Optimaite Law
Module · Matters · Module

Mattersthat pull their weight.

Every client inquiry becomes a fully set-up matter in five minutes: AI extracts parties, assigns docket numbers, starts conflict checks, detects deadlines from incoming briefs, routes the matter to the right associate and opens the tickler — all before your first click. Planned/actual hours, realisation and utilisation track per matter in the background.

AI assigns matters and parties · detects deadlines · opens ticklers · measures realisation and utilisation — you run the mandate.

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  • GDPR compliant
  • §43e BRAO compliant
  • Native beA integration
  • §203 StGB compliant
  • On-premise available
  • Cloud in Germany
  • Solo to large firms
AI in the background

How a new matter is born in Optimaite

A client inquiry arrives — five minutes later the matter is fully set up.

  1. 01
    What the AI does

    AI reads the inquiry (email, contact form, beA inbound or scanned letter) and extracts: client, opponent, subject, facts, date, exhibits.

    What you decide

    You see the extraction as a structured card — one-click correction if the AI mixed up two persons.

  2. 02
    What the AI does

    AI matches parties against your master records — 'Müller GmbH' ≠ 'Mueller GmbH' is recognized as a match; on uncertainty the AI asks.

    What you decide

    You confirm the match or create a new master record — both in one click.

  3. 03
    What the AI does

    AI starts the conflict check against all active and archived matters. Hits are shown with reasoning — including transitive conflicts (group affiliation, identical directors).

    → Conflict: matter M-2023-0091, same managing director

    What you decide

    You decide on acceptance/rejection — the decision is logged with reasoning in the audit trail (BRAO-relevant).

  4. 04
    What the AI does

    AI assigns the matter based on practice area, workload and mandate history — Fachanwalt für Strafrecht for StGB matters, junior associates for deadline-driven work.

    What you decide

    Assignment rules are changed directly in the workflow — corrections improve future suggestions.

  5. 05
    What the AI does

    AI sets up the matter structure: tabs for briefs, correspondence, exhibits, notes, opinions — configurable per practice area.

    What you decide

    You open the matter and everything is in place: inquiry, client master, conflict status, assignment.

Lawyer in control. Conflict decisions, mandate acceptance and lawyer assignments are stored with lawyer ID and timestamp in an audit-proof log. Granular permissions ensure only assigned lawyers see matters — mandate secrecy is preserved.

The status quo

Today this costs time. Not anymore with Optimaite.

Without Optimaite

Matter creation as an hour-long job

Setting up a new matter — creating parties, checking addresses, running conflicts, sorting documents, assigning lawyers — costs 30-60 minutes of secretariat time per mandate.

With Optimaite Law

AI reads the inquiry (email, contact form, beA inbound or scanned letter) and extracts: client, opponent, subject, facts, date, exhibits.

Without Optimaite

Duplicate party master data

Legacy practice management has 'Müller GmbH', 'Mueller GmbH' and 'Müller Gesellschaft mit beschränkter Haftung' as three separate masters. Conflict checks work only partially.

With Optimaite Law

AI matches parties against your master records — 'Müller GmbH' ≠ 'Mueller GmbH' is recognized as a match; on uncertainty the AI asks.

Without Optimaite

Inbound mail copy-pasted

Every letter, email, beA inbound is renamed by the secretariat, moved to the right folder and tagged — at 100 inbounds per day, a full headcount.

With Optimaite Law

AI starts the conflict check against all active and archived matters. Hits are shown with reasoning — including transitive conflicts (group affiliation, identical directors).

→ Conflict: matter M-2023-0091, same managing director

Built in, not bolted on

Four things that define this module.

01 · Feature

Tickler & evening deadline check

Structured ticklers (one-off or recurring) linked to matter, client and document. The evening deadline check walks the lawyer through every Frist — mark OK / Action required / Escalate per item.

02 · Feature

Utilisation & realisation per matter

Planned/actual hours, budget burn and realisation rate are visible per matter. A heatmap shows utilisation per person and calendar week; forecasting and top-clients reporting are built in.

03 · Feature

Master data deduplication

AI recognises 'Müller GmbH' vs 'Mueller GmbH' as the same entity — addresses, commercial register, VAT ID reconciled; managing-director identity used for transitive conflicts.

04 · Feature

Full-text search across all matters

OCR across every PDF, semantic search ('Who discussed §242 in the Schmidt matter?'), filters by practice area, lawyer, date — with source citations on every hit.

Version history per document

Every change, tracked-change, re-upload is stored with timestamp and editor ID. Roll-back at any time.

Granular permissions

Per-matter, per-tab, per-document visibility. Trainees see only their matters; equity partners see all. M&A mandates can be isolated from litigation.

Matter status pipeline

Inquiry → conflict check → engagement letter → active → closed → archived. Visible as Kanban board or list.

Retention rules automated

10-year retention under §50 BRAO auto-calculated, extensions for professional liability documented, deletion workflow GDPR-compliant.

Compared

Optimaite case management vs. RA-MICRO/AnNoText

AspectOptimaite LawRA-MICRO Akte / AnNoText
Matter from inquiry5 min via AI30-60 min manual
Master data dedupFuzzy AI matchExact string match
Full-text searchSemantic + OCRFilename / keyword
Client portal linkNative, per matterAdd-on or absent
Role-based permissionsPer matter/tab/documentPer user globally
FAQ

Frequently asked

Optimaite Law is designed for very large matter archives and supports large firms with extensive active and archived mandates.

Yes. Archived matters stay in full-text search but flagged 'archived'. Retention and deletion workflows under §50 BRAO and GDPR are fully automated.

Yes. Criminal matters need different tabs (indictment, trial, closing) than M&A (term sheet, due diligence, closing). Configurable per practice area — templates shipped for all 24.

Plays well with

Related modules

Matters that think with you.

30-minute live demo: take one of your inquiries — we set up the matter together, from party extraction to conflict check.

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