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LawyersOS

Law firmCustom build

The matter carries its obligations, its documents and its time — so nothing depends on what someone is holding in their head.

Custom buildThree engines do not exist: conflict matching across parties and related persons, per-matter walls finer than two roles, and the retainer balance as a money object held over time. Procedural deadline computation is refused, not missing: H&S will not build it.

No finished product exists for this trade. H&S understands how it works and can build it on its core — that gets quoted after seeing the details, never off a catalogue.

What leaks today

None of these observations is a measurement taken at a client: H&S has delivered none. They are mechanisms of the trade — any amounts shown are examples, never results obtained.

Intake happens with no written filter

A call comes in, someone listens for twenty minutes, and the firm still does not know whether it can take the matter. The time is spent, the information is nowhere, and the decision to accept or decline is recorded by nobody.

Conflicts are checked from memory

Someone asks the partner whether they recognise the name. That is the whole check, and it depends on who is in the office that morning.

The deadline lives in the lawyer's head

It may be in a personal calendar, it may be in an email. Nothing says who entered it, or whether anyone else can see it.

The matter waits on a document, and nobody knows which

Three weeks pass. The answer is in an email thread only the assistant knows how to find.

Billable time is not recorded the same day

What gets recorded at month end gets recorded low. The loss appears in no report, because it was never written down.

The retainer balance is invisible

Work continues past what was advanced, and the money conversation arrives too late to be an easy one.

The client calls to ask where the matter stands

Every call costs somebody billable time, and the client reads silence into it when nobody calls back.

The core takes the trade's shape

LawyersOS — Custom build. The matter carries its obligations, its documents and its time — so nothing depends on what someone is holding in their head.

Sector operating model

The trade's vocabulary, objects and stages
  • Structured intake
  • Matter and engagement
  • Parties to the matter
  • Entered deadlines
  • +9 more
H&S coreLawyersOSThe matter carries its obligations, its documents and its time — so nothing depends on what someone is holding in their head.Custom build

Client configuration

What separates this business from its neighbour in the same trade
  • Per-matter walls

Ongoing operations

What happens afterwards
  • Trust accounts
  • Hand-off to accounting
  • Firm reports

Automations

The work that happens without anyone thinking about it

Nothing declared at this layer

Data

Migrating what exists and what the system will be able to say about the past

Nothing declared at this layer

Implementation

Actually going live

Nothing declared at this layer

Custom buildThree engines do not exist: conflict matching across parties and related persons, per-matter walls finer than two roles, and the retainer balance as a money object held over time. Procedural deadline computation is refused, not missing: H&S will not build it.

No finished product exists for this trade. H&S understands how it works and can build it on its core — that gets quoted after seeing the details, never off a catalogue.

Layers and modules read from the vertical's record — none is added to fill space.

What the system contains

Every module carries what it really is: included, available from the catalogue, dependent on an integration, or still to be built. A module that needs work says so where it is read.

The modules

  • People and organisationsIncludedThe client, the client company, and the third parties around the matter.
  • Client spaceIncludedThe client sees progress, uploads documents and writes in the same thread as the firm.
  • Matter logIncludedWho did what, when. Six months later, the question has an answer.
  • Structured intakeIncludedThe same questions on every call, and a recorded decision at the end.
  • Matter and engagementIncludedThe matter is the unit: it carries its scope, its owner and its fee basis.
  • Parties to the matterIncludedClient, opposing parties and third parties are named and attached — this is the raw material of a conflict check.
  • Entered deadlinesIncludedA date, an owner, staged reminders, and a record of the action taken.
  • Documents to obtainIncludedEvery line is obtained or outstanding, and the wait has a start date.
  • Matter stagesIncludedThe stages of the practice area, not those of a sales pipeline.
  • Billable time captureIncludedTime is recorded from the matter, the same day, not at month end.
  • Internal approvalsIncludedAnything leaving the firm goes through a named approval.
  • Searchable conflicts registerCustom buildSearching a name and seeing every matter where it appears, in any capacity.Matching across parties, near-identical names and related persons is an engine to be built. A plain name search would give false assurance — worse than no search at all.
  • Automatic deadline computationCustom buildDeriving a deadline from a procedural event.H&S does not build this. A deadline derived by software remains the lawyer's responsibility: shipping it would mean selling them a risk. The system alerts on deadlines entered by a person.
  • Per-matter wallsCustom buildRestricting access to a specific matter, to specific people.The core carries two roles, not per-matter permissions. A firm that needs internal walls needs a permission model that does not exist yet.
  • Retainer balanceCustom buildKnowing at any time what was advanced, consumed, and what remains.The retainer balance is a second money-bearing object, held over time. The core takes payment; it does not hold a balance.
  • Trust accountsCustom buildHolding funds on behalf of clients.H&S does not take this on. Holding such accounts falls under professional obligations that are not delegated to a software vendor.
  • Versioned document managementCustom buildVersions, locking, folder trees and electronic signature.The core produces documents and attaches them to the matter. It does not version them and signs none.
  • Court and registry filingRequires an integrationFiling a proceeding or consulting a registry from the matter.No connector to a court registry or public register exists at H&S, and access depends on credentials belonging to the firm.
  • Hand-off to accountingRequires an integrationAvoiding double entry between billing and the accountant.The catalogue's accounting module is not sellable yet: its real cost has not been measured.
  • Firm reportsIncludedConsultations converted, deadlines approaching, unrecorded time, fees outstanding.

The same file, end to end

This is neither a timeline nor a measurement: it is the path of one file, in the trade's own words.

Prospective client intake

Prospective client intake

TriggerA call, a form, or a referral from a colleague.

  1. Structured qualificationStep 1 of 5
  2. Conflict checkStep 2 of 5
  3. Accept or declineStep 3 of 5
  4. The initial consultationStep 4 of 5
  5. Follow-up if no engagement followsAutomatedStep 5 of 5

OutcomeA written decision: the firm accepts, declines, or refers elsewhere — and the reason is recorded.

Opening the matter

Opening the matter

TriggerThe client accepts the engagement.

  1. NumberingStep 1 of 5
  2. Parties are recordedStep 2 of 5
  3. The scope is writtenStep 3 of 5
  4. The retainer is requestedStep 4 of 5
  5. Client access is openedStep 5 of 5

OutcomeA numbered matter, with its responsible lawyer, written scope and fee basis.

Tracking deadlines

Tracking deadlines

TriggerA deadline is ENTERED on the matter by someone at the firm.

  1. EntryStep 1 of 4
  2. AssignmentStep 2 of 4
  3. Graduated alertsAutomatedStep 3 of 4
  4. The record of what was doneStep 4 of 4

OutcomeThe deadline is visible to more than one person, and flagged before it lands.

Collecting documents

Collecting documents

TriggerThe matter needs documents from the client or a third party.

  1. The list is drawn upStep 1 of 4
  2. The request goes to the clientAutomatedStep 2 of 4
  3. Follow-up on what is still missingAutomatedStep 3 of 4
  4. The document arrivesStep 4 of 4

OutcomeA list where every line is either obtained or explicitly outstanding, with a date.

From time to billing

From time to billing

TriggerWork is done on a matter.

  1. Time is recorded from the matterStep 1 of 5
  2. End-of-day reminderAutomatedStep 2 of 5
  3. Review before billingStep 3 of 5
  4. The invoice goes outStep 4 of 5
  5. Chasing unpaid feesAutomatedStep 5 of 5

OutcomeAn invoice built on time recorded the same day, and a known retainer balance.

Closing the matter

Closing the matter

TriggerThe engagement is finished.

  1. The balance is settledStep 1 of 3
  2. The closing letterStep 2 of 3
  3. The matter is archivedStep 3 of 3

OutcomeA closed matter, a closing letter sent, and content that stays findable.

What happens without anyone thinking about it

Consultation with no engagement → written follow-upIncludedWhen — A consultation was held and no matter was opened.Then — A written summary goes out, then a dated follow-up. The file closes if it stays unanswered.
Entered deadline → graduated alertsIncludedWhen — An entered deadline is approaching.Then — Several staged reminders, first to the owner, then beyond them if nothing is recorded.
Missing document → follow-upIncludedWhen — An expected document has not arrived within the set window.Then — A follow-up goes out on the still-open lines only, with how long they have been waiting.
End of day → time-entry reminderIncludedWhen — Matters were touched with no time recorded.Then — The list goes to the person concerned, not to the whole firm.
Unpaid fees → graduated reminderIncludedWhen — An invoice remains unpaid past the agreed term.Then — A reminder to the client, then an internal escalation — never the same chase repeated.
Matter opening → conflict check requiredIncludedWhen — Someone attempts to open a matter.Then — The system REQUIRES the check to be recorded, with who did it and when. It does not perform it: it only prevents forgetting it.

H&S core

People recordsOne record per person, holding everything said and done, whoever on the team wrote it.
Company recordsThe client company exists separately from the people who work there: contacts change, the history stays.
Incoming enquiriesEverything that comes in — call, email, form, text — lands in one queue with its source attached.
Stages and lifecyclesStages carry the trade's vocabulary, and every move from one stage to the next is recorded with its date.
Tasks and remindersWhat has to be done today, by whom, with the reminder that fires on its own as the date approaches.
AppointmentsBooking, attendees, the agenda and what came out of it, all attached to the file.
ConversationsEmails, texts and calls attached to the right file, sent under your name and signature.
Documents and templatesThe documents the business sends are produced by the system, with its own fields, and stay attached to the file.
Access rightsEveryone sees what concerns them, and access for someone who leaves is removed in one move.
ApprovalsAnything that commits the business waits for a named approval, and the refusal is kept just as the consent is.
History and audit trailWho changed what, when, and from what state. It is what lets you answer six months later.
NotificationsThe system tells the right person at the right time, rather than waiting for someone to remember to look.
FormsWhat the customer fills in lands straight in the system, with no retyping and no copy-paste.
Client portalThe customer signs in with their own access, sees where their file stands, and writes in the same thread as the team.
DashboardsThe state of the week on one screen: what is coming in, what is stalling, what is waiting on an answer.
ReportsExtracts that answer a specific question, and that can be re-run month to month without being rebuilt.
AutomationsFollow-ups, reminders and escalations go out without anyone thinking about it, and stop the moment the customer replies.

Neighbouring systems

An integration is never part of the standard offer, whatever its state here. “To be built” means it does not exist in our code yet.

Running at H&SEmail sendingSummaries, document requests and invoices under the firm's name.
Integrated, not yet usedOnline paymentTaking a consultation fee or an invoice.
To be builtCourt registry and public registersFiling and consulting from the matter.No connector, and access depends on the firm's own personal credentials.
To be builtElectronic signatureGetting an engagement signed without printing.No signature provider is integrated at H&S.
To be builtLegal researchAttaching a source to the matter from a research database.These databases are licensed and H&S holds none.
To be builtAccounting softwarePassing billing along without retyping.The catalogue's accounting module is not sellable yet.

What size does it fit?

The sector model does not change; what changes is the configuration and the size of the rollout.

  • Solo operator
  • 2 to 5 people
  • 6 to 20 people

Why it is worth money

No percentages, no advertised return on investment. H&S has delivered no client on these systems: what follows describes a mechanism, not a result obtained.

Intake produces a decision, not a conversationThe same questions on every call, and a recorded decision: accept, decline, refer. A refusal becomes an outcome instead of silence.
The deadline stops being personalIt is entered on the matter, owned by a named person, and flagged several times before it lands.
The conflict check leaves a recordOpening a matter requires it to be recorded, with who did it and when. The firm can show that it happened.
Time is recorded while it is freshEntry starts from the matter, and an end-of-day reminder lists matters touched with no time.
What is blocking a matter is visibleA document list with a status and a request date replaces "I think we're waiting on something".
The client stops calling to find outTheir space shows progress and what is expected from them. Every avoided call is billable time returned.

How it goes live

What we need from you before we start

  • A decision-making partner: a firm's vocabulary is not settled by committee.
  • The list of practice areas and their actual stages.
  • The matter-numbering rule already in use.
  • A written decision on who sees what, before any setup.

The stages

  1. DiscoveryWe follow a real matter from the first call to the invoice.
  2. Firm modelIntake, matter, parties, deadlines, documents, time. Objects before screens.
  3. Scoping the missing enginesConflicts, walls and retainer are quoted here, separately — or removed from scope.
  4. ConfigurationStages per practice area, templates, roles, numbering.
  5. Data migrationOpen matters first. Closed archives are not migrated by default.
  6. Acceptance and trainingWe replay real matters before cutting over.

What pauses the clock

Named up front because they are not on our clock: while one of them is blocking, the schedule waits.

  • A written decision on access and confidentiality walls.
  • Write access to DNS, or a reachable domain holder.
  • Engagement and invoice templates supplied in a usable format.
  • A partner available for acceptance and training.

What can be added

Conflicts registerCustom buildMatching across parties and related persons. Quoted after seeing the existing matters.An engine the core lacks. This is a build.
Per-matter wallsCustom buildA permission model finer than the foundation's two roles.The core's permission model does not go down to the matter.
Additional officeAvailableA second office with its own numbering and team.

The investment

No amount is shown for this trade, and that is not an omission: there is no finished product to price. The foundation named below is the one the system would be built on — the price comes after seeing the details.

The foundation sold with this system

PLATFORMAn application built for your trade when no off-the-shelf software does what you require.

The modules that make sense for this trade

Multi-channel follow-upFollow-up doesn't stop at email: text and social pick it up when nobody replies.
Additional locationEach location has its own calendar, files and numbers, and management keeps the overall view.

What gets quoted separately, after analysis

  • Searchable conflicts register
  • Per-matter walls
  • Retainer balance held over time
  • Versioned document management and electronic signature

See the amounts and the conditions

What we say before we are asked

Honesty

No finished product exists for law firms. H&S understands how they work and can build on its core; that gets quoted after seeing the matters, never off a catalogue.

Honesty

A REDUCED scope — intake, matters, documents, entered deadlines, time, client space — would be configuration. That is the only form in which this vertical could ship today.

Limit

The system computes no deadline and derives none. It flags deadlines entered by a person, and records who entered them.

Limit

The system checks no conflicts. It requires the check to be recorded at opening, with who did it and when.

Limit

No trust account is held by H&S. The system takes a payment; it holds no funds on a client's behalf.

Limit

No certification, no compliance guarantee, no legal advice. H&S delivers measurements, logs and documentation — professional responsibility remains entirely with the firm.

Limit

The retention period for a closed matter is decided by the firm and configured at its request. The software imposes none.

What comes next

The first conversation is about deciding what is in scope and what is out. No figure is offered before that.

Discuss scope for a firm