Can we automate client intake?

Yes. Intake forms map into your matter management system with validation, automatic chasing for missing data and a triggered conflict search.

All industries

For small and mid-sized law firms

Capture more billable time. Deadlines tracked and escalated.

We build five workflows inside your existing case-management system: intake that fills the matter file and triggers conflict checks, time-entry prompts that catch unrecorded work, auto-indexed bundles, clause extraction for contract review, and deadline monitoring with escalation. Fee earners review; the system does the assembly.

Find our leaking hours See the workflows

5
workflows in your case system: intake & conflicts · deadlines · time entry · bundles · clauses

Why now

Why law firms teams are automating now

Every clause decision and deadline reminder is logged to the matter file, so you get speed without losing the audit trail your insurer and regulator expect.

Clients ask "where are we?" by email daily. When intake, bundles and deadlines run themselves, those answers come from the system, not from a fee earner's afternoon.

What we fix

The manual work, and what we build for each one

You do this by hand: Partners read whole contracts to find the obligations.
We build this: Clause extraction: obligations, renewal and termination dates and deviations from your standard positions, with page references.
Result: Counsel reads the exceptions, not every page.
You do this by hand: Time is recorded on Friday from memory.
We build this: End-of-day time-entry prompts built from emails sent, documents edited and calls logged.
Result: Fee earners confirm rather than recall, so fewer billable units go unrecorded.
You do this by hand: Paralegals spend days paginating and indexing bundles and DD packs.
We build this: Bundle builder: select documents; they are ordered, paginated and indexed for you.
Result: Bundle prep becomes a review step.
You do this by hand: New client details are typed into the case system twice and conflict checks wait.
We build this: Validated intake that chases missing fields, opens the matter and triggers the conflict search.
Result: Matters open with complete data and no double keying.
You do this by hand: Limitation dates live in someone's calendar.
We build this: Deadline watch: every date gets an owner, reminders and a partner escalation if overdue.
Result: No deadline depends on one person's calendar.

Where automation sits in a matter

Enquiry
Intake & conflict check
Automated
Matter opened
Automated
Work
Clauses · bundles · time prompts
Fee earner approves
Human approval
Deadline watch
Automated
Bill

What we build

The workflows, step by step

Clause extraction for review

Upload a contract; we return obligations, renewal and termination dates and deviations from your standard positions, with page references, saved to the matter.

Expected impact

Each finding carries its page reference, so counsel can check the source clause directly.

What the review returns

Found	Example	Where
Obligation	Supplier to provide monthly service reports	p. 12
Renewal date	Auto-renews unless notice is served 90 days before term end	p. 31
Deviation from standard (flagged)Flagged for counsel	Liability cap above your standard position	p. 44

Illustrative

Intake → matter → conflict check

Web and email intake is validated, missing fields are chased automatically, the matter is opened and the conflict search is triggered.

Expected impact

The conflict search runs as soon as intake data is complete, not when someone gets to it.

Intake to matter

Web / email intake
Validate & chase
Missing fields requested automatically
Conflict search
Branch: Possible conflict
Partner reviews
Matter opened
Complete data

Deadline watch

Every court and limitation date gets an owner, reminders at set intervals and a partner escalation if it goes overdue.

Expected impact

Every reminder and escalation is logged to the matter file.

Deadline escalation ladder

1: Reminder to the fee earner
Automatic
2: Reminder + supervisor copied
Automatic
!: Overdue: partner escalation
Escalated

Bundle & DD pack builder

Select the documents; we order, paginate and index them and export the bundle as a single indexed PDF for review.

Expected impact

Order, pagination and index are generated from the documents themselves, so they always match.

Bundle prep

Criterion	By hand	Bundle builder
Document order	Sorted by a paralegal	Your chosen order, applied
Pagination	Numbered by hand	Automatic
Index	Typed up	Generated
Paralegal role	Assembly	Review

Time-entry prompts

End-of-day prompts built from emails sent, documents edited and calls logged, so fee earners confirm entries rather than recall them.

Expected impact

Prompts draw on activity already in your systems: emails sent, documents edited and calls logged.

End-of-day prompt

Draft lease editedMatter 0412 · confirm time?
Email to client sentMatter 0388 · confirm time?
Call loggedMatter 0412 · confirm time?

Illustrative

How it goes live

From first workshop to a running workflow

Map your matter types
Agree how matters, services and deliverables are categorised before anything touches your case system or docketing.
Log how every AI clause call was made
Each extraction records the clause, the rule it was checked against and who reviewed it, so your governance can sign it off.
Decide what goes to partner vs paralegal
Escalation rules send each task to the right level, so quality control stays with the people accountable for it.
Approve what clients see before it's sent
Client updates are drafted automatically but released only after a fee earner approves them, so confidentiality is protected.

Audit trail on the matter file

Clause 14.2 flaggedSystemRule: liability cap above standard
Flag reviewedSupervising solicitorAccepted with client note
Summary saved to matterSystem

Illustrative

What we measure

The numbers we track from week one

We baseline each metric before go-live, so the change is measured on your data, not estimated.

Baseline in week 1lower is better
Clause review time per matter
Baseline in week 1higher is better
Intake completed without follow-up
Baseline in week 1lower is better
Deadline exceptions
Baseline in week 1higher is better
Partner hours freed

Industry signals

What the sources say

FAQ

Questions we hear from teams like yours

Does automation help with contract review?: Yes. We extract obligations, renewal and termination dates and deviations from your standard positions, with page references, so counsel reviews the exceptions instead of reading every page.
Can we automate client intake?: Yes. Intake forms map into your matter management system with validation, automatic chasing for missing data and a triggered conflict search.

Next step

Bring one matter type.

We'll walk intake to bill on a real matter type and show which step to automate first.

Book a matter walkthrough