Legal practitioners · documents and notes
Write attendance notes and time entries from calls automatically
Blue Tea has built systems like this
The problem
After every call or meeting, fee earners write attendance notes and record time, often at the end of the day and from memory. Time goes unbilled and notes are thin.
What you get
Calls and meetings are transcribed and turned into an attendance note and a suggested time entry, ready for the fee earner to approve.
Three ways to do it
Indicative monthly running costs, not quotes. They exclude VAT and any one-off build or set-up work. Claude usage is based on Anthropic’s list prices for Claude Sonnet 5.5 and Haiku 5.5; other figures are rough estimates prepared in October 2026.
How it’s built
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Get consent to record
Tell clients and other attendees, and record their consent.
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Transcribe the call
Use Teams or Zoom transcription, or a phone system that records calls.
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Draft the attendance note
AI writes the note in your format: attendees, summary, advice given, actions and next steps.
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Suggest a time entry
The duration and a narrative are proposed for your time-recording system.
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Fee earner approves
Edit, approve and file to the matter. Nothing is filed automatically.
How it fits common tools
- Microsoft 365 Outlook, Teams, SharePoint and Excel connect through Power Automate, and n8n, Make and Zapier all support them. Microsoft Bookings is included in most business plans.
- Google Workspace Gmail, Calendar, Sheets and Drive have well-documented APIs and ready-made connectors in n8n, Make and Zapier.
- Zoho Zoho Bookings, Forms, CRM and Sign all have APIs, and Zoho Flow links them together. Make and n8n have Zoho connectors too.
- Clio Clio has an open API and integrations with Zapier and Make, so matters, contacts, tasks and time entries can all be automated.
- Other case management API access varies by vendor and plan (e.g. LEAP, Actionstep, Osprey). Some offer full APIs, some only exports, so check before choosing an approach.
- Xero or QuickBooks Both have open APIs and connectors in Make, n8n and Zapier, so invoices, payments and reminders can be automated.
- Spreadsheets Fine as a starting point. Once the automation is live, move the data into a proper database or list so it doesn’t break when someone renames a column.
- Paper forms Usually the biggest quick win: replacing paper with a phone or web form removes the re-typing entirely.
Watch-outs
- Privilege and confidentiality: use providers that don’t train on your data and that keep it in the UK or EU.
- Advice recorded in a note must be what was actually said, so check it carefully.
Want this built for your firm?
Blue Tea is a UK-based software partner. We start with the problem, not the software: if an existing system already does the job, we’ll configure it. If it doesn’t fit, we’ll design and build something that does.
- ISO 9001 and ISO 27001 certified
- Strategy, design and engineering under one roof
- No obligation. Just a conversation about your process.