How many matters can Optimaite manage?

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

Are archived matters still searchable?

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

Can we customize the matter structure per practice area?

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.

Matters · Module

Matters that 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.

Request demo Back to Law overview

What the AI takes over

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

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.

01Was die KI macht
AI reads the inquiry (email, contact form, beA inbound or scanned letter) and extracts: client, opponent, subject, facts, date, exhibits.
Was Sie entscheiden
You see the extraction as a structured card — one-click correction if the AI mixed up two persons.
02Was die KI macht
AI matches parties against your master records — 'Muster GmbH' ≠ 'Muster G.m.b.H.' is recognized as a match; on uncertainty the AI asks.
Was Sie entscheiden
You confirm the match or create a new master record — both in one click.
03Was die KI macht
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
Was Sie entscheiden
You decide on acceptance/rejection — the decision is logged with reasoning in the audit trail (BRAO-relevant).
04Was die KI macht
AI assigns the matter based on practice area, workload and mandate history — Fachanwalt für Strafrecht for StGB matters, junior associates for deadline-driven work.
Was Sie entscheiden
Assignment rules are changed directly in the workflow — corrections improve future suggestions.
05Was die KI macht
AI sets up the matter structure: tabs for briefs, correspondence, exhibits, notes, opinions — configurable per practice area.
Was Sie entscheiden
You open the matter and everything is in place: inquiry, client master, conflict status, assignment.

Berufsträger-Kontrolle. 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.

Status quo

Today this costs time. With Optimaite it no longer does.

Ohne 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.

Mit Optimaite Law

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

Ohne Optimaite

Duplicate party master data

Legacy practice management has 'Muster GmbH', 'Muster G.m.b.H.' and 'Muster Gesellschaft mit beschränkter Haftung' as three separate masters. Conflict checks work only partially.

Mit Optimaite Law

AI matches parties against your master records — 'Muster GmbH' ≠ 'Muster G.m.b.H.' is recognized as a match; on uncertainty the AI asks.

Ohne 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.

Mit 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 'Muster GmbH' vs 'Muster G.m.b.H.' 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 Mustermann 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.

In comparison

Optimaite case management vs. RA-MICRO/AnNoText

Aspekt	Optimaite Law	RA-MICRO Akte / AnNoText
Matter from inquiry	5 min via AI	30-60 min manual
Master data dedup	Fuzzy AI match	Exact string match
Full-text search	Semantic + OCR	Filename / keyword
Client portal link	Native, per matter	Add-on or absent
Role-based permissions	Per matter/tab/document	Per user globally

Working together

Related modules

FAQ

Questions about Case Management

Alles Wichtige zu Betrieb, Sicherheit und Einstieg — kurz beantwortet.

Ihre Frage ist nicht dabei?

Wir zeigen Ihnen die Plattform gerne live und beantworten alles Weitere im persönlichen Gespräch.

Demo buchen

Optimaite Law

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.

Request demo Back to Law overview

14 Tage kostenlos testen · Keine Kreditkarte · DSGVO-konform

Matters that pull their weight.

How a new matter is born in Optimaite

Today this costs time. With Optimaite it no longer does.

Matter creation as an hour-long job

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

Duplicate party master data

AI matches parties against your master records — 'Muster GmbH' ≠ 'Muster G.m.b.H.' is recognized as a match; on uncertainty the AI asks.

Inbound mail copy-pasted

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

Four things that define this module.

Tickler & evening deadline check

Utilisation & realisation per matter

Master data deduplication

Full-text search across all matters

Optimaite case management vs. RA-MICRO/AnNoText

Related modules

Questions about Case Management

How many matters can Optimaite manage?

Are archived matters still searchable?

Can we customize the matter structure per practice area?

Matters that think with you.

Let's talk