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Professional services team meeting with a client
Law FirmsCustom Solutions

The Law Firm That Was Losing Cases to Its Own Inbox

A secure intake and matter portal that took the firm from first enquiry to signed engagement in three days instead of eleven.

A boutique corporate and immigration law firm
  • Law Firms
  • Custom Solutions
  • Client Portal
3 daysEnquiry to signed engagement, down from 11
71%Fewer document chase emails per matter
100%Matters with a conflict check on file
The Transformation

From Business Problem to Working Solution

A clear view of what changed, why each decision mattered and how the final solution came together.

01 · The Challenge01

What Was Holding Growth Back

Every new enquiry landed in a partner's personal inbox. Documents were chased over email and messaging apps, conflict checks were done from memory, and nobody could say with confidence which matters were waiting on the client and which were waiting on the firm. Good enquiries went cold simply because they were never picked up in time — and in a practice where the first firm to respond usually wins the client, that was revenue quietly walking out of the door.

What this meant

  • Operational friction exposed
  • Business risk made visible
  • Priority bottlenecks isolated
02 · The Approach02

How We Found the Right Path

We spent a week sitting with the paralegals rather than the partners, and traced twenty recent matters from first contact to engagement letter. The delay was almost never the legal work — it was document collection and the handoffs between people. So we designed around that: a checklist per matter type, one place for documents, and a status every person involved can read without sending an email to find out.

What this meant

  • Users and workflows mapped
  • Highest-impact path prioritized
  • Decisions validated in stages
03 · The Solution03

What We Built to Solve It

We built a secure client intake and matter portal. Enquiries now arrive through a guided form that opens a structured matter file, a conflict check runs before anyone accepts the work, and every document the firm needs is requested through the portal with automatic reminders until it arrives. Both the client and the fee earner see the same timeline, so nobody has to ask where things stand.

What this meant

  • Connected experience delivered
  • Maintainable foundation established
  • Measurement built into launch
Inside the Solution

The System Behind the Outcome

The product capabilities and technology foundation that turned the strategy into something teams could use every day.

Professional services team meeting with a client
Solution Blueprint

Designed as one connected, maintainable system.

We built a secure client intake and matter portal. Enquiries now arrive through a guided form that opens a structured matter file, a conflict check runs before anyone accepts the work, and every document the firm needs is requested through the portal with automatic reminders until it arrives. Both the client and the fee earner see the same timeline, so nobody has to ask where things stand.

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01
Core capability

Guided intake that opens a structured matter file

Designed around the highest-impact workflow so users reach value with fewer steps and less friction.

02
Core capability

Document requests with automatic reminders

Connected cleanly with the surrounding system to reduce duplicate work and keep information consistent.

03
Core capability

Shared matter timeline for client and fee earner

Built with clear controls, validation and visibility so teams can use it confidently every day.

04
Core capability

Conflict check and audit trail on every new matter

Structured for maintainability, making future improvements easier to ship without disrupting the core experience.

Measured Impact

The Outcome in Numbers

The final result was measured against the business problem—not just whether the product shipped.

3 daysEnquiry to signed engagement, down from 11
71%Fewer document chase emails per matter
100%Matters with a conflict check on file
L

A boutique corporate and immigration law firm

Client outcome

The firm now responds to a new enquiry the same day it arrives, and the partners can see every open matter and what it is waiting on without asking anyone. The practice took on more work in the following year without adding administrative headcount.

Verified project resultBuilt for measurable impact
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