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For directors of matter intake

From approved to open.
No rekeying in between.

Caddi AI Agents chase the incomplete intake form, generate the engagement letter, open the client and matter in the financial system, create the DMS workspace and tell the team, so billable work starts the day the matter is approved.

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SOC 2 Type II150+ integrationsEvery run logged

Help me automate new matter opening in Intapp and Elite 3E. Caddi builds the loop and runs it.

The role

What a director of matter intake does

A director of matter intake, often titled director of new business intake, owns the path from a new business request to an open, billable matter. They make sure the intake form is complete, the credit and billing terms are set, the engagement letter goes out and comes back, and the client and matter are opened correctly in the financial system and the document management system. At many firms the role sits beside conflicts, in the same department, with conflicts owning clearance and intake owning everything that makes the matter real.

The measure is time to open, and the cost of a slow one shows up late: time recorded before a matter number exists, billing arrangements set up wrong and caught at the first invoice, outside counsel guidelines nobody captured until the client rejected a bill.

Owns
  • Intake form completeness, and chasing what is missing
  • Credit, financial and billing-arrangement checks
  • The engagement letter, from draft to signed copy
  • Opening the client and matter in Elite 3E or Aderant
  • Rates, timekeepers, and e-billing setup
  • The outside counsel guidelines summary
  • DMS workspace creation and the new matter notice
Measured on
  • Time to open a matter
  • Intake forms complete on first submission
  • Time recorded before the matter opened
  • Billing setup errors caught at first invoice
  • Engagement letters outstanding
Lives in
IntappElite 3EAderantiManageNetDocumentsDocuSignOutlookMicrosoft Teams
The week

Where a matter intake team's week goes

Opening a matter touches five systems and three people who are busy with something else. The week goes on chasing, rekeying and checking that what was keyed matches what was approved.

The workWhere it happensWhat Caddi does
Chasing incomplete intake formsIntapp Intake, OutlookChecks each request for the fields your policy requires, billing partner, rates, fee arrangement, parties, and asks the requesting attorney once for what is missing.
The engagement letterYour Word templates, DocuSignGenerates the letter from the approved intake, routes it for signature, reminds, and files the executed copy to the matter. See it
Opening the client and matterElite 3E, AderantCreates the client and matter with the approved rates, billing arrangement and timekeepers, straight from the intake record. See it
The DMS workspaceiManage, NetDocumentsCreates the workspace from your template with the right folders and the security the matter needs. See it
Outside counsel guidelinesClient guidelines, e-billing portalsPulls the billing terms out of the guidelines, task codes, rate caps, approval rules, into a summary your billing team works from. See it
The new matter noticeOutlook, TeamsSends the team the matter number, the workspace link and the billing terms the day the matter opens. See it

Caddi opens what was approved. It does not approve a matter, set a rate, or accept an engagement.

Discover

Find out where time to open actually goes.

Discover reads the activity in your intake, financial and document systems, with the access your team already has, and ranks the repeated work by hours, with the counts behind each finding.

  • Frequency and duration, measured, not estimated by survey
  • Covers the shared intake mailbox
  • Read only. It writes nothing.
How Discover works
High confidence

Morning Inbox Triage and Matter Filing

Read each new message in Outlook, open any Docusign envelope, match it to the matter in Clio and file the executed copy to NetDocuments.

152hrs / yr5×/week · ~35 min each
Microsoft OutlookDocusignClioNetDocuments

What Caddi saw

  • 1,204messages read in Outlook in the last 30 days
  • 418Docusign envelopes opened from those messages
  • 412matters matched in Clio and filed to NetDocuments
  • 6exceptions raised for review in Teams

Why it’s worth automating

Every message already names the client and the matter. The four steps are the same each time, and the tools never talk to each other, so you carry the details between them by hand.

Per occurrence
35 min
Per week
2.9 hrs
Observed over
30 days
Build next
Automate

Your intake team builds it, in your systems.

Walk Caddi through how your team opens a matter, on a screenshare, and it drafts the workflow across Intapp, the financial system and the DMS, then asks about the matter types it did not see.

  • Your forms, your templates, your field rules
  • Asks before it guesses at a rate or a timekeeper
  • Caddi builds the workflow with you, then verified code runs it against your systems through their APIs, the same way every time. Any model step inside a run is scoped, logged and reviewable.
How Automate works
Govern

Every matter opened, on the record.

Every run is logged with the approved request, what was created where, and what was sent to whom. When the first bill is questioned, you can see exactly how the matter was set up.

  • Run history for every matter opened
  • A weekly summary of what each agent did, from the run counts
  • One view of every agent across the firm
How Govern works
FAQ

Questions matter intake directors ask us

What does a director of matter intake do?
A director of matter intake, or director of new business intake, owns the path from a new business request to an open, billable matter: a complete intake form, credit and billing terms, the engagement letter, opening the client and matter in the financial system, the DMS workspace and the new matter notice. Conflicts clearance is usually a separate team in the same department.
What is the difference between new business intake and conflicts?
Conflicts decides whether the firm can take the matter under the rules of professional conduct. New business intake makes the matter real once it can: the engagement letter, the billing setup, the matter and workspace. At many firms both sit in one department under a Director of Conflicts and New Business Intake.
How long should it take to open a new matter?
There is no reliable published benchmark, and firms measure it differently. The useful number is your own: the time from an approved request to an open matter with a workspace. Measure it for a month, then watch what happens to it once the rekeying is automated.
Does Caddi work with Intapp Intake, Elite 3E and Aderant?
Yes. Caddi connects to Intapp, Elite 3E, Aderant, iManage, NetDocuments, DocuSign and Microsoft 365, and runs the steps between them that your team does by hand today.
What happens when the intake form is wrong?
Caddi checks the request against the rules you give it before it creates anything, and asks the requesting attorney or your team when something does not match. It opens what was approved, and stops when the approval and the form disagree.
Is our client data used to train models?
No. The contents of your connected systems are never used to train models. Calls to OpenAI and Anthropic run under zero-data-retention terms, and data is encrypted in transit and at rest. Caddi is SOC 2 Type II attested.

New matter intake and conflicts at scale →

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See a matter opened on your own systems.

Bring one matter type. We will build the opening with you on the call, from approved request to workspace.

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