One secured access point
All documents and operations go through a single service account, so access is centralised and nothing is scattered across personal mailboxes.
How a law firm prepares a client's documents in 3 minutes instead of two hours
One bot the firm's administrators use to onboard clients, assemble the entire document package and keep track of deadlines, instead of a dozen manual steps across different services.
3 minDocument package per client, was 2 hours
300 hTime saved per month
$9K+Costs saved per month
150+Automatic emails per month
Problem
Documents prepared by hand
A dozen documents per client were filled in manually. It was slow, and a single typo in the details meant redoing the whole package.
Project goals
Take administration off the team's path
The task was not to hire more administrators, but to build a system that takes on the routine, onboarding, documents, folders and deadlines, and gives the team back to client work.
Onboarding speed
Set a client up completely in minutes: the record, the documents, the folders and the letter are created automatically from a single form.
One standard
Ready templates for every client type, with details filled in automatically, so discrepancies and typos are ruled out at the entrance.
Less human factor
Statuses, folders and reminders are kept by the bot rather than by an employee's memory, so nothing is lost and nothing is done twice.
One interface
The administrator works entirely from one window, with no jumping between services and spreadsheets.
Solution
One bot instead of a dozen manual steps
KLO · Botonboarding a clientNew client. Choose the type:
Sole traderCompany
Company
Preparing the document package…
Client set up14 documents readyFolder createdEmail sent
Done. Next one?
New client. Choose the type:
Onboarding for any client type
The administrator picks the client type, the bot pulls the data, prepares the right document package and sets the client up completely in minutes.
The whole document package generated
Contracts, powers of attorney, tax forms and applications: the entire package is assembled from shared templates with the client's data, and some forms the bot fills in directly on government portals.
Paszport.pdfZaświadczenie.pdfAnkieta_klienta.docx
A folder structure for every client
Each client gets a folder with subfolders by document type, and files are filed in the right place automatically.
GmailInstrukcja dla klienta
KKLO <biuro@klo.pl>to: anna.kowalska@gmail.com10:24
Dzień dobry, Anna,
instrukcja.pdf+13 plików
Instructions in the client's language
A ready instruction matched to the client type and language goes to the client by email together with the documents, with no letter written by hand.
September 2026ZUS · emails sentMonTueWedThuFriSatSun
31
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15ZUS12
16
17
18
19
20PIT9
21
22
23
24
25VAT14
26
27
28
29
30Report6
1
2
3
4
Deadline reminders and mailings
Reminder emails reach clients on the right dates from ready templates, with nothing typed out each time.
In progress3
AKA. Kowalska14 docs
Sent2
Archived4
Archiving and statuses
When the work is done the case moves to the archive and the client status updates itself: in progress, sent, archived.
In practice
How it works in real life
01Client onboarding
A client set up in minutes
The administrator picks the client type, the bot pulls the data, prepares the document package, creates the client folder and sends the welcome instruction in the client's language. What used to take two hours is ready before the client finishes their coffee.
02Document package
The entire document package, automatically
Contracts, powers of attorney, tax forms, applications: dozens of documents are assembled from shared templates with the client's data. Some forms the bot fills in directly on government portals. Zero typos, zero redoing.
03Client instruction
The instruction reaches the client in their own language
A ready instruction is assembled for the client type and language and goes to the client by email together with the documents. The client immediately knows what to do next.
04Deadline reminders
The system remembers the deadlines itself
Reminder emails about payments and reporting reach clients on the right dates from ready templates. Nobody keeps deadlines in their head or writes them out by hand.
05Closing the case
A case closes without manual clean-up
When the work is finished the bot collects the client's documents into the archive, stops the reminders and updates the status, with no manual tidying of spreadsheets and folders.
Security
Client data under lock and key
A law firm works with sensitive data: company details, contracts, tax information. Access and storage are built so that this data neither leaks nor gets lost.
Team access only
Only employees on the access list can use the bot. An outsider cannot get in or see client data.
Storage in one place
Client documents never leave the secured storage, and letters to clients carry no links to internal systems.
A full trail of actions
Every action on a case is recorded: who created, changed or sent a document. Transparent in case of an audit or a dispute.
Results
Time saved, data structured and costs genuinely down
From setting a client up to archiving the case, the whole administration is automated. The lawyers went back to their clients, and hours of routine turned into minutes.
Timeline
From the intake form to going live
Week 1
Week 1
Process audit
We took apart how a client is set up today: which documents are filled in by hand, where the data lives and where the time goes.
Week 2
Week 2
Templates and the data model
We assembled the document templates and a single client form that feeds every detail into them, the foundation for generating documents without mistakes.
Weeks 3 and 4
Weeks 3 and 4
Document generation
Automatic assembly of contracts, powers of attorney and tax forms, filling in forms on government portals and creating the client folder structure.
Week 5
Week 5
Instructions and reminders
Multilingual instructions for clients, deadline reminders and automatic archiving with statuses.
Week 6
Week 6
Launch
Onboarding through the bot in production: two hours of routine per client turned into minutes.
Technology
Everything in one working loop
The single interface the administrator starts every process from.
Google Sheets
Client CRM and accounting: the whole database in spreadsheets, with statuses updating automatically.
Google Drive
A folder per client with documents sorted into subfolders, all in one place.
Gmail
Instructions and reminders go out to clients straight from the process.
Python
The engine that ties every step into one automatic process.
FillUp
Automatic filling of official forms on the government portal.
KRS
Pulling company data from the state register.
Want the same for your business?
Let’s talk through your case and show how the assistant comes together for your sales.