Systems we build and run
Bespoke case management systems
For firms whose work is a file rather than a job. Every matter from first contact to closure on one record, with its stage, its parties, its documents and the next date that matters, and nothing moving on until what has to be done is done.
What it is, and where it fits
Where this kind of system fits
- Legal and claims practices
- Accountancy and professional services
- Property and lettings
- Insurance and finance brokers
- Membership and training bodies
A case management system holds one matter as one record: who it is for, who else is involved, what type of matter it is, which stage it has reached, what has been sent and received, and what has to happen next and by when.
It suits any office where the work arrives as a file and leaves as a file, and where the question is always the same: where is it up to, what are we waiting on, and who is it waiting on. Solicitors, claims handlers, accountants, brokers and anyone running a caseload of matters that each follow a known path.
A first system is often the matter list with stages and key dates for one type of work. The same system a year on can carry every matter type, referrers sending work in through their own logins, document packs going out of it and partners' updates arriving automatically.
What it usually grew out of
It usually grows out of a caseload that got bigger than one person's memory.
A matter list on a spreadsheet, a folder per client on the server, key dates in somebody's diary and the referrer's own spreadsheet arriving by email on a Monday. Each of those works, and together they got the firm this far. What they can't do is tell you, this afternoon, which matters are waiting on a document from the other side and have been for more than ten days.
A case system isn't meant to change how the firm does the work. It writes down the path each type of matter already follows, holds every file against it, and chases the dates so a person doesn't have to.
What it does
One matter, first contact to closure
Opened from a form, an email or a referrer, and closed with the outcome recorded. Everything in between is on the same record, in the order it happened.
Stages per matter type
Each type of matter has its own path. A stage can insist on what must be done before the file moves on, so nothing skips a step because it was a busy week.
Parties and referrers on the file
The client, the other side, the experts and the firm that sent the work, each with their role and contact details. Referrers can send matters in through their own login or an interface, and see where theirs are up to without ringing.
Document packs from templates
Letters, forms and packs generated from the matter's own details in your layout, sent for signature where needed, and filed against the file when they come back.
Dates and tasks that chase
Limitation dates, deadlines, callbacks and reviews on the record, with a list of what is due and what is overdue by matter and by person, rather than in somebody's diary.
An audit trail nobody can edit
Who did what to which file and when, kept automatically. A question about a matter from two years ago is a screen rather than a search through email.
Where it saves time, we build in AI features too: an incoming document read and its details put on the right matter ready to confirm, or a long email thread summarised on the file for whoever picks it up next. More on AI and automation.
Usually built alongside document and certificate stores, forms and e-signatures, customer messaging or customer and supplier portals. Legal and claims firms will find their own page closer to home. The rest are on the services page.
How it gets built, and how it gets run
| Fixed price | Scope, price and dates in writing before anything starts, with what isn't included written as plainly as what is. It doesn't move because the job turned out harder than we thought. |
|---|---|
| Timescale | A first system is weeks rather than months, usually one matter type with its stages and dates. Further matter types, referrer logins and document packs are added in pieces once the first is in use. |
| Onboarding and training | We bring your open matters in from wherever they are now, set the stages up with you from how the work is actually done, and train the people who will use it. |
| Hosted in the UK | UK infrastructure, backed up nightly to somewhere that isn't the machine running it, kept thirty days, and checked every few minutes that it's up and answering. |
| Changes | A new matter type, another stage, a different letter. What that covers is agreed at the start, so nobody works it out on the day. |
Ask about our free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- We already have practice management software.
- Then keep it. It holds the ledger, the time recording and the client account, and moving any of that would be a bad idea. What we usually build is the part it was never built for: the work that still sits on a spreadsheet beside it, the referrer's feed, the pack that gets assembled by hand. It sits alongside and joins to it where it allows.
- Is it secure enough for client data?
- It is hosted in the UK, backed up nightly, patched, and built by a Cyber Essentials certified firm. Logins see only the matters they are allowed to, enforced by the system rather than by everybody being careful, and every change is on the audit trail. We'll walk you through exactly who can reach what before it goes live.
- Our referrers send spreadsheets.
- Many do, and that can carry on: a spreadsheet in the agreed layout is read in and becomes matters, with anything that doesn't fit flagged for a person. Where a referrer has a system of their own, work can arrive and updates go back through an interface instead, in whichever format they already use.
Talk to us
Tell us what kinds of matter you run, how they are tracked now and what you would want to see that you cannot. That's usually enough for us to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.