Optimaite Law
Module · Inbox & beA · Module

One inbox.Every channel. Fully sorted.

beA, email, letters, faxes, WhatsApp client messages, scanned mail — all land in one shared inbox. AI background agents read every item in seconds, classify it, detect docket number, parties, court and deadlines, and file each document into the right case under the right tab — after your one-click confirmation.

AI sorts · extracts docket numbers, parties and deadlines · routes the case to the right associate — you confirm in one click.

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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 the AI works with you — from inbox to case file

Six steps that are manual today. In Optimaite five run automatically — the sixth stays with you.

  1. 01
    What the AI does

    AI classifies the beA message: lawsuit, brief, court order, decree, dunning notice, acknowledgement of receipt or pure information.

    What you decide

    You see the classification as a suggestion — overridable in one click.

  2. 02
    What the AI does

    AI extracts the court docket number, parties (claimant, defendant, intervenor), competent court and chamber from the document header and matches them against your existing matters.

    → 10 BvR 1234/23 → Müller v. Schmidt → matter M-2024-0117

    What you decide

    You confirm the matched case file or pick another in one click — no 'create new matter' friction for follow-up correspondence.

  3. 03
    What the AI does

    AI detects deadlines inside the brief — appeal, brief in support of appeal, defense, statement — and sets pre-deadline and final deadline according to your firm's standards.

    → §520 (2) ZPO → brief supporting appeal 2 months from service

    What you decide

    The deadline is only active once you or your authorized lawyer have confirmed it. Notfrist errors due to typos become impossible.

  4. 04
    What the AI does

    AI files the document into the correct case file under the right tab (briefs, orders, client correspondence) and tags it (e.g. 'OrderImmediateAppeal').

    What you decide

    Full-text search and filters across every document — no manual renaming.

  5. 05
    What the AI does

    AI routes the matter to the responsible associate (partner, associate, paralegal) based on speciality, workload and mandate history.

    What you decide

    Assignment rules are quick to configure — corrections improve future suggestions.

  6. 06
    What the AI does

    AI drafts the acknowledgement of receipt (EB), checks formal requirements and puts it ready for signature.

    What you decide

    You sign digitally in beA — the AI sends back and records the dispatch in audit-proof form.

Lawyer in control. Deadlines are never activated without confirmation by an authorized lawyer. Every AI action is logged in a reviewable way — GDPR Art. 30, BRAO §43e and §203 StGB are observed.

The status quo

Today this costs time. Not anymore with Optimaite.

Today, without Optimaite

  • Five inboxes, one workday

    Today lawyers juggle beA, Outlook, the scan folder, WhatsApp Web and the fax printer in parallel — copying every item into the case file by hand. At 30–50 inbound messages per lawyer, two productive hours disappear into pure sorting every single day.

  • Deadlines are re-keyed into the calendar

    The deadline is in the brief, the lawyer types it into the docket calendar — and that's exactly where the notfrist errors that lose mandates occur.

  • Docket numbers have to be guessed

    Across ten active matters against the same opponent the right docket number is rarely obvious. Wrong matter = wrong deadline, wrong invoice, embarrassing client question.

With Optimaite Law

  • AI classifies the beA message: lawsuit, brief, court order, decree, dunning notice, acknowledgement of receipt or pure information.

  • AI extracts the court docket number, parties (claimant, defendant, intervenor), competent court and chamber from the document header and matches them against your existing matters.

    → 10 BvR 1234/23 → Müller v. Schmidt → matter M-2024-0117

  • AI detects deadlines inside the brief — appeal, brief in support of appeal, defense, statement — and sets pre-deadline and final deadline according to your firm's standards.

    → §520 (2) ZPO → brief supporting appeal 2 months from service

Built in, not bolted on

Four things that define this module.

01 · Feature

One inbox for every channel

beA, IMAP/Exchange, scanned letters and faxes, WhatsApp Business and the eBO authority mailbox merge into a single stream. Per-item status pipeline: unprocessed → sorting → extracting → done.

02 · Feature

AI background agents

Specialised background functions support classification, field extraction, matter assignment, deadline detection, AoR drafting and logging. You see the processing status per item in real time.

03 · Feature

Native beA API integration

beA is integrated directly into the firm workflow — without a separate browser detour. Login and dispatch remain within the intended beA security procedures.

04 · Feature

Automatic case & party assignment

AI reads the header, checks docket, parties and client number against your database and suggests the correct case file with a confidence score — overridable in one click.

Deadline engine with ZPO/StPO knowledge

The engine knows core deadline rules (§§517, 520 ZPO, §314 StPO etc.) and suggests pre- and final deadlines automatically — you stay in control.

Acknowledgement-of-receipt workflow

AoR draft, sight check, qualified signature, beA dispatch and audit-proof documentation — one action instead of five.

Bulk dispatch

Send multiple briefs across multiple matters in one go — e.g. settlement offers to 30 defendants in a class action.

Receipt log & audit trail

Every inbound message, classification, AI action and manual correction is logged with timestamp and lawyer ID. Bar-association proof.

Compared

Inbox in Optimaite vs. legacy practice management

AspectOptimaite LawRA-MICRO / AnNoText / Advoware
Inbox classificationAutomatic via AI in <2 secManual by secretariat
Case assignmentAI suggestion with confidence scoreManual docket search and selection
Deadline detectionAI reads brief, suggests deadlineLawyer reads, types in manually
AoR creationPre-filled draft with signature checkOpen template, copy fields, check
Audit log of AI actionsComplete, exportableNo AI in the loop
Cloud + on-premiseBoth options, same functionalityUsually local install only or cloud only
FAQ

Frequently asked

Yes. AI processing runs in German data centers (or on-premise) by subprocessors contractually bound to professional secrecy. Optimaite operates as a §43e BRAO-compliant outsourcing provider — DPA, processing register and TOM documentation available on request.

The deadline is never activated automatically — it sits as a suggestion and must be confirmed by an authorized lawyer. If you correct it, the system learns from the correction, and the audit log records both (suggestion + correction) in audit-proof form.

Yes. Optimaite Law ships native iOS and Android apps. beA inbox items are mirrored with push notifications; the qualified signature uses the registered beA card or software certificate.

Yes. We import via RA-MICRO exports (XML, CSV) as well as direct database reads on existing on-prem installs. Matters, parties, deadlines, brief history and beA accounts come along. A 5-lawyer firm typically migrates over one weekend — we accompany at no extra cost.

Plays well with

Related modules

A beA that works alongside you.

30-minute live demo with your real beA inbox. We show case assignment, deadline detection and AoR workflow on three sample briefs.

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