Architecture Proposal - [Firm Name]

AI-Powered Legal Operations Architecture

End-to-end automation for estate planning and business law - from client intake to strategy brief generation.

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02 / System Architecture

Connected Systems

Six platforms unified under a single AI orchestration layer. Each system retains its specialty while data flows automatically between them.

Lawmatics

CRM + Intake

Client relationship management, automated intake forms, lead tracking, and drip campaigns. First touchpoint for every prospect.

Calendly

Scheduling

Automated consultation booking with conflict detection, buffer times, and timezone handling.

Central Hub

AI Orchestration Layer

Microsoft Copilot + custom automation logic. Routes data, triggers workflows, generates briefs, and learns from attorney feedback.

PracticePanther

Case Management

Matter creation, task assignment, deadline tracking, and document storage. The operational backbone.

LawPay

Billing + Payments

IOLTA-compliant payment processing, automated invoicing, and trust account management.

Gavel

Document Generation

Template-driven document assembly for trusts, wills, operating agreements, and corporate filings. Intake data populates fields automatically - no re-keying.

6
systems unified
1
orchestration layer
03 / Intake-to-Brief Pipeline

From Inquiry to Action

Every new client inquiry follows the same automated path. No manual data entry, no lost leads, no duplicated effort.

Current Process
4.2 hours
Automated
12 minutes
95% reduction
1

Client Inquiry

Prospect submits inquiry via website, phone, or referral. Lawmatics captures the contact and sends a branded intake form within 2 minutes.

2

Intake Form

Dynamic form adapts to practice area. Estate planning clients see asset and family questions. Business clients see entity and revenue questions. Auto-saved to CRM.

3

Auto-Classification

AI reads intake responses and classifies by practice area, complexity level, and urgency. Tags conflicts of interest automatically.

4

AI Strategy Brief

Copilot generates a structured strategy brief: recommended approach, trust/entity structures, key considerations, estimated timeline, and preliminary document list. The attorney walks into the first meeting already prepared.

Output: 2-3 page brief with citations to relevant statutes and firm precedent
5

Attorney Review

Attorney reviews, edits, and approves the brief. Feedback trains the model for future accuracy. Approved brief triggers case setup.

6

Case Setup

PracticePanther matter created automatically with all intake data, the approved strategy brief, assigned attorney, task checklist, and initial document templates queued in Gavel. Consultation booking link sent via Calendly.

Zero Manual Entry
Data flows once. Every downstream system inherits the source record.
04 / Sample AI Output

AI Strategy Brief

What the attorney receives after a client completes their intake form. Generated in under 90 seconds.

strategy-brief-2026-04-08.md
Client
Margaret & David Chen
Estate Planning | High Complexity | Intake #EP-2026-0847
Recommended Structure

1. Revocable Living Trust - Primary vehicle for $2.4M combined estate. Avoids probate on primary residence ($890K) and investment accounts.

2. Irrevocable Life Insurance Trust (ILIT) - $1.2M term policy. Removes death benefit from taxable estate. Recommended given current exemption sunset risk (2026).

3. 529 Education Trusts - Three minor children. $45K existing balance. Recommend superfunding strategy ($85K/beneficiary, 5-year election).

4. Healthcare Directives + POA - Both spouses. Standard durable POA with springing provision per client preference.

Key Considerations

Tax exposure: Estate currently below federal threshold ($13.61M/2024), but Oregon estate tax applies at $1M. ILIT addresses gap.

Business interest: David holds 34% of an LLC (valued ~$420K on intake). Operating agreement review recommended before trust funding.

Blended family note: Margaret has one child from prior marriage. Trust distribution language should address per stirpes vs. per capita - flag for attorney discussion.

Next Steps

> Schedule 60-min initial consultation (Calendly link sent)

> Request LLC operating agreement from client

> Pull property records for trust funding worksheet

> Queue Gavel templates: RLT, ILIT, POA, Healthcare Directive

Generated by AI Orchestration Layer | Confidence: High | Processing time: 47s | Sources: intake form, ORS Chapter 118, firm precedent database
05 / Implementation Roadmap

Phased Rollout

Nine weeks from kickoff to full pipeline. Each phase delivers working value before the next begins. No big-bang launches.

Phase 1 Weeks 1-3

Foundation

  • Lawmatics CRM configuration and data migration
  • Dynamic intake forms (estate planning + business law)
  • Calendly integration with conflict-aware booking
  • PracticePanther matter templates and task workflows
Milestone: New leads auto-captured, intake forms live, consultations self-scheduled
Phase 2 Weeks 4-6

AI Layer

  • Microsoft Copilot integration with firm knowledge base
  • Auto-classification engine (practice area, complexity, urgency)
  • Strategy brief generation with attorney feedback loop
  • Conflict-of-interest detection across existing matters
  • Firm precedent indexing for citation accuracy
Milestone: First AI-generated strategy brief approved by an attorney with zero edits
Phase 3 Weeks 7-9

Full Pipeline

Document Generation

  • Gavel template library (trusts, wills, entities)
  • Auto-population from approved briefs

Billing Automation

  • LawPay triggers on case milestones
  • Trust account compliance checks

Closed Loop

  • End-to-end telemetry dashboard
  • Attorney satisfaction scoring + model tuning
Milestone: Full automation live. New client inquiry to prepared case file in under 15 minutes with zero manual data entry.