Mach Lilies
Matters stall on missing documents and silent enquiries. An AI helper keeps them moving.
A matter can't open without the client ID, the CDD pack and the source-of-funds evidence. It can't move while TA6 and TA10 forms sit half-done and your enquiries wait on the other side. Mach Lilies builds an AI helper for your firm that collects the onboarding documents at matter open, chases every outstanding enquiry on a schedule, and keeps clients updated — with a fee earner approving every word.
Works with Clio, LEAP and ActionstepEvery action loggedYou approve what goes out
The problem, as your team knows it
A matter can't open until the client's ID and CDD checks are done, the source-of-funds evidence is in, and the engagement letter comes back signed. Most clients mean to send it all. They just don't — not until the third reminder. So the file sits, the completion date drifts, and the person doing the reminding is a fee earner who should be earning fees.
Then the matter opens, and a new kind of waiting starts. Your enquiries sit unanswered on the other side, and nobody chases them until someone panics. Search results come back and sit in an inbox. TA6 and TA10 forms go out and return half-finished. Meanwhile the client rings for an update, because silence sounds like something has gone wrong. Nobody in your firm chose this work. It's just where the hours go.
What the helper actually does
A working week, in order:
- At matter open, asks the client for the ID and CDD documents, the source-of-funds evidence and the signed engagement letter — from your firm's address, in your tone, against a checklist for that matter type.
- Reads what comes back, files each document to the right matter in Clio, LEAP or Actionstep, and nudges again — politely, on your schedule — for whatever is still missing.
- Chases the other side's outstanding enquiries to a timetable, and logs every response against the matter the moment it lands.
- Drafts client progress updates — searches back, enquiries raised, three replies still awaited — for a fee earner to approve and send.
- Flags any matter that has gone quiet for seven days or more, with a one-line note on exactly what it's waiting for and from whom.
- Files what arrives — search results, TA6 and TA10 forms, undertakings, enquiry replies — so nothing important sits unread in a shared inbox.
- Sends you a Friday summary: documents in, enquiries answered, matters moving again, and the ones that still need a human.
You choose the autonomy level. Most firms start with every client email requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
Works with what you already use
The helper works alongside your practice system, not instead of it. It files documents and logs chases against the right matter in Clio, LEAP or Actionstep, and it sends and reads email through Outlook, from your firm's own addresses.
Run something else? It works with most legal practice tools — we confirm your setup in the free chat.
What it costs
Setup
from £3,500 fixed
The helper connected to your mailbox, matter list and practice system, tested on a pilot batch of your live matters.
Run
from £600 per month
Monitoring, improvements, the Friday summary, and support.
Rule of thumb
A fee earner spending 5 hours a week on chasing and updates covers the fee alone.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions solicitors ask
What about client confidentiality and SRA duties?
The helper touches only the matters and mailboxes you authorise, and nothing leaves the firm without the approval level you set. Every email, chase and filed document is logged, so each matter carries a complete audit trail. The details are on our data safety page — written so you can forward it to your COLP or IT adviser.
Do we need to change software?
No. The helper works alongside what you already run — Clio, LEAP, Actionstep, Outlook and most legal practice tools. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks from our first proper conversation to the helper doing real work. That includes a pilot on a small batch of live matters, during which you approve everything it sends.
Can it draft letters?
Yes — the routine ones. It drafts enquiry chases, document requests and client progress updates, then queues them for approval. A person signs everything off before it goes out. It never gives legal advice, and it never sends anything you haven't allowed.
Is our clients' data safe?
Yes. We sign a data processing agreement with you, the helper only reaches the matters and mailboxes you authorise, no client data is ever used to train AI models, and everything the helper does is logged. Full details are on our data safety page — written so you can forward it to your IT adviser.