Legal Intake Automation
Digital client intake with automatic conflict checks, file creation, and electronic engagement letters — GDPR-compliant and natively integrated with Clio or RA-Micro.
What this blueprint solves
Law firms lose valuable attorney time every day on the manual intake of new matters: form capture, conflict checks against the full client base, file creation in practice management software, and drafting engagement letters — all done by hand and prone to error. This blueprint digitizes and automates the entire intake process so your team can focus on legal work from the very first moment.
The most expensive problems
Time-consuming data entry
New clients are onboarded by phone or email, then data is manually transferred to the system — entered twice and prone to mistakes.
Manual conflict checking
Checking against existing clients and opposing parties takes minutes to hours and tends to be skipped when time is tight.
Delayed matter start
By the time a file is created, the engagement letter drafted, and the document signed, days have passed — the matter starts late and client satisfaction drops.
Inconsistent documentation
Without a standardized process, files often lack mandatory fields, which creates problems during audits or disputes.
The Engine — how the workflow runs
Connected modules working together as one precise machine.
Digital intake form
Make.com / Web formThe client fills out a structured online form; all required fields are validated and data is securely handed off to the workflow.
Automatic conflict check
Clio / RA-Micro APIThe client name, opposing party, and matter type are immediately checked against the full client database — result in under 30 seconds.
AI-assisted matter summary
DeepSeekThe LLM summarizes the stated facts, assigns the relevant area of law, and suggests initial action options to the attorney.
File creation & engagement letter
DATEV / RA-MicroThe file is automatically created in the practice management system; a legally compliant engagement letter is generated and sent for digital signing.
Digital signature & archiving
DocuSignThe client signs the engagement letter electronically; the signed document is archived in the file in an audit-proof manner.
Technology stack
The outcome
- 80% less time spent on client intake
- Conflict check in under 30 seconds — no more risk of skipped reviews
- Engagement letter signed in minutes rather than days
- Complete, fully populated file from day one — no missing mandatory fields
Frequently asked questions
Is the process compatible with RA-Micro and DATEV?↓
Yes. The blueprint uses the official RA-Micro and DATEV APIs for file creation and data transfer. Clio is also fully supported.
How is GDPR compliance ensured?↓
All client data is processed exclusively on GDPR-compliant servers within the EU. Consent records are automatically documented, and deletion workflows are configurable.
How long does implementation take?↓
A ready-to-use setup is typically live in 14 days. We integrate your existing practice management software and tailor the intake form to your areas of law.
This blueprint live in 14 days.
We build it turnkey into your infrastructure — as a ready package or tailored to you.
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