In today’s competitive and compliance-driven environment, industries such as legal services are increasingly turning to Robotic Process Automation (RPA) to transform their client onboarding processes. RPA offers a powerful solution to reduce manual effort, increase accuracy, and ensure regulatory compliance—delivering a more efficient, client-focused experience.
Our RPA systems are bespoke to your company and your needs. We currently provide solutions for legal firms in England, Wales and Scotland, and are able to curate their systems to work within their varying regulatory bodies as well as with a range of legal case management software such as LEAP, Hoowla, PerfectPortal, PracticeEvolve, Clio, Peppermint and more.
Automating the Setup of New Clients
Traditionally, onboarding a new client involves entering details into multiple internal systems, which is both time-consuming and prone to human error. With RPA, software bots can be programmed to capture client data from initial intake forms or emails and populate various systems automatically. This includes customer relationship management (CRM) tools, case management platforms, document repositories, and billing systems. The result is faster onboarding with fewer administrative bottlenecks.
This demonstration showcases our Robotic Process Automation solution seamlessly loading legal client data into the PracticeEvolve legal management system.
Conflict Checks Using External Sources
A critical aspect of onboarding, particularly in the legal sector, is the mandatory conflict check to identify potential issues of interest or ethical compliance. RPA bots can access and search third-party databases, websites, and internal records in real time to flag potential conflicts of interest or regulatory issues. This not only speeds up the due diligence process but also ensures thoroughness by minimizing the risk of oversight.
Generating Templates
Another core task in onboarding is the creation of customized engagement letters or terms of business documents. These documents must be tailored to each client’s scope of work, jurisdiction, and industry. RPA can be used to automatically generate these letters using pre-approved templates, pulling in the correct clauses, client information, and service details based on data collected during the onboarding process. This not only improves turnaround time but also helps maintain consistency and compliance with industry standards.
Industry Applications and Benefits
- Ensure conflict checks, automate engagement letters, and streamline document filing and compliance.
- Accelerate client file creation, ID checks, and document preparation.
- Property Management: Seamlessly input client data across management platforms.
Key Advantages of RPA in Onboarding
- Improved Efficiency: Eliminate repetitive tasks and reduce onboarding time from days to minutes, giving time-savings of around 40-50 hours a week on average.
- Enhanced Accuracy: Reduce data entry errors and ensure consistency across systems.
- Regulatory Compliance: Automate audit trails, conflict checks, and document storage.
- Scalability: Easily scale up operations during periods of high demand without needing to increase staff.
Conclusion
By leveraging RPA for client onboarding, legal service firms can deliver faster, more accurate, and compliant services from the very first interaction. As industries continue to face pressure to innovate and optimize, robotic process automation provides a clear path forward—turning a once-manual and error-prone process into a streamlined, intelligent workflow.