Every client chat
Messages, contacts, groups and labels from the whole account, with voice-note transcripts.
For law firms
WhatsApp for lawyers keep the client record with the firm
Clients send instructions, documents and long voice notes on WhatsApp. Kaption keeps an encrypted, searchable copy of those chats in a folder your firm controls, turns voice notes into text and helps you follow up on time.
Carlos MéndezClient · Lease – Méndez
TODAY
Voice note · transcript
Voice note · transcript"The notice came on the 3rd, but the lease says 60 days, not 30. I have the signed copy."
Thanks, Carlos. Please send the signed lease here.09:15
kaption-backup.kbak
Firm Drive › WhatsApp backups
Encrypted · updated 12 min ago
A lost phone or a departing associate shouldn't take the client's record with it
A client chat lives on one phone, under one account. If the phone is lost, the account is banned or a colleague leaves with the number, the history can go too. WhatsApp's own backup only restores chats onto a phone. Kaption keeps a separate, password-encrypted copy in a folder the firm chooses, that you can open and search on any computer.
Encrypted backups in a folder the firm controls
One backup file of your WhatsApp chats, in the folder you pick: inside the firm’s Google Drive, OneDrive or iCloud Drive, or an external drive. Kaption does not sign in to those services, and its servers never receive the file.
How backups work →Deleted messages kept
A message deleted after it was backed up stays in the backup, marked "Deleted in WhatsApp".
Documents on paid plans
Paid plans add photos, videos, voice notes and documents, and update the backup every hour. Every plan can export a backup by hand.
A password only you hold
Nobody, not even Kaption, can open the backup without its password, and it can’t be recovered. Keep it in the firm’s password manager.
Find what a client said, months later
Open a backup and it appears read-only, laid out like WhatsApp. Search every chat and voice-note transcript at once, for a name, an amount or a date.
Connect Claude or ChatGPT →Search chats and transcripts
The backup viewer searches typed messages and voice notes together, and filters to groups, media or transcripts.
Without the original phone
A partner can open the same backup on another computer with Kaption and the password.
Ask Claude or ChatGPT
Connect Kaption to your AI assistant and ask it to find a message or summarize a chat. It works while Kaption is open, and you can turn it off at any time.
Client voice notes, in writing
Kaption transcribes voice notes in WhatsApp Web and in the Kaption desktop app, in the language they were recorded in. The text sits under the message, ready to copy into your case notes.
Transcribe voice notes →Automatic transcription
New voice notes turn into text on their own, even in chats you haven’t opened.
Summaries for long ones
Get the gist of a long voice note or a long chat first, then read the full text.
On your Mac
On a Mac with macOS 26, the desktop app can transcribe on the computer. With cloud fallback off, the audio isn’t sent to Kaption’s servers.
Record client calls, with consent
The Kaption desktop app for Mac and Windows, and the extension in Chrome and Edge, record WhatsApp calls. Each side is transcribed on its own, so you can read who said what.
How call recording works →Only when you press Record
Set your client number to record only when you press Record, so you start after the client agrees.
Files you can keep
In the desktop app, each recording is saved to Downloads › Kaption Call Recordings, named after the contact and the time.
Search past calls
Search contact names and call transcripts. The search runs on your computer.
Ask first, every time
Recording laws vary by country and state, and many places require everyone on the call to agree. Neither WhatsApp nor Kaption tells the other person. The firm is responsible for informing clients and getting their consent.
Follow up on time
A client asks for an update, and the week gets away from you. Kaption keeps follow-ups in WhatsApp, where the conversation is.
Schedule WhatsApp messages →Reminders
Type "Friday at 10am" and Kaption nudges you to follow up. Repeat daily, weekly or monthly.
Scheduled messages
Write the message now and send it later, once or on repeat.
Labels per matter
On WhatsApp Business, label each client chat by matter. Labels are kept in your backups.
Set it up for the firm
- 01
Install Kaption
Use the desktop app for Mac or Windows, or the extension in Chrome or Edge, on the computer where the firm’s WhatsApp runs.
- 02
Pick a firm folder
In Backups, choose a folder inside the firm’s cloud drive. Its sharing settings decide who can reach the file.
- 03
Store the password
Set a strong password and keep it in the firm’s password manager, so the backup doesn’t depend on one person.
- 04
Label and remind
Label client chats by matter, turn on automatic transcription and set a reminder before you close a chat.
What Kaption is not
Kaption is a tool for keeping and reading your WhatsApp history. It is not legal advice, and it makes no claim that a backup, export or recording is accepted as evidence or meets any professional, court or data-protection rule. Backups are view-only and don’t restore chats into WhatsApp. Check your bar’s and your local rules on client communications and record-keeping.
Questions
Can a law firm keep a copy of client WhatsApp chats?
Kaption keeps a password-encrypted backup of your WhatsApp chats in a folder you choose, such as one in the firm’s cloud drive. Whether and how you keep client messages is the firm’s decision under its own rules.
What happens if an associate leaves with the phone?
If the chats were backed up to a firm folder before, anyone with the folder and the password can open and search them on another computer. Kaption can’t recover chats that were never backed up.
Can Kaption read our clients’ messages?
No. The backup is encrypted with your password, and Kaption’s servers never receive the file or the password.
Are backups accepted as evidence?
Kaption makes no claim about that. It depends on your jurisdiction and the matter. Check your bar’s and your local rules.
Can I record WhatsApp calls with clients?
Kaption can record WhatsApp calls in the desktop app and in WhatsApp Web with the extension. Whether you may record depends on where you and the client are. Tell everyone on the call and ask before you record.
Which plan do I need?
Every plan can export a backup with messages and voice-note transcripts and open it in the viewer. Paid plans add hourly backups and documents and media. The pricing page has the details.
Guides for law firmsWhatsApp backup for lawyers: an encrypted, searchable copy of client chats →How lawyers can keep a complete, searchable record of client WhatsApp messages →When an associate leaves the firm with the WhatsApp number: protecting client history →Turning client voice notes into searchable case notes: a workflow for lawyers →A WhatsApp checklist for law firms: backups, labels, reminders and access →Recording WhatsApp calls with clients: a guide for lawyers →WhatsApp for Lawyers: 5 Ways to Use Transcription for Case Notes →Top 10 Chrome Extensions for Law Studies →
Keep every client conversation
Install Kaption, link the firm’s WhatsApp and turn on backups in a couple of clicks.