About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
About 20 new inquiries arrive each week. Each one takes the paralegal around 25 minutes to collect details, enter them in the case management system and book a consultation.
Open cases need documents from clients, which means repeated emails. Clients call for updates the attorneys have not had time to send.
What we build
- 1
Bilingual intake
One intake form in English and Spanish creates the contact and matter in the case management system and offers consultation slots.
- 2
Document checklists by case type
Each case type has its own checklist. Clients upload documents to a secure portal and get reminders until the list is complete.
- 3
Status updates drafted
When a case moves stage, a plain-language update is drafted for the attorney to approve and send.
Before and after
| Step | Before | After |
|---|---|---|
| New inquiry intake | About 25 minutes | About 5 minutes to review |
| Document chasing | Emails by hand | Automatic reminders |
| Status updates | Phone calls | Drafted on each stage change |
Where a person stays in control
Nothing here gives legal advice. Attorneys review every update before it is sent, and client data stays inside the firm's systems.
Running cost
Roughly $100–250 a month for forms, secure storage add-ons and hosting.
Tools
- Clio or MyCase
- Secure client portal
- Calendly or Cal.com
- AI drafting with attorney review
- n8n
How the numbers work
- Intake: 20 inquiries a week × 25 min ≈ 8.3 hours a week.
- Document chasing: 15 open cases × 20 min a week = 5 hours; status calls: 30 a week × 6 min = 3 hours.
- About 16.3 hours a week × 4.33 ≈ 70 hours a month; we assume automation saves 70% ≈ 49 hours.
- Paralegal time costed at $35 an hour: 49 × $35 = $1,715.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.