Open a matter in 10 minutes, not 2 hours.
Quillio runs the intake workflow — conflict check, cost disclosure, costs agreement, scope letter, and matter file setup — in the form AU regulators require.
Quillio automates the client intake workflow from first call to open matter. I run conflict checks against your DMS, draft the cost disclosure and costs agreement in the form required by the Legal Profession Uniform Law (NSW/VIC) or equivalent state legislation, produce a scope letter, and set up the matter file. I do not replace your intake officer — I hand them a complete, compliant package ready for the supervising solicitor's sign-off.
What changes
Intake for a new commercial matter takes 90-120 minutes — conflict check, costs agreement, scope letter, trust account set-up, risk assessment, and matter file creation. Errors in costs disclosure are a major source of regulatory complaints.
Quillio runs the full intake in 10 minutes: conflict check automated against the DMS, costs agreement drafted to the Uniform Law form, scope letter prepared, and the matter ready for the partner to sign off and send.
From upload to output
You capture the initial info
Intake officer takes the client call and enters the details — client, counterparty, matter type, estimated scope, fee basis — into Quillio or directly into your practice management system.
I run the conflict check
I search your DMS and matter history for conflicts against the client, counterparty, related parties, and the matter type. Flags go to the supervising solicitor for review.
I draft the engagement pack
I produce the costs agreement, cost disclosure (LPUL s 174 where applicable), scope letter, and client authority forms — in your firm's template and voice.
I summarise the risk profile
I produce a short risk summary — conflict status, likely scope creep areas, known issues with the counterparty from past matters, and any regulatory flags.
Partner signs off
The partner reviews and signs off. I send the engagement pack to the client, open the matter in your practice management system, and set the trust account if needed.
What you can do with Quillio client intake automation
- Run conflict checks against the full DMS and matter history
- Draft costs agreements compliant with the Legal Profession Uniform Law
- Draft cost disclosures under LPUL s 174 (NSW/VIC) or state equivalents
- Produce scope letters in your firm's voice
- Summarise client and counterparty risk from past matters
- Open the matter and set up the trust account in your practice management system
- Track intake completion and flag engagements sitting too long in draft
A real example
A new client calls on a commercial dispute against a counterparty you may have acted for previously. You need to open the matter, run the conflict check, and send the costs agreement by end of day.
Enter the client, counterparty, matter type (commercial dispute), and fee basis (hourly) into Quillio. Ask for the full intake pack.
In 10 minutes: a conflict check report showing the counterparty appeared in a 2019 unrelated matter (flagged for partner review), a costs agreement drafted to LPUL form for NSW, a scope letter in your firm's voice covering the dispute framework, and the matter opened in your practice management system ready for the partner's sign-off.
Documents, jurisdictions, and practice areas
Document types
- Costs agreements
- Cost disclosures (LPUL s 174)
- Scope letters
- Client authority forms
- Conflict of interest registers
- Trust account set-up documents
- Engagement letters
Jurisdictions
- NSW
- VIC
- QLD
- WA
- SA
- TAS
- ACT
- NT
Practice areas
- Commercial
- Family
- Property
- Litigation
- Employment
- Wills & Estates
Client Intake Automation FAQs
Does Quillio's costs agreement meet Legal Profession Uniform Law requirements?
Yes for NSW and Victoria, which operate under the LPUL. For QLD, WA, SA, TAS, ACT, and NT I follow the equivalent state legislation. The drafted agreement covers costs disclosure, client's right to negotiate, billing basis, interest on unpaid bills, and the required complaint-handling notices. Check the output against your firm's compliance checklist before sending.
Will Quillio replace my intake officer?
No. I hand the intake officer a complete draft package — conflict check done, costs agreement drafted, scope letter prepared — ready for their review and the partner's sign-off. The intake officer moves from data-entry to quality control, which is a better use of their time.
How does the conflict check work?
I search your DMS and matter history for the client name, counterparty, related entities (directors, parents, subsidiaries where I have the data), and the matter type. I flag potential conflicts with a confidence score and cite the matter where the potential conflict appeared. Final call is yours.
Can I use our firm's existing costs agreement template?
Yes. I draft in your firm's template and voice. I do not impose a generic template; I adapt yours with the matter-specific details filled in and flagged against the Uniform Law requirements so you can catch any gaps.
Does this work for legal aid and fixed-fee matters?
Yes. Fixed-fee, hourly, contingency (where permitted), and conditional costs agreements are supported. For legal aid matters I follow the grants documentation and the Legal Aid costs framework for the state.
What if a conflict is missed?
The supervising solicitor signs off on every intake — that is unchanged. I produce a more thorough conflict check than a manual one (because I search the whole DMS, not just the conflict register) but I am a first pass, not a substitute for judgment.
Is client data secure during intake?
Yes. Quillio runs on Australian infrastructure under SOC 2 Type II and ISO 27001. Client intake data never leaves Australia and is not used to train any model. Intake documents are encrypted in transit and at rest.
Try it on a current document.
The fastest way to test Quillio's intake workflow is to run it on your next new matter alongside your usual process. The free trial requires no credit card and no sales call.
Start your free trial