You Bill by the Hour. You Should Not Spend Those Hours on Admin.
Client intake calls that go unqualified. Billable time that never gets captured. Deadlines tracked in Outlook calendars. Your attorneys are spending 30–40% of their day on tasks that do not generate revenue. We work with law firms across the Pittsburgh area to automate intake, document handling, and billing workflows so attorneys can focus on clients — without compromising confidentiality or ethics.
What is actually costing your firm money
It is not the cases. It is the operational overhead around the cases.
Client intake is a black hole
A potential client calls. Someone takes a message. Maybe an attorney calls back, maybe they do not. If they do, they spend 20 minutes on a call only to realize it is not a case the firm handles. Meanwhile, a qualified prospect who filled out the website form three days ago never heard back. Your intake process is losing good clients and wasting time on bad fits.
Billable time walks out the door
Your attorneys work a 10-hour day but capture 6 billable hours because they reconstruct their time entries at the end of the day. Or worse, at the end of the week. Every phone call, email review, and research session that does not get logged is revenue that disappears. Studies show firms lose 10–30% of billable time to poor capture practices.
Deadlines are managed by memory
Statutes of limitations, filing deadlines, response windows, discovery cutoffs — your attorneys are tracking critical dates across dozens of active matters. A missed deadline is not an inconvenience; it is potential malpractice liability. Calendar entries and sticky notes are not a system. They are a liability waiting to happen.
Document review eats entire days
An associate spends an entire day reviewing 200 pages of contracts for specific clauses. A paralegal manually cross-references discovery documents against a witness list. These are critical tasks, but the manual searching, organizing, and cross-referencing can be dramatically accelerated with smart software that handles the heavy lifting while your team makes the judgment calls.
Custom automation for law firms
We build software that handles the operational overhead so your attorneys can focus on practicing law. Every system integrates with your existing practice management tools.
Intelligent client intake
When a potential client contacts your firm, the system collects case details, runs a preliminary conflict check against your client database, categorizes the matter type, and routes to the right attorney with full context. The prospect receives an immediate acknowledgment. Unqualified inquiries are flagged before an attorney spends time on them.
Passive time capture
The system tracks activity across email, documents, and calls, building time entry drafts that attorneys review and approve rather than reconstruct from memory. No more end-of-day guesswork. No more lost hours. Your billing becomes more accurate and your attorneys spend less time on admin.
Automated deadline tracking
Critical dates are pulled from your practice management system into a multi-layered notification engine. Responsible attorneys and paralegals receive alerts at 30, 14, 7, and 2 days. Overdue items escalate to the managing partner automatically. Every notification is logged for your records.
Smart document review
Custom software that indexes document sets, flags relevant clauses, cross-references against your search criteria, and organizes findings for attorney review. Your team focuses on analysis and strategy instead of manual page-by-page searching. Particularly valuable for due diligence, discovery, and contract review.
Document assembly & e-signature
Engagement letters, retainer agreements, and standard filings are assembled from templates with matter-specific data pre-populated. Send for e-signature directly. The signed document is automatically filed in the right matter folder. Eliminate the copy-paste-customize-print-scan cycle.
Invoice generation & AR follow-up
Time entries and expenses are compiled into draft invoices that match each client's billing requirements — LEDES, custom formats, or standard. Once approved, the system sends invoices and begins a follow-up sequence for unpaid balances at 30, 60, and 90 days. Your billing coordinator manages exceptions instead of chasing every receivable manually.
What this looks like in practice
Scenario: a 12-attorney litigation firm
A mid-size litigation firm was fielding 40+ intake calls per week. About half were matters the firm did not handle. Attorneys were spending time on unqualified calls, intake data was scattered across voicemails and handwritten notes, and follow-up was inconsistent. Meanwhile, their attorneys were capturing an average of 5.8 billable hours on 9-hour workdays.
We built an intake system that pre-qualifies inquiries through a structured online form and intelligent chatbot, runs preliminary conflict checks, and routes qualified prospects directly to the appropriate practice group lead with a full summary. Non-qualifying inquiries receive a polite automated response with referral suggestions.
We also implemented passive time tracking that generates draft time entries from email, document, and calendar activity. Attorneys review and approve entries instead of reconstructing them.
1.4 hrs
More Billable/Day
60%
Faster Intake
0
Missed Deadlines
Client confidentiality & ethical walls built in
We understand that attorney-client privilege is not a feature request — it is the foundation of legal practice. Every system we build for law firms is designed with confidentiality and ethical obligations in mind.
- Ethical wall support. Matter-level access controls ensure attorneys and staff only see matters they are authorized to work on. Conflict-of-interest scenarios are flagged automatically.
- Data stays under your control. Client data is not routed through third-party SaaS tools without appropriate safeguards. We build on infrastructure you control.
- Audit trails for everything. Every document access, communication, and system action is logged. If you ever need to demonstrate who accessed what and when, the records are there.
- Practice management integration. We connect with Clio, PracticePanther, MyCase, Smokeball, and other platforms your firm already uses. No ripping and replacing.
Frequently asked questions
Can you automate document assembly for our practice area?
Yes. We build document automation for contracts, pleadings, engagement letters, estate planning documents, and other templates your firm uses repeatedly. Your attorneys answer questions; the system generates the documents.
How do you handle confidentiality and privilege?
All systems are built with attorney-client privilege in mind. Data is encrypted, access is role-based, and we never store client data on our servers. Systems run within your firm's infrastructure or on private cloud instances you control.
Will this work for a small firm (under 10 attorneys)?
Small firms often benefit the most. When you don't have dedicated operations staff, automation handles the administrative work that otherwise falls on attorneys and paralegals billing at professional rates.
What's the typical cost for a law firm automation project?
It depends on scope, but most law firm projects fall in the $5,000-$15,000 range for initial build. Client intake automation, document assembly, and billing workflows are the most common starting points.
Recover the billable hours you are losing
We will analyze your firm's workflows, identify where time and revenue are leaking, and map out an automation plan that respects your ethical obligations. No pressure, no jargon — just a clear picture of what your firm could look like with the right systems in place.
Your AI automation advisor
We'd love to chat
We'll map your biggest time-wasters and show you the ROI of automating them.