Legal practitioners · case management
Keep every matter, document and deadline in one case management system
Blue Tea has built systems like this
The problem
Matter information is spread across email folders, spreadsheets and shared drives. Finding the latest version of anything, or covering for a colleague, takes far too long.
What you get
One place for each matter’s client details, documents, tasks, time and correspondence, with AI summaries of where each case stands.
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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Map how a matter flows
From enquiry to closure: the stages, tasks, documents and who’s responsible at each point.
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Decide: configure or build
If an existing case system fits most of your process, configure it. Build only where it doesn’t fit.
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Migrate active matters
Bring across client details, key dates and current documents first, and archive the rest.
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Automate the routine
Matter opening, task templates for each matter type and email filing.
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Add AI matter summaries
A weekly or on-demand summary of each matter’s status, next steps and risks.
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
- Check your SRA obligations on confidentiality and record-keeping before moving data.
- Plan the migration carefully. Bad data in a new system is still bad data.
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.