Top AI Tools for Law Firm Owners
I’m going to be sharing my top AI tools for law firm owners. At least one, maybe even two of the tools on this list you have never heard of. None of the tools on this list are called Claude or Chat GPT. These are all completely different tools that all law firm owners should be using.
Quick note before we get into it: some of the links or tools below may be ones I have an affiliate relationship with, so I could earn a small commission if you sign up, at no extra cost to you.
Whisper Flow
Whisper Flow is a better dictation tool for your computer. The reason I like this is because you can talk so much faster and talk so much more clearly to your computer rather than trying to type. This is very important, especially when you’re prompting AI. There will be times when I need to give tons and tons of context whether I’m using Claude, ChatGPT, or Gemini, and it’s so much easier to just dictate what I’m trying to say to the computer rather than trying to type because I type way slower than I can talk. I also get my ideas out much more clearly when I’m able to speak them.
Whisper Flow vs. Apple Dictation
The difference between Apple Dictation and Whisper Flow is that Apple Dictation basically just acts like a digital typewriter. It transcribes exactly what you say. If you make a mistake, if you stutter, all of that ends up on the screen and creates a bunch of clutter. If it mishears you, it doesn’t try to figure out what you’re actually trying to say. It just puts down what it thinks you were trying to say, which is super frustrating. You also have to spell out all of your punctuation.
For example, if you’re talking to your computer using Apple Dictation, or if you’re talking to your phone using Apple Dictation, you have to say something like, “I am going to the store at 5:00, comma, tell the kids to put their shoes on, period, I’ll be there soon, period.” You have to actually specify all of the punctuation out loud.
If you’re using Whisper Flow,
You don’t have to do that. The reason why is because it’s actually built on OpenAI’s Whisper model. What it does is it pairs dictation with an LLM processing layer. It interprets what you’re trying to say, what your intent is, rather than just what you’re actually saying. It gives a much better, more accurate experience. You can also change things mid-sentence.
For example, if you’re saying, “I’m going to the store. I’ll be there at 5. No, I’m going to the store. I’ll be there at 6:00,” it’s just going to say, “I’m going to the store. I’ll be there at 6.” If you say, “I’m going to the store and be there at 6 tell the kids to put the shoes on,” it will insert the comma automatically. It’ll put the period automatically.
All of that because it’s actually interpreting what you’re trying to say rather than just listening to what you’re literally saying and what it thinks you’re hearing. Apple’s Dictation is absolute garbage. Whisper Flow is amazing. Whisper Flow is very important because the way that you get the most out of the other AI tools is by getting your information and your thoughts down into the AI tool and giving as much context as possible. It’s a lot easier to do that when you’re using Whisper Flow.
Perplexity
The next AI tool for law firm owners is Perplexity. Perplexity is very similar to Google in that it allows you to do research, but Perplexity is way better than Google because Google gives you a bunch of links to read, where Perplexity actually returns a bunch of links, but you don’t actually see the links because what Perplexity does is it goes through and reads the content at the links for you and then gives you a summary of everything to give you the answer you’re actually looking for. Google has tried to add their own AI features and they have AI overviews, but the experience between the two platforms is very different, and Perplexity is way better. You’re still going to use Google for things like local searches and real-time searches. But for anything related to research, Perplexity is the way to go.
Using Whisper Flow with Perplexity
The way I search with Perplexity is by using the first tool I told you about, Whisper Flow. I will just dictate any question that I’m asking or anything that I want to find out. I’ll dictate it to Perplexity and then Perplexity goes out and finds the answer for me. You could do this for literally anything. Let’s say you’re a criminal defense attorney in Baltimore and you want to find instances of police brutality that have been reported by the media in the last 5 years. What you would do is say something like this.
I’m looking for all of the reported instances of police brutality and police misconduct in the city of Baltimore over the last 5 years. Please give me a comprehensive list and return all of the supporting articles so I can put them together in a report. As you can see, I just talked to it. I hit enter and it’s actually going to go out and find all of the information. It’s going to do all the research for me.
Researching a Product Example
While that search is running, I’ll start another one. Let’s say I’m looking for a new computer case, something not too bulky but big enough for a 16 inch MacBook Pro and a couple of binders, in leather, with good reviews from real people rather than paid reviews. Perplexity goes out to places like Reddit where people talk about their actual experience with laptop bags and cases, then pulls all of that together for you.
Both searches come back with everything organized for you. The police brutality search pulls together news coverage and data you could turn into an actual report, and the laptop case search pulls in real reviews from places like Reddit. I’ve bought so many things based on research I’ve done on Perplexity. It’s actually really cool.
Otter
The next AI tool that all law firm owners should use is Otter. Otter is an iPhone app. It’s also available on desktop, but I mostly use it on iPhone, and I use it to record meetings when I don’t have a Fathom Zoom recorder going. For example, if I’m in an in-person meeting with somebody, I will throw Otter down on my phone and just hit record. Or sometimes if I’m in a mastermind group, if there’s a speaker talking that I want to listen to, I’ll use Otter. The reason I like Otter is because once the meeting is over, it transcribes the entire meeting and you can ask it questions and it gives you the entire transcript. The cool thing about it is that it also has a connector in Claude Cowork. So you can essentially talk to your recordings using Otter.
Using Otter to Audit Sales Consultations
There are a lot of things that you can do with this. The first thing you can do is use it to make sure that you capture notes from all of your meetings. That’s a very obvious one. Another one that I really like and recommend that lawyers use this for is to analyze and audit your consultations, because the truth is that in a consultation, especially if it’s an in-person consultation, you really should be listening to those consultations and listen to them back to yourself and figure out what are some of the ways that I could have handled this objection better.
What are some of the things that this client said that I could have used to get them to sign up with me? What are some of the things that I said that maybe made it so that the client does not want to sign up with us? You can not only get the notes from the meeting, but you can also use it to analyze your sales performance and improve your sales performance. You should always be auditing yourself in your sales calls.
There’s a ton of different things that you can use Otter for, but I just love it because it’s a really easy recorder and it will pick up a meeting if it’s sitting right between you or it will pick up the entire room. I’ve used it in meetings before where there were 25 people in the room. Believe it or not, it does a pretty good job of separating every single person and figuring out whose voice belongs to who, and sometimes if it hears somebody’s name, it’ll even assign their name to them. Otter is a really good one.
AI Workforce Pro
Next up is a tool called AI Workforce Pro, and this is another one all law firm owners should be using. AI Workforce Pro is a tool that is built specifically for law firm owners. The cool thing is that inside of AI Workforce Pro, you can get access to OpenAI models, so ChatGPT 5.5. You can get access to the Google models, so Gemini 3.1 Pro, Gemini 3.5 Flash, and you can also get access to Anthropic’s models, so Claude Sonnet, Claude Haiku, even Claude Fable 5. These are all things that you can access in here. What really makes this special is the fact that it’s built for law firm owners, and it has several skills already built in that are specifically designed to help you run your law firm.
Skills Built for Running a Law Firm
For example, Claude has a legal plugin and it has a lot of tools for lawyers, but those are helping you be a better lawyer. AI Workforce Pro helps you be a better law firm owner. For example, if I come in here and ask it, what skills are you able to help me with to run my law firm, and I type that, it’s going to come back and show you all the skills that are available specifically for law firm owners to help you run your firm.
You can see right here, it’s coming back with client intake and lead management, matter and client management, client onboarding packets, matter status updators, bad news drafters, that’s a good one, plain language rewriter, so rewriting legal jargon into clear client-friendly language. Billing and finance. It has things from marketing and business development. It has client retention and reviews, operations and your team, and so much more.
This is specifically built for law firm owners. All of these skills are built in here so that you can connect all of your tools, and it works with the Google ecosystem. It works with the Microsoft ecosystem. We have connectors built in for CRMs like Clio and other things. Essentially you can bring everything that you can do inside of Claude, inside of Gemini, and inside of ChatGPT, and use it to run your law firm.
Free Trial Offer
AI Workforce Pro currently offers a 14-day free trial so you can play around with it yourself and see if it’s right for you and your law firm. This is one of the only tools on the market that’s designed specifically for law firm owners to help them grow their law firms and get more clients, serve their clients better, make a bigger profit, and build the law firm they set out to build when they launched their law firm.
Speechify
The last tool I recommend all law firm owners use is Speechify. Different people learn in different ways. For me, I am an audio and visual learner. I’m not the best reader when it comes to my preferred style of learning. I would much rather listen to something or watch a video. Unfortunately, there are a lot of different websites out there that are just text, and there’s a lot of great information on there, but I sometimes struggle to consume and absorb the information. Speechify actually will read any website to you. I absolutely love it. This is a random article on ESPN. As you can see, this bar pops up that says listen 6 minutes, because I have the Speechify Chrome extension installed inside of Chrome.
Reading Websites with Speechify
I can either click here or click this button on the side, and it will read the entire article for me. It also allows me to follow along. It pulled up a random ESPN article about the MLB trade deadline, something about which National League teams had a shot at catching the Dodgers, and started reading it out loud while highlighting the text as it went so I could follow along.
Uploading Files to Speechify
The other cool thing is let’s say there’s a PDF or a Word document or something like that. What you can do is go to the Speechify website, which is app.speechify.com. Click the add button, click upload file, and then select a file from your computer. This is just a random PDF that I have where I was building out a Notion system. You can see right here, it’s got my document here. I can click listen and it reads the entire thing for me. This works for websites. And this works for your email. This works for PDFs. This works for anything that you upload here. It will go through and read it.
Voice Options in Speechify
It’s kind of cool because it actually has a lot of different voices to pick from. There are actually some celebrity voices. I actually use Gwyneth Paltrow. Gwyneth Paltrow reads all of my stuff to me because I feel like her voice is very soothing. There are a lot of different people on here. You can even have Snoop Dogg on here if you really want Snoop Dogg to read stuff to you. There are reportedly around 270 voices you can choose from, and you can also change the speed. I can usually get it up to about 2 or 2.5 to read the entire page. I can listen to it much quicker than I could actually read it.
Closing
That’s the list: Whisper Flow to get your thoughts down faster, Perplexity to do the research, Otter to capture and review your meetings and consultations, AI Workforce Pro to actually run the firm day to day, and Speechify to get through everything you don’t have time to sit down and read. None of them are Claude or ChatGPT on their own, but they’re the tools I’d point any law firm owner to first.
