Paralegals and staff spend hours a day filing email attachments, re-keying intake forms and chasing signatures and invoices. The filing, intake and follow-ups run on their own, and the team's day goes to the clients and the matters.
Every matter generates a stream of email: opposing counsel, courts, clients, experts. A paralegal opens each message, saves the attachments, renames them to the firm's convention and files them under the right matter in the document system. That alone is often two hours a day.
Intake happens on a web form or a phone call, then gets re-keyed into the practice management system, then into the conflict check, then into the engagement letter. Deadlines are calendared by hand from the rules. Invoices go out monthly and get chased by whoever notices.
Call a fully loaded paralegal $45,000 a year, as an illustration. Two paralegals spending a third of their week on filing, re-keying and chasing is about $30,000 a year of work that follows rules a computer can apply.
We build a filing job that watches the firm's mailboxes. Attachments are saved, renamed to your convention and filed to the right matter based on the sender, the subject and the matter number. The paralegal reviews a short list of messages the rules could not place.
Intake forms flow straight into the practice management system. A conflict check runs automatically against the existing parties and returns hits for a person to review. The engagement letter is generated from the same data and sent for signature, and the matter is opened the moment it comes back signed.
Deadlines are calculated from the trigger dates and the rules you give us, calendared on the right people, and reminded at the intervals the firm sets. Invoice reminders go out on a schedule and stop when payment posts.
This is plain automation and a small web app for the pieces that do not fit the practice system. We use newer tools only where they clearly earn their place, such as reading a scanned court notice, and we tell you when we do.
The full picture, including where automations run and how logins are kept: how we handle your data.
The shape of a typical engagement, with the names left out. Hours are illustrations of what a team this size usually gets back.
Scenario 1
About 18 hours a week back
Before
Three paralegals each spend about 90 minutes a day saving attachments from email, renaming them and filing them under the right matter. Files get misnamed, land in the wrong matter and are found weeks later.
After
A job reads each mailbox, files attachments by matter and convention, and lists the handful it could not place. The paralegals spend 15 minutes a day on that list.
Scenario 2
About 6 hours a week back
Before
A prospective client fills in a web form. Staff re-key it into the practice system, run the conflict check by hand, draft the engagement letter from a template and email it. A day or two passes between the form and the letter.
After
The form creates the prospect, runs the conflict check, and drafts the engagement letter automatically. An attorney reviews the conflict hits and approves the letter, which goes out for signature the same hour.
Scenario 3
About 4 hours a week back
Before
Invoices go out at month end. Reminders depend on whoever looks at the aging report. Retainer replenishment requests go out late because nobody notices the balance until the work is already done.
After
Reminders go out on a schedule the firm sets and stop when payment posts. Retainer balances are checked daily, and a replenishment request goes out the day a balance drops below the threshold.
Automation, AI where needed
Automate renaming, sorting and filing documents that arrive by email
They land in the right place, named the right way, the moment they arrive.
Automation, AI where needed
Stop copying email contents into a spreadsheet by hand
The row appears on its own. Nobody retypes what was already written.
Plain automation
Automate chasing invoices, statements and signatures
Reminders go out on schedule. The team sees only the accounts that need a conversation.
Plain automation
Automate sending the same reminder on a schedule
It goes out on schedule with the right details, and only to the people who still need it.
Set to a typical team doing this work by hand. Change it to match yours.
People doing this work
2
Hours each, per week
Half an hour counts. 40 is a full week.
14
Fully loaded cost per person, per year
Salary, benefits, taxes, overhead. $45,000 is an illustration; set it to yours.
$45,000
Time spent on this task
28 hrs / week
About 1,456 hours a year of a person's time.
These figures show the value of time spent on the task, not a project quote or guaranteed cash savings. We will help estimate what can realistically be automated.
Not sure which task first?
Half a day with your team. Every task, ranked by what it costs you.
The Automation Inventory. $500, credited in full toward your first build. Optional: if you already know the task, the evaluation and the quote are free.
Every morning, every Friday, or every time an order comes in. Small tasks and larger workflows are both welcome. The evaluation is free, and if we take it on, the first deliverable is running in your operation within 14 days, guaranteed.
Free evaluation. Fixed quote before work begins.
