AI systems for law firms: intake, documents, follow-ups and billingSystems for firms that bill their time, built for law.

Personal injury, immigration and family practices of roughly 20 to 200 people. The system runs intake from enquiry to signed retainer to an open case record, chases documents, answers the status questions and keeps billing current, alongside Clio, Filevine or CasePeer.

Intake, end to end

From enquiry to open case record, without the forty emails.

Intake is where a firm's hours go first and bill last. A ten-lawyer firm taking 25 enquiries a week, at about 40 minutes of admin each, spends roughly 72 hours a month opening files (illustrative; the audit measures yours). The system takes the admin and leaves the lawyer the conversation.

Conflict check run and recorded
Engagement letter sent and chased to signature
Matter opened in your case management system
Records requests drafted and followed up
Status updates answered from the file, not from memory

Matter intake, Rivera v. NorthlineDay 1

Conflict check run and cleared08:40

Engagement letter sent for signature08:52

Client folder created, documents filed09:10

Records requests drafted09:31

Thirty-day follow-up scheduledqueued

The workflow

Six steps. One person touches two of them.

Enquiry

Phone, web form, referral or chat. The enquiry lands in one queue with the source, the practice area and the urgency already noted.

Conflict check

Run against the case management system and the firm's records. Clear cases move on; anything doubtful waits for a person.

Engagement letter

Prepared from the firm's template for the practice area and sent for e-signature. The reminder runs until it is signed.

Open the matter

The matter is created in Clio, Filevine or CasePeer, the folder is built, the intake notes are filed.

First requests

Records requests, medical releases or document checklists drafted and sent. Chased on a schedule until complete.

The call

The lawyer calls the client with the file open. The system has done the admin; the conversation is the lawyer's.

What stays with a person

The system prepares. The lawyer decides.

The client conversation, from first call to settlement
Legal judgment on the merits and the strategy
Anything filed with a court or sent to opposing counsel
Any message a client could read as advice
Approval of every letter and email that leaves the firm

Every action is logged. Every outgoing message waits for approval unless the firm has approved the template in writing.

Works alongside

Clio, Filevine, CasePeer and the rest stay.

The case management system remains the system of record. Outwerk's system works beside it through its integration tools or exports: Clio, Filevine, CasePeer, Litify, MyCase, PracticePanther and Smokeball, with DocuSign or the platform's own e-signature, Microsoft 365 or Google Workspace for mail and documents, and the firm's phone system for the first call.

After intake

One more workflow a month.

Documents. Checklists per practice area, reminders until complete, everything filed to the matter.
Status updates. The where-is-my-case question answered from the file, in the firm's words, with a person approving the template once.
Billing. Time captured as work happens, invoices compiled on the first of the month, overdue accounts chased on a schedule.
Partner reporting. Matters opened, hours billed, collections and pipeline, every Monday, from the systems rather than from memory.

Built as mini apps and AI employees , inside the software the firm already runs.

Confidentiality

Your accounts. Your rules. Logged.

Everything runs in accounts the firm owns, under a data processing agreement, with access limited to the people you name. No general AI model is trained on your data. We change AI providers under the hood under enterprise terms that exclude training, and nothing leaves the firm without a person approving it.

What it costs

Priced on the number.

A first workflow such as intake is from USD 2,500 setup plus a monthly run fee. The operations retainer, one more workflow a month across intake, documents, follow-ups and billing, is from USD 5,000 a month. The number for a firm is usually hours returned to fee earners or days from enquiry to signed engagement, and a month that misses it is credited.

Pricing, the worked example and the outcome credit

Questions from law firms.

How do law firms automate intake?

One system takes the enquiry from phone, form or referral, runs the conflict check, prepares the engagement letter for signature, opens the matter in the case management system, creates the folder and sends the first records requests. The lawyer makes the call to the client with the file already open. Two weeks from audit to live, measured in hours returned or days from enquiry to signed retainer.

Does this replace Clio, Filevine or CasePeer?

No. The case management system stays the system of record. Outwerk's system works beside it, through its integration tools or exports, and keeps it complete: every matter opened, every document filed, every deadline carried.

How is client confidentiality protected?

Everything runs in accounts the firm owns, under a data processing agreement, with access limited to named people. No general AI model is trained on your data. Anything that leaves the firm, a letter, an email, a filing, is approved by a person.

What does automation cost a law firm?

A first workflow, usually intake, is from USD 2,500 setup plus a monthly run fee. The retainer, one more workflow a month across intake, documents, follow-ups and billing, is from USD 5,000 a month. A month that misses the agreed number is credited.

What stays with a person?

The client conversation, legal judgment, anything filed with a court, and any message a client would read as advice. The system prepares; the lawyer decides.

Which practice areas does this suit?

High-volume, admin-heavy practices: personal injury, immigration, family, employment, estate planning. Our first engagement is a six-person injury firm in the United States.

Bring a typical week.

Book the busywork audit

Thirty minutes. Free. You leave with a number. Or write to hello@outwerk.ai.