Malaysian law firm, the workflow respects Bar Council rules on client communication and conflict checking. Records leave Scellus’s environment only into the firm’s own systems.
Integrations
We meet your clients where they already are.
Inbound channels
- WhatsApp Business API
- Email (Microsoft 365, Google Workspace, custom domains)
- Web form (Astro, WordPress, HubSpot, custom)
- Referrer email aliases
Outbound handoff
- HubSpot, Pipedrive, Zoho, or custom CRM
- DMS (iManage, NetDocuments, SharePoint matter spaces)
- Google Workspace and Microsoft 365 shared drives
- Case-management systems
Verification
- SSM lookup
- IC format validation
- Internal conflict and exclusion lists
- Optional sanctions screening
Don't see your stack? We confirm the integration scope at the Workflow Review, before anything's agreed.
Operating cadence
Capture daily. Review weekly. Improve monthly.
Daily
Daily
The intake queue moves. Acknowledgements go out within the hour during business hours. We log exceptions and route them. Your reviewer sees only what needs a decision.
A current queue, not a scattered inbox.Weekly
Weekly
A 30-minute exception review with your named process owner. Stuck inquiries, repeated mismatches, integration noise. We agree the fixes; we do them.
Stuck records get a named owner.Monthly
Monthly
An operating report against the named outcome: complete records delivered, average inquiry-to-handoff time, exception rate, and the changes we recommend for next month.
Intake improves from evidence.Indicative scope
Complete enough to review. Clean enough to hand off.
Build phase
Six to ten weeks
Channel connections, field map, identity-check rules, reviewer routing, CRM or DMS handoff, parallel-run, go-live.Operating retainer
Monthly engagement
Daily queue operation, weekly exception review, monthly reporting, integration maintenance, rule and prompt tuning, exception handling.Final scope, duration, and fee are confirmed at the Workflow Review against inquiry volume, channel count, verification rules, and CRM or matter-system handoff.
Frequently asked questions
The questions that decide whether intake is under control.
Find out what your intake track would look like.
Start with a free fit check. If the workflow qualifies, a focused review maps your inquiry channels, the documents you collect, your CRM or DMS handoff, and the named outcome we would operate against.