Matter Opening & File Setup

Q: Do staff still need to review anything manually?

Staff can review conflict results and matter details before work begins, but the setup steps run without manual entry.

Q: Will this work with the practice management system we already use?

The automation connects to widely used practice management and accounting tools already in place at most firms.

Q: What happens if a conflict is found during the check?

The workflow flags the conflict for staff review instead of proceeding automatically to matter creation.

Q: Is this suitable for a small legal practice?

Yes, it fits practices of any size that open matters regularly and want a consistent, repeatable setup process.

Auto-creating folder structures, task lists, deadline calendars.

182 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Opening a new legal matter involves confirming a signed engagement letter, checking for conflicts, assigning a matter number, and setting up records, folders, notes, and billing codes across separate systems.

An automated version triggers the moment the engagement letter is signed, running the conflict check, creating the client and matter record, building file folders, drafting engagement notes, and setting up billing codes in one connected sequence.

Key features:

Detects the signed engagement letter and starts matter setup automatically

Runs the conflict check against existing client and matter records

Assigns the next sequential matter number without manual lookup

Creates the client and matter record with populated contact and case details

Builds digital file folders and drafts engagement summary notes

Sets up billing codes and rate schedules and notifies the assigned attorney

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	Conflict check delays new work Manual searches across records slow down the start of every matter.	80%
2	Billing setup lags behind file opening Matters often sit unbillable while billing codes wait to be entered.	67%
3	Duplicate data entry across systems Client and matter details get retyped into separate practice and accounting tools.	53%
4	Inconsistent file naming Manual matter numbering occasionally leads to naming errors or duplicates.	40%
5	Missed attorney notifications Attorneys sometimes learn a matter is open later than expected.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.3/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.0/ 10

Hidden Overhead™

6.0/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Engagement Letter Signedtrigger

Completion triggers the matter opening workflow automatically.

2. Run Automated Conflict Search

The automation searches for existing matters or contacts matching the new client and opposing parties.

3. Flag Conflict For Review?

Any potential match routes to a partner for manual clearance before the matter opens.

4. Create Matter

The automation generates the next matter number and creates the client and matter record with intake details.

5. Generate Matter File Notes

A structured summary of scope, fee terms, and conditions is created for the matter file.

6. Set Up Billing Profile

The automation creates the billing code and rate schedule tied to the new matter number.

7. Notify Attorney

The assigned attorney receives a message confirming the matter is open and ready for work.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

25% 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

1.9k hrsIdentified

24Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What does this automation handle when opening a new matter?

It runs the conflict check, creates the matter record, builds file folders and notes, and sets up billing once the engagement letter is signed.

Do staff still need to review anything manually?

Will this work with the practice management system we already use?

What happens if a conflict is found during the check?

Is this suitable for a small legal practice?

View more FAQs

Process pain:9.3/10

Mapped by:13 Companies

Map this to your business to get your exact numbers.

Map This Automation

No credit card required. It's free.

Page updated 10 August 2026