The verdict in three sentences
In a 40-lawyer London business firm, opening a matter takes 5 to 8 days: collecting ID documents and company records, identifying beneficial owners, running conflict checks, drafting the engagement letter, getting it signed. An automated workflow with identity verification, registry lookups and an electronic engagement letter costs EUR 18,000 to 40,000 (about GBP 15,500 to 34,500), plus EUR 1 to 3 per KYC check. It brings intake down to 24 to 48 hours and documents every step against AML obligations, with a 2 to 4 month rollout.
Where the intake days go
Solicitors fall under anti-money laundering rules whenever they act on in-scope work (transactions, structuring, trusts, client money). The SRA supervises these checks, and the firm must be able to show client identification, beneficial ownership and a documented risk assessment. In practice, this relies on emails, scattered attachments and a conflicts spreadsheet kept by an assistant.
| Intake step | Manual process | Automated workflow |
|---|---|---|
| Document collection (ID, incorporation, articles) | 1 to 3 days of chasing | secure form, 2 to 6 hours |
| Beneficial owner lookup | 1 to 2 hours | registry query, 5 minutes |
| Identity verification and sanctions lists | manual, partial | automatic, EUR 1 to 3 per check |
| Conflict check | 1 to 2 days, email to partners | automatic search, approval in 1 hour |
| Engagement letter and signature | 1 to 2 days | generated and signed online, 2 to 4 hours |
| Total time to open | 5 to 8 days | 24 to 48 hours |
2026 budget: build or assemble
Three options exist. Practice management software sometimes includes an intake module, but rarely full AML coverage. Specialist KYC platforms verify identity and sanctions without handling conflicts or the engagement letter. A custom workflow orchestrates everything: client form, calls to KYC services, conflict search across the matter database, risk scoring, engagement letter generation and matter creation in the practice management system.
| Item (2026 order of magnitude) | Assembled market tools | Custom workflow |
|---|---|---|
| Setup | EUR 3,000 to 10,000 | EUR 18,000 to 40,000 |
| Software subscriptions | EUR 300 to 900 a month | EUR 100 to 300 a month hosting |
| KYC and sanctions check | EUR 1 to 3 per check | EUR 1 to 3 per check |
| Advanced electronic signature | EUR 1 to 2 per envelope | EUR 1 to 2 per envelope |
| Integrated conflict check | no | yes, across full history |
| Audit log for regulator review | scattered | centralised, exportable |
| Deployment time | 3 to 6 weeks | 2 to 4 months |
For 400 intakes a year, variable costs (KYC, signature) stay under EUR 2,000 a year: most of the budget is setup. Our method is described on the custom web applications page, and the use of AI for reading company documents and searching conflicts on the artificial intelligence and automation page.
What AI brings, and what it must not do
AI is useful for reading articles of association and company extracts, pulling out directors and shareholders, and matching similar names in the conflicts database (spelling variants, subsidiaries, former names). It does not decide: risk assessment and client acceptance remain a lawyer's decision, logged under their name. Documents are hosted in the UK or the EU, encrypted, and legal privilege requires that prompts sent to the model are neither retained nor reused by the provider.
The firm should also plan periodic reviews: client risk reassessment every 1 to 3 years depending on level, triggered automatically by the workflow.
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James, partner at a 40-lawyer business firm in London, opens about 400 matters a year. Each intake takes on average 3 hours of assistant time at EUR 45 and 1 hour of lawyer time at EUR 250, so EUR 385, or EUR 154,000 a year. With a custom workflow at EUR 32,000 that cuts this time by three, the firm saves about EUR 102,000 a year, less EUR 4,000 in variable and hosting costs. The investment pays back in 4 months, and urgent mandates can start within 48 hours instead of a week.
FAQ
Is the workflow enough to pass an AML review?
It provides evidence of the checks: documents, verification results, scoring and a timestamped decision. The firm's risk assessment policy still has to be written and approved by the partners, in 2 to 3 days of work.
How much does an identity check cost?
Between EUR 1 and 3 depending on level (document only, document plus selfie, sanctions and politically exposed persons lists). For 400 matters and 2 people per matter, the annual budget stays under EUR 2,400.
Can it connect to the firm's practice management system?
Yes, if it has an API or a structured import. Integration usually represents 20 to 30% of the budget and removes any re-keying of the matter.
Does an electronic engagement letter carry the same weight?
Yes, an advanced electronic signature is admissible evidence under UK eIDAS. It costs EUR 1 to 2 per envelope and cuts signature time from several days to a few hours.
How long does rollout take?
Count 2 to 4 months: 3 weeks of scoping with partners and compliance, 6 to 10 weeks of development, then 2 to 4 weeks of pilot in one practice group.
Let's scope your project. Tell us your annual intake volume, practice management system and practice areas: we will scope the work, an indicative budget and a 2 to 4 month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
