A
Document copilot
summarises a letter, pulls out deadlines and amounts, classifies incoming correspondence
Boundary rule
Never replies to the client and never sends a letter. It prepares, a person approves.
Solutions
Client portal for law firms and tax advisers
law firms, tax advisers and accounting offices
What does not work today
- documents travel by email and WeTransfer while professional secrecy applies
- the client calls to ask what stage their case is at
- there is no record of who delivered what, and when
What you get
Three stages, each with its own value and its own price. You buy them in sequence, not all at once.
01 Process mapping
the case path from enquiry to closure, client contact points, document flow
02 Panel
- · case statuses broken into stages
- · document repository
- · client upload
- · TOTP multi-factor authentication
- · append-only audit log
- · row level security at database level
03 AI support
- · Document copilot
- · Deadline guard
- · Workload forecast
Three AI modules, and what none of them will do on its own
Every module carries a boundary rule, the line beyond which the decision belongs to a person. The rule is part of the build, not a marketing claim.
B
Deadline guard
alerts before a procedural or tax deadline runs out
Boundary rule
Never changes a deadline in the system and never closes a case on its own.
C
Workload forecast
which cases will pile up next month
Boundary rule
Does not assign cases automatically. It flags the pile-up.
Security and data
The same rules apply in every panel, whatever the industry. They are not an option to be priced separately.
- Row level security at database level
- The access rule lives in the database itself, not in application code. A bug in the application does not expose another client's records.
- Append-only audit log
- Who, what and when. An entry cannot be altered or deleted, not even from an administrator account.
- TOTP multi-factor authentication
- A second login factor from an authenticator app, without SMS codes.
- File links valid for 15 minutes
- A file address expires. Forwarded on or copied from browser history, it stops working.
- Data inside the European Union
- Database and files in an EU region. The sub-processor list is public and kept current.
- Data processing agreement
- Signed before the first data import, not after go-live.
Regulatory risks in this sector
- · professional secrecy of the tax adviser
- · the sub-processor chain
- · data location within the EU
- · retention of tax documents
Stages and decision gates
After each stage there is a decision on whether to continue. If a stage did not deliver what it was meant to, the next one does not start.
- 01
Process mapping
Gate: continue, or stop at this stage.
- 02
Panel
Gate: continue, or stop at this stage.
- 03
AI support
Gate: continue, or stop at this stage.
Questions that come up most often
- Does the portal meet professional secrecy requirements?
- Access to case files is enforced by a rule inside the database itself, not by a condition in application code. Even a bug in the interface will not show a staff member a case they are not assigned to. Every document opening lands in a log that cannot be altered or deleted, not even from an administrator account. The sub-processor list is public and the data sits in an EU region.
- Does the language model train on my firm's documents?
- No. Documents reach the model for the duration of a single request and are not used for training. We write this into the data processing agreement, together with the model provider's name and the processing region. If your firm's policy rules out sending content outside your own infrastructure, the AI module can run on a model hosted in the EU or be left out entirely.
- What happens if the copilot summarises a letter badly or misses a deadline?
- A summary is working material, not a court filing. The copilot never replies to the client and never sends a letter, and the deadline guard neither changes nor closes a deadline in the system. Every extracted deadline carries a reference to the place in the document it came from, so checking it takes seconds rather than a full read.
- Do I have to buy all three stages at once?
- No. Mapping is a standalone service and ends with a process description that stays with you whether or not you order the panel. After mapping there is a go or no-go gate. The panel works without the AI modules and most clients use it on its own for the first few months. AI comes later, once the panel holds data it can actually work on.
- Will the portal replace my current case management system?
- Usually it does not replace it, it covers it from the client's side. The case system stays where it is and the portal gives the client a case status, a place for documents and a record of who delivered what. We price integration with the existing system after mapping, because only then is it clear which data has to move both ways.
- How long does launch really take and what do I have to do?
- Mapping is two to four weeks, the panel four to eight. On your side we need two or three meetings of about ninety minutes during mapping, plus one person to sign off the panel. The biggest delay is usually not the build but the decision about which stages a case should have, which is why we settle that at the very start.
Let us check whether this fits your company
Instead of a contact form we ask for five things. On that basis we come back with a price range and a proposed mapping scope, or with a straight answer that in your case the numbers do not add up.
- sector and line of business
- company size and how many people sit in the process
- systems you use today
- the process that hurts most
- rough budget