About This Automation Matter intake and file setup is the process of opening a new legal file after a client instructs a firm to act, covering identity checks, engagement paperwork, and file organization.
An automated version reads new instructions, populates matter records, and routes identity checks and engagement letters for signature without manual re-entry. This shortens the time to open a file and reduces the risk of missed deadlines or overlooked compliance steps.
Key features:
Creates a fully populated matter record directly from the initial client instruction Sends identity and anti-money-laundering checks automatically to every named client Tracks signature status on the engagement and client care letter and files it once signed Opens the client ledger and billing code as soon as the matter is confirmed Builds a file checklist and diarizes statutory and completion deadlines automatically Notifies the client and estate agent the moment the file is confirmed open Top friction points when done manually The issues teams report most often with this process
# Friction point Companies Report This 1 Chasing signed engagement letters
Legal assistants spend time tracking down clients who have not returned signed paperwork.
80% 2 Identity verification bottleneck
Matters stall while waiting on identity and anti-money-laundering results to come back.
67% 3 Repeated data entry across systems
The same matter details are typed into the case management, ledger, and communication tools separately.
53% 4 Missed statutory diary dates
Key deadlines are occasionally missed when checklists are built manually under time pressure.
40% 5 Inconsistent search ordering
Property search selection varies between staff, leading to occasional rework.
26%
Disclaimer All data is based on anonymized FullSpec mapping sessions and proprietary industry research. Learn more Automation readiness How well-suited this process is for automation
Process Pain Score™ Manual intake creates delays from chasing signatures and verification 9.1 / 10
AI Fit Rating™ Structured data and repeatable steps make intake well suited to automation 8.5 / 10
Automation Lift Index™ Automation cuts file-opening time from hours to minutes 8.2 / 10
Hidden Overhead™ Switching between systems and chasing documents adds hidden delay 6.4 / 10
How The Automation Works The full workflow, from trigger to completion.
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1. New Instruction Received trigger
An inbound intake email or web form triggers the matter creation workflow.
2. Create Matter Record
The Matter Intake creates the new matter, assigns a matter number, and links the fee earner.
3. Send ID Verification & Engagement Letter
Sends the identity check and engagement letter for e-signature to each named client.
4. Create Ledger & Matter Billing Code
Once ID and signature are confirmed, opens the client ledger and billing code automatically.
5. Alert Compliance Team
If ID or AML checks come back flagged, notifies the compliance officer to review manually.
6. Request Property Searches
A paralegal manually selects and orders the correct searches for the property type.
7. Build File Checklist & Diary Dates
The File Setup generates the matter checklist and diarises statutory and completion dates.
8. Send File-Opened Confirmation
Sends confirmation that the file is open to the client and the estate.
Most popular tool stack used — the complete tool combinations companies use Disclaimer All data is based on anonymized FullSpec mapping sessions and proprietary industry research. Learn more What you get when you map this process Everything you need to understand, plan, and build your automation.
ROI and business case What this process costs today and what changes once it's automated.
Launch schedule What gets built, in what order, and what success looks like once it's live.
Process runbook How the automation runs day to day, including exceptions and human decision points.
Developer handover pack Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide Every tool connection, credential, and data mapping the build needs.
Test and QA plan Every scenario checked and signed off before the automation goes live.
Recommended for you Other high-impact processes teams commonly map alongside this one.
Frequently asked questions Everything you need to know before mapping this process.
What parts of matter intake does the automation handle? It handles matter creation, identity checks, engagement letter dispatch, ledger setup, and client notifications automatically, leaving fee earners free for legal work.
Do solicitors still need to review anything manually? Will this work with the case management system we already use? What happens if an identity check fails? Is this suitable for a small conveyancing practice? View more FAQs 
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