The problem
A law firm specialising in commercial and employment law with 20 lawyers and 6 administrative support staff was spending 40% of its lawyers' billable time on non-billable tasks: new client intake, document gathering, client status updates and billing.
Turnover in the support team was high, leading to knowledge loss and follow-up errors. 30% of prospective clients who contacted the firm did not receive a response within 48 hours, being lost to competitors.
The solution: ecosystem of 4 agents
01
Intake agent
Responds in under 5 minutes to any incoming contact. Qualifies the case, collects initial information, assesses viability and schedules an initial consultation with the most suitable lawyer by speciality and availability.
02
Document agent
Manages the collection of documentation required for each type of case. Sends reminders, validates received documents and automatically organises them in the client's digital file.
03
Follow-up agent
Keeps each client informed of their case status with proactive updates. Detects upcoming procedural milestones and alerts the responsible lawyer with sufficient advance notice.
04
Billing agent
Records time spent on each case, automatically generates invoices upon reaching agreed billing milestones and follows up on outstanding payments.
Results after 3 months
- First response time to prospective client: from 24 hours to 5 minutes
- Consultation to client conversion rate: increased from 28% to 51%
- Lawyers reduced their time on admin tasks from 40% to 12% of total time
- Simultaneous case management capacity doubled without new hires
- Revenue per lawyer incrementados en un 55% en el tercer mes
- Support team reduced from 6 to 2 people, redirected to VIP client relations
Technology applied
The ecosystem was integrated with the existing practice management software (Sage Despachos) and the firm's email system. Client data is processed under strict confidentiality measures in accordance with professional secrecy obligations and GDPR. Implementation time: 5 weeks.