EzyBiz LEX Integration

File every phone call and text message to the right Smokeball matter, with the file note already written, using the EzyBiz LEX integration.

EzyBiz LEX is a business phone and answering service for Australian law firms. Each lawyer gets an Australian business number in an app on their own mobile. When a call ends, EzyBiz LEX adds a completed task to the Smokeball matter with the file note, and saves the transcript and call notes as a memo. It can also create callback tasks, add bookings to the Smokeball calendar, and open leads for new enquiries.

Learn more about EzyBiz LEX, including pricing.

Before you begin

• You need an EzyBiz LEX subscription and the app installed on iOS or Android. You can purchase a subscription within the EzyBiz LEX app.
• Smokeball is connected once for the whole firm, as part of EzyBiz LEX onboarding. Each lawyer doesn't need to connect their own Smokeball login.

Connect Smokeball to EzyBiz LEX

Smokeball is connected during onboarding, when your firm first sets up EzyBiz LEX.

1. When asked Which practice software does your firm use?, select Smokeball, then Connect Smokeball.

2. Log in with your Smokeball credentials and approve access.

   

   • If you skip this step, you can connect later from Settings → Integrations → Smokeball.

     

3. Your Smokeball contacts are imported straight away, so caller ID works from the first call.

Choose your filing options and map your staff

1. Go to Settings → Integrations. The Smokeball card shows Connected. 

2. Select Filing options to open Smokeball filing.

   

3. Under Save calls as, choose Task + memo (default), Task only or Task + document.

   

4. Under Staff mapping, match each EzyBiz LEX user to their Smokeball staff record. This makes sure each task and time entry is assigned to the right staff member. Unmapped users use the connecting user's staff record. 

5. Select Save.

   

6. Optionally, turn on Time capture, SMS logging, Callback tasks and Diary sync.

Turn on leads and set the lead matter type

Before testing, turn on leads so new enquiries are opened as leads in Smokeball.

1. On the Smokeball filing screen, under New enquiries become leads, turn on Create leads from new enquiries.
2. Check the lead matter type shown under Opens as. EzyBiz LEX picks a general lead type from your Smokeball matter types.
3. To use a different type, select Change and search for the lead matter type you want. You can choose the lead type for your firm's area of law (for example, Family Law or Conveyancing), or General.

Test the integration

First, in the EzyBiz LEX app, set your call mode to DND. This means the EzyBiz LEX answering service picks up the test call and takes the new enquiry, rather than your phone ringing.

Call your EzyBiz LEX number from a mobile that isn't saved as a contact in Smokeball, with caller ID showing. Give a name and ask about a new matter, as a new client would.

As the caller is new, the test call creates a lead. In Smokeball, you should see:

• a new contact with the name and number given on the call
• a new lead matter of the type you chose, with the caller as the client
• a completed task on the lead matter with the file note, and a memo with the transcript

The test caller appears under Leads, with the lead type you chose.

To test filing to an existing matter:

1. Open the new lead in Smokeball and select Convert Lead to Matter.

   

2. Call your EzyBiz LEX number again from the same mobile.

3. Open the matter in Smokeball. The second call is filed to it as a completed task with the file note, and no new lead is created.

   

How EzyBiz LEX calls are recorded in Smokeball

Each call is filed to the matter automatically once its summary is ready. You don't need to save it yourself. This applies whether the lawyer took the call or the EzyBiz LEX answering service did.

Each call creates:

• A completed task on the matter. The subject is the file note's title, and the body is the file note: who called, what they wanted, the outcome, any booking made and any follow-up.

  

• A memo with the full file note and transcript (default). Alternatively, firms can choose to have them saved as a Word document in an EzyBiz Calls folder on the matter, linked to the task.

  

Text messages with a client are logged to their default matter as one completed task per contact per day.

As the tasks are created as completed, look in the matter's Completed task list to find them.

Which matters do EzyBiz LEX file a call to?

EzyBiz LEX only files a call when it knows which matter the call belongs to:

1. The contact's default matter, if one is set.
2. Otherwise, the contact's only open matter.
3. If the contact has two or more open matters, the call waits in the app until the lawyer selects the matter. That choice can be saved as the contact's default matter.

Callback tasks and calendar bookings

• When a message is taken or a caller asks for a call back, an open task is created on the matter for the responsible lawyer. Completing it in Smokeball also completes it in EzyBiz LEX, and the other way round.
• With calendar sync turned on, consultations booked by EzyBiz LEX appear in the lawyer's Smokeball calendar, linked to the matter if there is one. They are updated if the client reschedules, and removed if they cancel.

New enquiries as leads

With leads turned on, a new caller enquiring about a new matter is added as a Smokeball contact, and a lead matter is opened using the lead type you choose. The call is filed to that lead matter.

How EzyBiz LEX works with activity tracking in Smokeball

Time capture is off until your firm turns it on. When it is on, choose one of these options:

• AutoTime: the call duration is added to the completed task, and AutoTime turns it into a pending time entry overnight, as it does for other tasks.
• Fee entry: a fee entry is created on the matter straight away, rounded up to the billing increment and using the activity code you set. The task has no duration, so AutoTime doesn't create a second entry.

Note: AutoTime is only available on Smokeball plans that include it. If your plan doesn't include AutoTime, choose Create a fee entry immediately.

With either option, every call longer than one minute is recorded as time on the matter for the full call length, including calls answered by the EzyBiz LEX answering service. Calls of one minute or less are filed without time.

Good to know

• Contacts are synced from Smokeball when you connect, and are kept up to date as they change in Smokeball.
• Calls from withheld numbers, outbound calls and spam calls never create a lead.
• EzyBiz LEX doesn't run conflict checks. Run these in Smokeball as usual before taking on a new lead.
• Call audio isn't kept. The file note and transcript are stored in Australian data centres.
• Firms using another phone system (for example, desk phones on VXT) can keep it. Records from both appear on the same Smokeball matter.

For the full setup guide, see the EzyBiz LEX user guide.