Matter intake that does not need a paralegal per matter
A firm opening several hundred matters a month, each requiring the same engagement documents before any work could be billed.
Who they are.
A law firm opening several hundred matters a month across multiple offices. Each one needs the same engagement documents in place before any work can be billed — and each office had its own way of collecting them.
Anonymised at the client’s request. Client names are never disclosed without written permission.
What had to be solved.
Opening a matter meant a paralegal confirming six documents, one matter at a time. Work sometimes started before the engagement letter was countersigned, and client identity evidence was collected inconsistently between offices.
What success looked like.
- Check intake documents automatically as they arrive
- Prevent a matter opening while a mandatory document is missing
- Apply one standard across every office
What Ceertia does here.
A single intake use case, used by every office. It declares the six mandatory documents and checks the client identity is consistent across the engagement letter, the power of attorney and the anti-money-laundering evidence.
The client identity on the engagement letter must match the identity on the power of attorney and the AML evidence.
How it runs, step by step.
The file arrives with its documents, in any format, from whoever sends it.
Every page is identified and mapped against the expected document list. Missing documents, duplicates and out-of-scope pages are flagged on receipt.
Each rule asks the file a question and answers it directly on the documents, with page, zone and source text attached to the verdict.
The team approves, requests a fix, or rejects. No file is approved or rejected automatically.
What changed.
Matter opening lost about a day, and the variation between offices disappeared because they all run the same use case. Work no longer starts on an unsigned engagement.
- Opening a matter meant a paralegal confirming six documents, one matter at a time.
- Work sometimes started before the engagement letter was countersigned.
- Client identity evidence was collected inconsistently across offices.
- Intake documents are checked automatically as they arrive.
- A matter cannot be opened while a mandatory document is missing.
- The same standard applies in every office, from the same use case.
Anonymised case. Client names are never disclosed without written permission. Figures describe the file volumes and checks in this scenario.
Other files, same engine.
A litigation team assembling filings from client documents, expert reports and exhibits, under deadlines that do not move.
Read the case → LegalConflict checks that look across the whole matter bookA firm whose conflict-check process relied on each partner remembering which parties the firm had acted for.
Read the case →See it run on your own files.
Bring one real file to a 30-minute demo. Watch the verification run, evidence on screen.