Filevine Integration for AI Receptionists (2026)
Connect KaiCalls to Filevine in under 10 minutes so every qualified caller can create or update a project, contact, note, or intake task with no manual copying.
Most teams connect KaiCalls to Filevine in under 10 minutes once admin access is ready.
Every qualified caller lands in Filevine with name, inquiry type, summary, and transcript attached.
KaiCalls matches existing records by phone number first, so it updates instead of creating duplicates.
Why it matters
Why Filevine integration matters
Filevine is built around matter workflows and project data. KaiCalls keeps phone intake from becoming a separate manual step by sending caller details, case context, and summaries into the matter workspace.
Filevine says its platform powers 5,000 clients, 100,000 Filevine users, 1,500 cases an hour, and 1.8B documents. Source: Filevine about page
Qualified callers can create project-ready intake records with contact details attached.
Case type, urgency, and lead quality can map to Filevine fields or phase logic.
Staff can review the transcript and summary before deciding whether to open or update a matter.
Field map
How KaiCalls maps caller data to Filevine
The field map gives buyers a direct answer to what gets captured, where it lands, and what is required for the first production sync.
| KaiCalls captures | to | Filevine field | Required? |
|---|---|---|---|
| Caller name | to | Contact name | Required |
| Phone number | to | Phone | Required |
| Case/inquiry type | to | Project type or phase | Required |
| Call summary | to | Project note | Optional |
| Call transcript | to | Note or document attachment | Optional |
| Lead score | to | Custom lead score field | Optional |
Setup
Step-by-step setup
Connect, map your fields, place a test call, and switch on production sync to Filevine.
Connect your account in KaiCalls using OAuth, API credentials, or the approved webhook path for the platform.
Map caller fields to the destination fields your team already uses for intake, sales, or service handoff.
Set trigger rules for when KaiCalls should create a new record, update an existing record, or only attach notes.
Place a test call and confirm the record appears with the expected name, phone, inquiry type, summary, and transcript.
Enable production sync, then review the first real calls for duplicate handling and required-field coverage.
What syncs
What gets synced to Filevine
Standard fields sync every time. Conditional fields only sync when the caller provides the data or your team enables the corresponding rule.
| Data | Destination | When it syncs |
|---|---|---|
| Caller identity | Contact | Always sent |
| Case type and urgency | Project fields | Always sent for qualified calls |
| Call summary | Project note | Always sent for completed calls |
| Transcript | Document or note | Sent when transcript storage is enabled |
| Qualification score | Custom field | Sent when scoring rules are enabled |
Troubleshooting
Common mistakes and troubleshooting
The usual snags when wiring up a new sync, and how to clear them fast.
Leads are not appearing
Confirm the connection is active, the write user has create-record permissions, and the trigger rule is enabled for qualified calls.
Duplicate contacts are being created
Match existing records by normalized phone number first, then email when present. Keep the platform's duplicate rules enabled.
Mapped fields are missing
Check whether the destination field is required, hidden, renamed, or restricted by permissions before changing the KaiCalls mapping.
Sync is delayed
Review provider rate limits, webhook retries, and workflow queues. Native writes should be near real time after the call ends.
FAQ
Filevine integration FAQ
Answers to the questions teams ask before connecting KaiCalls to Filevine.
How long does it take to connect KaiCalls to Filevine?+
Most teams can connect KaiCalls to Filevine in under 10 minutes once admin access is ready. The longest step is usually confirming which required fields your team wants populated before production sync is enabled.
Does the Filevine integration create duplicate contacts?+
KaiCalls checks for an existing contact or project by phone number before creating a new one. If a match exists, KaiCalls updates the existing record with the latest call summary, transcript, and qualification details instead of creating a duplicate.
What caller data syncs to Filevine?+
Caller name, phone number, inquiry type, call summary, call transcript, and lead score can sync to Filevine. Optional fields such as appointment time, source campaign, and practice area can be added when those fields exist in your workspace.
Do I need Filevine's API or enterprise plan to use this?+
You need Filevine permissions for the target contacts, projects, notes, and custom fields. If your workspace uses required project fields, map those before enabling production sync.
Can I customize which fields map to Filevine?+
Yes. KaiCalls can map captured call data to standard fields and custom fields in Filevine. During setup, you choose which fields are required, which are optional, and which values should only sync when the caller qualifies.
Can KaiCalls trigger Filevine workflows after a call?+
Yes. Once KaiCalls creates or updates the contact or project, your existing Filevine workflows can route the lead, notify staff, create follow-up tasks, or move the record into the next pipeline stage.
Connect Filevine to KaiCalls
Start with the integration parent guide, compare plan fit on pricing, or open intake to begin routing qualified callers into Filevine.