Legal Claims Management System
How we automated the end-to-end legal claims workflow — from intake to resolution — cutting processing time from 5 days to 1 day and eliminating 70% of manual steps.
01 — The Problem
A legal firm drowning in paper and manual handoffs
A legal services firm handling insurance and personal injury claims was processing every case through a combination of email chains, physical files, and a shared spreadsheet that multiple case managers edited simultaneously — causing version conflicts, lost documents, and missed deadlines.
Each claim required a 5-day average to move from intake to assignment, costing the firm revenue and client trust.
"We had 200 open claims at any time and no single view of where each one was. Something always fell through the cracks."
— Operations Director
- No structured intake form — claims arrived by email in inconsistent formats
- Manual case assignment to lawyers — no workload visibility
- Document handling through email attachments — no version control
- No automated notifications — deadlines missed due to lack of reminders
- No audit trail — impossible to reconstruct who did what and when
02 — The Solution
Structured intake, automated routing, full audit trail
- Structured Claim Intake
Standardised web form with field validation, document upload, and automatic claim reference generation — replacing inconsistent email submissions. - Automated Case Assignment
Round-robin and workload-based assignment rules route new claims to available case managers automatically — with manual override capability for supervisors. - Document Management
Centralised document storage per claim with version history, type tagging (evidence, correspondence, legal doc), and PDF generation for client-facing summaries. - Status Tracking & Notifications
Real-time claim status pipeline (Intake → Review → Assigned → In Progress → Resolved) with automated email notifications at every stage transition. - Full Audit Log
Every action on every claim is timestamped and attributed to a user — meeting legal compliance requirements and enabling reconstruction of any case history.
03 — Tech Stack
Laravel, MySQL, DomPDF, REST API
04 — Timeline
9 weeks to go live
Week 1–2
Workflow Mapping
Documented the existing claims lifecycle, identified all manual touchpoints, and designed the automated replacement workflow.
Week 3–6
Core Platform Build
Intake form, case management module, document storage, assignment engine, and status tracking pipeline.
Week 7–8
Notifications, PDF & Audit
Automated email notifications, PDF document generation for client summaries, and full audit logging system.
Week 9
Data Migration & Go Live
Migrated 200+ open claims from spreadsheets into the new system. Phased rollout by department.
05 — Results