Practice Management & Intake Portals
Law firms spend a great deal of fee-earner time coordinating intake, chasing documents and answering status questions by email rather than practising law.
We build the intake and matter-tracking layer around your case system, with confidentiality and access control treated as design constraints rather than settings.
Legal Operations Solutions
Comprehensive technology solutions tailored to the unique needs of the legal operations sector.
Slow Intake
New matters open with incomplete information, then stall while somebody chases the documents and details the intake form never asked for in the first place.
Client Portals
A per-matter client view showing current stage, what is outstanding and who holds it — replacing the status email with something the client can check unprompted.
Poor Visibility
Matter status exists across a case system, a document store and an email thread, so answering where something stands requires assembling three sources mentally.
Case Dashboards
An internal matter view that combines case-system data, document state and outstanding actions, so coordination stops depending on individual recall.
Communication Friction
Clients ask for updates by email and are answered individually by whoever knows, which consumes fee-earner time and fails whenever that person is unavailable.
Document Handling
Structured request, upload and verification flows with an access record, so document chasing is a tracked process rather than a sequence of reminder emails.
Legal Operations Challenges Solved
Key Legal Operations Use Cases
Practical applications of our technology in the legal operations sector
Services behind this work
The capabilities we draw on for legal operations engagements
Who this is for
Practice managers and legal operations leads where intake, matter tracking and client communication are spread across email, documents and a case system that was never connected to the first two. It fits best where the case management system is staying and the problem is everything around it. It fits poorly where a practice is small enough that the coordination genuinely fits in one person's head — in that situation a build is hard to justify, and a fixed-fee discovery will tell you so before you commit to one.
How we work
Discovery maps intake through to matter close, including the steps that exist only as habit, and produces a written architecture review, estimate and delivery plan you own regardless of whether the work continues. Build runs in increments, with least-privilege access tied to named individuals, a mutual NDA agreed before scoping, and documentation — architecture notes, environment setup, runbooks — as a listed deliverable rather than an afterthought. Production data stays out of development environments. Where personal data is in scope, processing terms and a DPA are agreed before access is granted.
Expected Outcomes
Intake that captures what is needed the first time, so matters stop stalling on missing information a week after opening. A matter view that does not require assembling three systems mentally. Client-facing portals that reduce the status-update email traffic consuming fee-earner time. An access record over documents and matters, which is both operationally useful and the evidence you need if asked to demonstrate that confidentiality obligations are controlled rather than merely intended.
Legal Operations Tech FAQs
Can you integrate with our practice management system?
Where it exposes an API, yes. Where it does not, the workable pattern is usually a portal and workflow layer that holds intake and client communication while the case system stays the record of matters. Discovery establishes which of those you are dealing with, because it changes the shape of the work substantially.
How is client confidentiality handled?
A mutual NDA before scoping, least-privilege access tied to named individuals, and production data kept out of development environments. Access is delegated under your accounts and revocable by you at any time. Where we need realistic data to build against, we generate synthetic matters rather than working against live ones.
Is this worth it for a small practice?
Sometimes not, and that is worth establishing before committing to a build. A fixed-fee discovery of one to three weeks produces the estimate and delivery plan you would need to make that call, and you own it either way. We would rather tell you the numbers do not work than build something that does not earn its keep.
Does a client portal create a confidentiality risk?
It reduces one and introduces a different one that is easier to control. A shared inbox exposes whatever is in it to whoever opens it; a per-matter portal exposes one matter to one authenticated client, and records each access. The design requirement is that authorisation is per matter rather than per account, so a client with two matters cannot see across them unless that is intended.
Who can see what, and can we prove it afterwards?
Access is role-shaped and scoped to the matters a person is assigned to, and every access and change is logged. The distinction that matters under both professional-conduct duties and GDPR accountability is between controlling access and being able to demonstrate that you controlled it — permissions answer the first, the log answers the second.
Do you build AI document review or drafting tools?
Occasionally, but we would push back before we built one. That SERP is owned by specialist products with dedicated research teams, and for most firms the honest answer is that buying one beats building one. Where custom work does earn its place is connecting such a tool to your matter data and workflow — which is a much smaller, more defensible piece of engineering than the model layer itself.
Sources
- SRA Code of Conduct for Solicitors, RELs and RFLs — Solicitors Regulation Authority (England and Wales)
- Regulation (EU) 2016/679 — General Data Protection Regulation — EUR-Lex
- Guide to accountability and governance under the UK GDPR — UK Information Commissioner's Office
Explore Other Industries
Discover how we help businesses across different sectors