Services Involved: Proclaim Development | LEAP Development | Clio Integration | IT System Integration | Legal Process Automation

The Challenge

In civil litigation and legally aided matters, recovering costs from the Paying Party or the Legal Aid Agency requires detailed, item-by-item costing of the file. For many firms, this process is resource-intensive. Time records must be reviewed and refined, allowing them to become allocated to the correct phases and tasks, whilst also being prepared for import into specialist drafting software such as CostsMaster.

The client approached LPS to explore how this workflow could be accelerated without compromising compliance, drafting standards or data security.

The Solution

Led by Tom Higginbottom, Director and Lead Developer at Legal Practice Support, the project focused on creating a secure, scalable and automation-led solution.

We first developed structured export routines from case management systems, including Proclaim, LEAP and Clio. From this, Time records were automatically formatted into a structure suitable for direct import into CostsMaster.

To further enhance efficiency, we implemented an offline custom AI model capable of:

• Improving the phrasing of time entries
• Automatically allocating phases and tasks
• Structuring descriptions in line with costs drafting requirements

It is important to note that the AI we have built operates within a contained environment, ensuring confidential case data remains fully within the client’s control and aligned with GDPR obligations.

The refined output generates a near-complete import file for CostsMaster, significantly reducing manual drafting time while preserving professional oversight.

The Result

The solution has reduced current drafting time by up to 70% per file.

This allowed the client’s in-house costs team to increase capacity, manage heavier caseloads and improve profitability, without recruiting additional staff. An experienced Costs Draftsman or Lawyer remains responsible for quality control and narrative drafting, consistent with the principles outlined in the Mazur commentary, but a substantial portion of repetitive work has been removed from the process.

The bottom line: improved efficiency, protected data, and scalable litigation support powered by secure AI integration.

Contact Us Today

We are now exploring the next stage of development, automated bill narratives generated within a contained AI environment to further enhance productivity while maintaining strict data governance.

If your firm is reviewing its costs recovery processes or exploring secure AI integration within litigation workflows, Tom Higginbottom would be pleased to discuss how Legal Practice Support can assist.