Phone system for solicitors
The best phone system for a solicitor or law firm is a cloud (VoIP) one, because it routes enquiries to the right department or fee-earner, records calls for accurate file notes, lets your team answer from the office or working remotely, and covers out-of-hours enquiries with an after-hours greeting or AI receptionist. There are no new phone lines or hardware to install, you keep your existing number, and because it runs over the internet it is unaffected by the 2027 PSTN switch-off.
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A time-sensitive new-client enquiry, routed to the right department.
The calls a law firm can't afford to miss
In legal services the phone is often the first point of contact, and a missed call can be a missed instruction. A modern phone system makes sure the right person answers, with the call handled in a way that fits a professional practice.
The new-client enquiry
Conveyancing, family and personal injury enquiries are time-sensitive and competitive. A caller who reaches voicemail mid-morning will often try the next firm rather than wait, so a new-enquiry line that rings several people and holds callers in a queue protects work you have already paid to attract.
The wrong department
Callers do not know which fee-earner handles their matter, and a switchboard that bounces them around the office wastes everyone's time. Routing the call to the correct practice area from the first menu choice gets each client to the right person faster and frees up reception.
The client who needs accuracy
Instructions, deadlines and figures discussed by phone need to be captured correctly. Without a record, a fee-earner is relying on memory and hurried notes, which is exactly where misunderstandings and complaints begin.
The confidential conversation
Client matters are sensitive and privileged, so calls need to be handled and stored carefully rather than scattered across personal mobiles. A single, managed system keeps call handling and any recordings under the firm's control.
The after-hours enquiry
A prospective client researching a problem in the evening is often the most motivated. If the line just rings out, that enquiry is gone by morning. Capturing it properly out of hours turns dead time into a callback list for the next working day.
The remote and hybrid team
Fee-earners work from home, between offices and at court. They still need to make and take firm calls on the firm's number, not their personal mobile, so the practice keeps a consistent professional front whoever is in the building.
Recommended setup for a law firm
A few features, combined well, cover almost everything a solicitor's office needs. Here is a sensible starting point, with the reason each one earns its place.
- Auto attendant - a professional welcome menu that lets callers choose conveyancing, family, commercial or another practice area, so each enquiry reaches the right team without going through reception.
- Ring groups - ring everyone who handles new enquiries at once, so a prospective client is answered by the first available person rather than a single engaged extension.
- Call queues - hold callers in turn with a position announcement and music on hold at busy times, instead of an engaged tone that sends them to a competitor.
- Voicemail to email - send voicemails straight to a shared inbox so a new enquiry left out of hours is picked up and actioned first thing, not lost on a desk phone.
- Call recording - keep an accurate record of instructions and figures discussed by phone for your file notes, useful for accuracy and for resolving any later query. Recording is something a firm should use mindful of its professional and SRA obligations, including telling callers and handling recordings securely.
- Business-hours routing - play your normal menu during office hours and switch automatically to an after-hours greeting in the evenings, at weekends and on bank holidays, with no one having to remember to change it.
- Number porting - bring your existing firm number across and keep it, so clients, courts and referrers carry on using the number they already have.
You can start with the essentials and add to the setup as the practice grows. For the bigger picture of how these pieces fit together, see the phone system overview, and for accurate file notes from recorded calls, AI call transcription can turn a recording into a written summary.
An example call flow for a solicitor's office
This is an illustrative setup for a small firm with conveyancing, family and commercial teams. It shows how a single new-enquiry call is handled from the first ring to the callback, and is an example rather than any specific firm.
They ring the firm's main number about a house purchase.
A short professional greeting: press 1 for conveyancing, 2 for family, 3 for commercial, or hold for reception.
The caller presses 1, and a ring group means every available conveyancer's phone rings at once.
They hear a position announcement and music on hold, rather than an engaged tone.
The instructions and key dates are captured accurately for the file note.
The after-hours greeting plays instead, where voicemail to email or the AI receptionist captures the caller's name, number and the type of matter.
It is ready for a callback first thing, so a competitive conveyancing instruction is not lost overnight.
AI receptionist for solicitors
A contained way to cover the calls your team cannot reach.
The AI receptionist is an optional add-on that handles enquiries out of hours and when every line is busy. It greets the caller, answers straightforward questions from information you give it, and takes the caller's name, number and a note of the matter so a fee-earner can call back. It is there to cover overflow and after-hours enquiries, not to replace your team or give legal advice. During office hours your normal menu, ring groups and queues handle calls as usual, and the AI receptionist quietly picks up what would otherwise be a missed-call list.
Frequently asked questions
What is the best phone system for solicitors?
The best phone system for a solicitor or law firm is a cloud (VoIP) system. It lets you route new enquiries by department or fee-earner, record calls for accurate file notes, answer from the office or working remotely, and add an after-hours greeting or AI receptionist for enquiries that arrive outside opening hours. There are no new phone lines or hardware to install, and it is unaffected by the 2027 switch-off.
How can a law firm stop missing new client enquiries?
Use ring groups so a new-enquiry line rings several people at once, then a call queue so callers wait in turn rather than hitting an engaged tone at busy times. Out of hours, an after-hours greeting, voicemail to email or an AI receptionist captures the caller name, number and matter type and emails it for a prompt callback, so a conveyancing or family enquiry is never lost.
Can a solicitor keep their existing phone number?
Yes. You can move your existing firm number to a cloud system through number porting and keep it exactly as it is. Porting is normally free and your number does not change. Your calls simply start ringing on the new system once the transfer completes, so clients and referrers carry on using the same number.
Can calls be routed to the right department or fee-earner?
Yes. An auto attendant lets callers choose conveyancing, family, commercial or another practice area, then routes each to the right ring group. You can route by department, by individual fee-earner, or by branch for firms with more than one office, and overflow into a queue when everyone is busy.
How much does a phone system for solicitors cost?
Voxora is priced per user per month. The Standard plan is £6.95 per user per month and the Pro plan is £9.95 per user per month, both excluding VAT. You only pay for the people who need a line, and call menus, ring groups, queues and voicemail to email are included. See the pricing page for what each plan covers.
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