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Every call answered. Every minute counted.
Gardner Systems delivers managed phone systems for UK law firms, built on Zoom Phone, with call recording, CRM integration and audit-ready compliance included as standard for firms juggling hybrid teams and tight margins.
Where legal firms lose time and money on telephony
Most of it has nothing to do with the phone itself breaking. It is calls that never get logged, compliance admin that eats hours, and systems that do not talk to each other.
System reliability
Legacy phone platforms fail more often than firms expect, and every outage means missed new enquiries and lost billable hours while it is down.
Compliance and call recording
UK firms need to meet GDPR, the Data Protection Act 2018 and SRA transparency rules, all while keeping a documented, auditable record of every client call.
Cost pressure on margins
Clients increasingly want fixed fees rather than hourly billing, which puts real pressure on firms to cut costs without cutting the service clients expect.
Fragmented systems
Many firms run separate tools for phones, case management and client intake. Nothing shares data, and gaps appear in the record without anyone noticing.
Every call captured. Every minute billed.
Unrecorded calls on personal mobiles, missed logs and fragmented systems cost firms thousands in unbilled time each month. A managed phone system captures every client conversation automatically, wherever it happens.
Office and desktop capture
Every call made or received is automatically recorded, logged and linked to your CRM, so solicitors stop manually logging call time.
- Track billable hours directly within Zoom, no manual logging needed
- Automatic call recording with a time-stamped audit trail
- Native Salesforce and HubSpot integration auto-logs duration and notes
- Call analytics show exactly how long each client conversation lasted
- Configurable retention policies meet SRA and GDPR requirements
Mobile capture for hybrid teams
The biggest gap in billable capture is the mobile phone. eSIM technology routes business calls through the native dialler while keeping recording and compliance intact.
- Business line extends to the native smartphone dialer, no app needed
- Every mobile call is recorded and logged like a desk phone call
- Professional caller ID keeps personal numbers private
- Removes the compliance blind spot of unrecorded personal calls
Five ways we help your firm
Every part of the system maps to a real challenge legal firms face, from cloud telephony and mobile working to AI-powered intake and shared reception lines.
Phone system for legal firms
Cloud telephony built for UK law firms, with Salesforce and HubSpot integration, automatic recording and compliance-ready audit logs.
- Automatic recording with configurable retention
- Native Salesforce and HubSpot integration
- Shared SMS and fax for multi-user communication
- 99.999% uptime SLA
Mobile phone for hybrid solicitors
A business line on a personal mobile via eSIM, so solicitors can call clients from court or home with the same recording and compliance as the office.
- Professional caller ID, personal number stays private
- Full call recording maintained on mobile
- Seamless transfer between mobile and desktop
Engagement pack for intake teams
Real-time call queue visibility, shared SMS and team performance reporting, without deploying a full contact centre.
- Real-time call queue analytics and wallboards
- Shared inboxes with interaction locking
- Historical reporting on volumes and wait times
AI intake receptionist
AI-powered call handling that answers around the clock, takes intake details and routes callers to the right practice area, so no call goes unanswered.
- Natural voice conversations, answering calls at any hour
- Routes callers to family, property or commercial teams
- Configured to never provide legal advice
Shared phone for reception and common areas
A dedicated line for reception and shared spaces, integrated with the rest of the system for call handling and voicemail, with no extra licences needed.
- Shared call handling across reception and common areas
- Easy transfer to individual solicitors and departments
- Managed centrally alongside the rest of the system
Real-world scenarios
Based on conversations with UK law firms, anonymised to protect client confidentiality.
Family law firm scaling intake
A growing family law firm was losing entire days of new client intake whenever their legacy phone platform failed, right in the middle of a five-year growth plan built on acquisitions.
Firm consolidating a fragmented stack
An 80-person firm was running separate tools for general users and their intake team, and needed one platform that integrated with both their CRM and case management system.
Small firm with a distributed team
A six-person boutique firm with virtual assistants working remotely needed cloud-based softphone capability and shared SMS for client communication, at a lower cost than they were paying.
