Professional Services
22 Hours Per Week Recovered Through Practice Automation
Automating client intake, document management and compliance communications for a 40-person law firm, eliminating administrative bottlenecks that were limiting growth.
What We Were Solving
A 40-person commercial law firm had grown to the point where manual processes were constraining revenue. Client intake involved paper forms, manual data entry into three systems, and individually drafted confirmation emails. Document requests were tracked on a shared spreadsheet that was frequently out of date. Compliance communications, legally required at specific intervals, relied on individual solicitors remembering to send them. Two compliance communications had been missed in the previous quarter, triggering an internal review and risking regulatory sanction.
Our Strategic Approach
We built a practice automation system covering three high-cost workflows. A digital client intake pipeline captures information once and propagates to all internal systems, triggering the correct engagement letter and onboarding sequence. An automated document management workflow handles request tracking, chase sequences for overdue documents, and secure upload. A compliance communication engine schedules and sends mandatory communications based on case type and timeline rules, removing human memory from the compliance chain. All systems include full audit logging for regulatory evidence.
Deliverables
- Digital client intake pipeline with auto-propagation to case systems
- Automated engagement letter generation and delivery
- Document request workflow with tracking and automated chase
- Secure document upload portal for clients
- Compliance communication scheduling engine
- Full audit trail and regulatory evidence logging
- Practice dashboard with pipeline visibility and KPI tracking
Project Timeline
Practice Audit
Workflow audit across all practice areas. Compliance requirement mapping. Process prioritisation by risk and time cost.
Intake and Document Automation
Digital intake pipeline, engagement letter automation, document request workflow with chase sequences and secure upload.
Compliance Engine
Compliance communication scheduler, audit logging, practice dashboard with KPI tracking and pipeline visibility.
Validation and Go-Live
Compliance validation with regulatory team, staff training, two-week parallel run before full cutover.
Measurable Results
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