Matter Intake, Conflict Checks & KYC

Q: Will the automation work with our existing practice management system?

Yes, the automation integrates with standard practice management platforms and can query your internal conflict database and matter records. Your specific system will be assessed during setup.

Q: What if a client submits an incomplete intake form?

The automation detects missing information and sends an automated email to the client requesting the missing details. Staff can follow up manually if needed.

Q: Does the automation replace the partner's review of conflicts and KYC results?

No, the partner still reviews and approves all matters. The automation simply pre-screens and flags issues so the partner can focus on judgment calls rather than manual searching.

Q: How does the automation handle multiple opposing parties or complex entity structures?

The system extracts and searches all opposing parties and related entities listed in the intake form. Complex structures are flagged for attorney review if relationships are unclear.

New client matters open faster, with conflicts checked and identity documents verified before the first billable minute starts.

1.6k hrs

Manual time identified

Companies have mapped

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About This Automation

Matter intake, conflict checks, and KYC verification are critical but time-consuming tasks that require manual searching across multiple databases and systems. Errors or missed conflicts expose the firm to ethical violations and regulatory risk.

Automation extracts client data from intake forms, searches internal conflict records and external compliance lists simultaneously, and flags issues for attorney review. This reduces intake time from to per matter while ensuring no conflicts or compliance red flags are missed.

Key features:

Extract client and matter details automatically from intake emails and forms

Search internal conflict database and opposing party records in real time

Cross-reference client names against OFAC and regulatory KYC lists

Flag incomplete submissions and request missing information via email

Route approved matters to practice management system with billing codes assigned

Generate audit trail documenting all conflict and compliance checks

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual data entry bottleneck Intake coordinator manually types client details into multiple systems, consuming 15 minutes per matter and introducing transcription errors.	80%
2	Slow conflict database searches Staff manually search internal records for prior relationships, taking 20 minutes and risking missed conflicts.	67%
3	Fragmented KYC verification Compliance officer manually checks multiple external lists, consuming 15 minutes and leaving gaps in coverage.	53%
4	Incomplete intake submissions Missing client information requires back-and-forth email exchanges, delaying matter approval by 1-2 days.	40%
5	Approval bottleneck at partner level Partner review of conflict and KYC results is manual and ad hoc, creating delays in matter file creation.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.5/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.8/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Client Intake Form Submittedtrigger

New client inquiry arrives via email, web form, or phone. The automation is triggered and captures the client contact details.

2. Extract and Validate Client Data

The automation reads the intake form, extracts client name, entity type, contact details, matter type, and opposing parties. It validates email and phone formats.

3. Search Internal Conflict Database

The automation queries the firm's matter database and client list for any prior relationships with the client, opposing parties, or related entities.

4. Check External KYC and Sanctions Lists

The automation cross-references the client name against OFAC, PEP lists, and regulatory databases to identify compliance red flags.

5. Create Matter Record

A new matter record is created with all extracted client data, conflict results, and KYC status.

6. Notify Partner for Review

A notification is sent to the assigned partner with a summary of conflict and KYC findings, flagging any issues for manual review.

7. Send Engagement Letter

Once the partner approves, the engagement letter and onboarding documents are automatically sent to the client.

8. Log Completion

A confirmation message is posted to the intake channel, marking the matter as onboarded and ready for work.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

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.

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if the automation detects a conflict or KYC red flag?

The system flags the issue and routes it to the partner or compliance officer for manual review and judgment. No matter is approved without human sign-off on flagged items.

Will the automation work with our existing practice management system?

What if a client submits an incomplete intake form?

Does the automation replace the partner's review of conflicts and KYC results?

How does the automation handle multiple opposing parties or complex entity structures?

View more FAQs

Process pain:8.5/10

Mapped by:50 Companies

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Page updated 10 August 2026