Law firm inbox: capture documents, spot deadlines, file to the right case

Court filings, official notices and client correspondence are captured, filed to the right case and summarized. Detected deadlines go into your deadline calendar as suggestions, and the final decision stays with your firm.

Illustration with fictional sample data.

How it works, step by step

For law firms and notary offices that receive court filings, official notices and client correspondence every day

  1. Capture
  2. Assign
  3. Summarize
  4. Suggest deadlines
  5. Forward

  1. 1Capture

    Documents from beA exports, email inboxes and the scanner are collected in one place and converted to text.

  2. 2Assign

    Case number, court, opposing party and client are identified and matched against your practice management software. The document is filed to the right case.

  3. 3Summarize

    A short summary covering the type of document, its key point and any required action sits at the top of the file.

  4. 4Suggest deadlines

    Detected deadlines and dates (service, response, hearing) are added to the deadline calendar as suggestions, with a source reference. They only become entries once the responsible person has checked them. Responsibility for deadline management stays with your firm.

  5. 5Forward

    The person handling the case gets the document, summary and deadline suggestion together in one task. For standard letters, a draft is ready to go.

How it’s done today

The process we see in business after business before we get involved.

  • Documents arrive via beA (the German lawyers’ electronic mailbox), email, fax and regular mail. Every one of them has to be read, assigned and added to the right file.
  • Deadlines are picked out of the text by hand and copied into the deadline calendar.
  • Clients ask for an update before anyone has even read the filing.
  • When a legal assistant is on vacation or out sick, things get tight.

What you need

We build on what you already have. You don’t need to buy anything new.

  • beA via export or interface
  • Practice management software such as RA-MICRO, Advoware, DATEV Anwalt or Actaport
  • Email inboxes, scanners, fax-to-email
  • Your firm’s deadline and appointment calendar

What you gain

The goal isn’t “having AI in your business.” It’s more time and less stress in your day.

  • Every document is filed and summarized on the day it arrives
  • Deadline suggestions with source references, so nothing gets overlooked
  • Less routine work for your legal assistants, more time for clients
  • Data protection and professional confidentiality built in from the start

Illustrative calculation

60 documents a day, 8 minutes each to read, file and check for deadlines: 8 hours.

With pre-sorting, a summary and a deadline suggestion, about 2 minutes of review per document: 2 hours.

This is an illustrative calculation. We’ll determine the real figure using anonymized documents from your firm.

How we build it

For us, a language model is one tool within the process, not the process itself. Every workflow comes with fixed validation rules, connections to your systems and a person who handles exceptions. We start with a test run on real data from your business, show you the results and then decide together whether and how to move forward.

Frequently asked questions

Can client data be sent to a language model?

Only under clear conditions: processing in the EU, a data processing agreement, no use for training and, if you prefer, a model running on your own infrastructure. We work out with you which option fits your professional obligations. Our advice is technical, not legal.

Does the system enter deadlines on its own?

No. It suggests deadlines with a source reference. Entering and monitoring them stays with your firm, as your professional rules require.

How reliable is the recognition?

Very reliable for standard documents, but never 100 percent. That’s why the process is designed so that a person sees every document, just faster and pre-sorted.

Is this a good fit for your business?

Tell us about your process. We’ll tell you honestly whether and how it can be automated, and we’ll start with a test run on real data.

Start a project

More use cases

Invoice processingSupplier invoices go straight from your inbox into your ERPInbox sortingSort inquiries in your inbox and get replies readyQuote draftingTurn customer inquiries into draft quotes, ready to reviewKnowledge assistantAn assistant that knows your documents inside out

Or email us directly: kontakt@vectortec.de