Services Involved: Automation | IT System Integration | Proclaim Development

In residential conveyancing, speed and efficiency at the instruction stage are critical. Delays in opening files, issuing initial documentation, and setting up workflows can create unnecessary administrative pressure and impact client experience from the outset.

We were instructed by a conveyancing practice where the case creation process was consuming significant fee earner time, despite much of the required data already being captured digitally at the enquiry stage.

The Challenge

When new matters were instructed, fee earners were:

• Taking client details manually on paper
• Re-keying that data into the case management system
• Generating initial documentation
• Sending paperwork to the client

This duplication of effort was time-consuming and introduced an avoidable risk of input errors.

Crucially, in most cases, the client had already entered their information electronically when obtaining an initial online quote. However, this data was not flowing directly into the case management system, meaning the same information was being captured twice.

The firm required a more streamlined, system-led solution that removed manual intervention wherever possible.

Our Solution: End-to-End Automated Case Creation

We implemented an automated workflow that integrated the firm’s website, internal systems, and communication processes.

Where clients accepted a conveyancing quote online, their submitted data was automatically transferred into the Proclaim case management system, instantly creating a new matter without any manual data entry.

In situations where instructions were received outside of the website, for example by telephone, details were recorded in a structured spreadsheet. This spreadsheet could then be sent to a designated email address, triggering Proclaim to import the data and automatically create the case.

Once the matter was generated, the automation continued:

• Initial client care and onboarding documents were produced automatically
• Documents were either emailed directly to the client or sent to print
• Follow-up tasks were created within the system for the responsible fee earner
• Automated SMS messages were issued to clients to prompt the return of signed documentation

The process moved from a manual, multi-step administrative task to a largely system-driven workflow requiring minimal user intervention.

The Outcome

The result was near end-to-end automation of the case opening process.

Fee earners no longer needed to duplicate data entry or manually generate initial paperwork. This delivered:

• Significant daily time savings
• Reduced risk of input errors
• Faster file opening turnaround
• Improved client onboarding experience
• Increased capacity to manage higher case volumes

By removing hours of repetitive administrative work, the firm enabled fee earners to focus on progressing matters and managing more complex aspects of conveyancing transactions.

Looking to Automate Your Case Opening Processes?

Many professional practices already collect valuable client data digitally, but without effective system integration, that data often becomes trapped in silos, resulting in unnecessary duplication.

Legal Practice Support works with organisations to design and implement practical automation solutions that integrate websites, case management systems, and communication workflows. The objective is simple: reduce manual intervention, improve efficiency, and create scalable operational processes.

If your team is spending excessive time on file opening, onboarding documentation, or repetitive administrative tasks, we would be pleased to discuss how automation and system integration could support your growth.