Smokeball AI Receptionist for Australian Law Firms: Calls, Bookings and Client Follow Ups

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Waboom AI is an API Partner in the Smokeball Marketplace Program

Waboom AI is now an API Partner in the Smokeball Marketplace Program. Our Smokeball AI receptionist connects Australian law firms directly to Smokeball, so every call, new enquiry, consultation booking and client follow up lands in the system your firm already runs on.

Waboom AI is a leading AI voice agent provider for law firms across Australia and New Zealand. Our clients kept asking for the same thing: an AI receptionist that does not create another inbox to check. The Smokeball partnership delivers exactly that. No retyping call notes, no copying enquiries between systems, no chasing lists kept in someone's head.

Why the Smokeball partnership matters for Australian law firms

Many AI receptionists sit beside your practice management system. They email you a summary and leave someone to type it in. Ours works inside Smokeball.

"We're pretty excited about this one. Answering inbound calls was always the starting point. What gets me is the chasing. Lawyers spend hours every week following up engagement letters, ID documents and unpaid invoices. Now they add a task in Smokeball and our AI does the follow up for them. Across a firm, that is hundreds of hours a month handed back to the people who should be doing legal work."

What the Smokeball integration does

1. Captures calls directly in Smokeball

When someone calls, the AI receptionist searches Smokeball for an existing contact by phone number or email.

For an existing client, it adds a call summary and recording link to the right matter.

New enquiries are created as leads, assigned to a lawyer and categorised by practice area.

If someone needs a callback, the AI creates a task for the relevant staff member.

This is how our AI voice agents connect with CRM systems: call information lands in the systems your team already uses.

2. Directs enquiries to the right lawyer

The AI receptionist routes each enquiry by the person requested, the lawyer responsible for an existing matter, practice area rules and after hours cover.

It checks who is out of office and can share new enquiries between designated lawyers.

That stops enquiries going to someone who is away, or to the wrong practice area.

3. Books consultations into Smokeball

The AI checks a lawyer's Smokeball calendar and books consultations while the caller is still on the phone.

It works around existing appointments, leave, business hours and public holidays.

Callers only hear available times, never details about other clients or matters.

If a booking cannot be confirmed, the AI tells the caller the firm will confirm it.

4. Follows up on documents and invoices

Law firms lose hours chasing engagement letters, identification documents, signatures and payments.

With this integration, staff create a task in Smokeball and an automated follow up sequence starts.

The AI sends text reminders, makes follow up calls when enabled, and tells the responsible lawyer if something is still outstanding.

For overdue invoices, it checks the latest invoice status before every reminder. If the invoice is paid, reminders stop.

If the client disputes an amount, asks a legal question or asks for their lawyer, the issue goes to the firm.

Follow up calls and texts keep to Australian calling hours, public holidays in your state, and the Do Not Call Register.

Safeguards designed for law firms

Correct matter matching. A caller who appears on a matter is not necessarily the client. They could be the other side. The integration only writes calls to an existing matter when the caller is the client.

Accurate contact matching. Phone numbers are matched on the complete national number, so two numbers in different area codes are never confused.

Client confidentiality. The AI receptionist reads when a lawyer is busy, never what the appointment is about. Follow up voicemails never reveal the reason for the call.

Human oversight. The AI does not give legal advice, negotiate payment plans or take card details. Anything that needs legal judgement goes to your staff.

Firms can also pause reminders, exclude particular clients or matters, and set their own follow up schedules.

Getting started

Your firm connects Smokeball through its existing sign in.

Waboom AI then sets up your practice areas, staff assignments, business hours, booking rules and follow up workflows.

We test everything before it handles a real client enquiry.

Frequently asked questions

Is Waboom AI an official Smokeball partner?

Yes. Waboom AI is an API Partner in the Smokeball Marketplace Program. Our AI receptionist connects to your firm through Smokeball's API, using your firm's own Smokeball sign in.

What does the AI receptionist write into Smokeball?

Contacts for new callers, leads for new enquiries, a memo with the call summary and recording link on existing matters, tasks for callbacks and phone messages, and consultation bookings in lawyers' calendars.

Do our lawyers need to change how they use Smokeball?

No. Everything arrives as normal Smokeball records. To start a document or signature follow up, a lawyer adds a task with the follow up category. Completing the task stops it.

Can it book consultations straight into a lawyer's calendar?

Yes. It offers times inside your business hours, around the lawyer's existing appointments, leave and public holidays, and books the one the caller picks. Two callers can never be booked into the same slot.

Will the AI receptionist give legal advice?

No. It takes details, routes enquiries, books consultations and follows up. Legal questions, disputes and requests to speak with a lawyer go to your team.

What if the caller is the other side in a matter?

The integration only adds call notes to a matter when the caller is the client on that matter. Anyone else is treated as a new enquiry, so a call from an opposing party never lands on your client's file.

How does invoice follow up work?

You choose how many days after the due date reminders start and a minimum amount. Each reminder includes the invoice number, amount owing, due date and your payment instructions. The invoice is checked before every reminder, so paid invoices stop being chased.

How long do you keep Smokeball data?

What we read from Smokeball for follow ups, and follow up call transcripts, are cleared within six days. Reporting keeps counts only, never names or matters.

Is the Smokeball AI receptionist available across Australia?

Yes. It works for Smokeball firms in every Australian state and territory, using your firm's own time zone, business hours and local public holidays.

Is it available for New Zealand law firms?

Waboom AI works with law firms across Australia and New Zealand. The Smokeball integration connects to Smokeball Australia. For firms on other practice management systems, see our AI voice agents for law firms page.

How long does setup take?

Most firms are live within days of connecting Smokeball. Firms with many practice areas or complex routing can take two to three weeks.

See the Smokeball integration in action

Want to see an AI receptionist answer calls, book consultations and update Smokeball for your firm?

Less Busy. More Life.