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.
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.
What the AI takes over
AI sorts · extracts docket numbers, parties and deadlines · routes the case to the right associate — you confirm in one click.
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.
- 01Was die KI macht
AI classifies the beA message: lawsuit, brief, court order, decree, dunning notice, acknowledgement of receipt or pure information.
Was Sie entscheidenYou see the classification as a suggestion — overridable in one click.
- 02Was die KI macht
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 → Mustermann v. Muster GmbH → matter M-2024-0117
Was Sie entscheidenYou confirm the matched case file or pick another in one click — no 'create new matter' friction for follow-up correspondence.
- 03Was die KI macht
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
Was Sie entscheidenThe deadline is only active once you or your authorized lawyer have confirmed it. Notfrist errors due to typos become impossible.
- 04Was die KI macht
AI files the document into the correct case file under the right tab (briefs, orders, client correspondence) and tags it (e.g. 'OrderImmediateAppeal').
Was Sie entscheidenFull-text search and filters across every document — no manual renaming.
- 05Was die KI macht
AI routes the matter to the responsible associate (partner, associate, paralegal) based on speciality, workload and mandate history.
Was Sie entscheidenAssignment rules are quick to configure — corrections improve future suggestions.
- 06Was die KI macht
AI drafts the acknowledgement of receipt (EB), checks formal requirements and puts it ready for signature.
Was Sie entscheidenYou sign digitally in beA — the AI sends back and records the dispatch in audit-proof form.
Berufsträger-Kontrolle. 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.
Status quo
Today this costs time. With Optimaite it no longer does.
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.
Mit 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 → Mustermann v. Muster GmbH → 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.
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.
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.
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.
In comparison
Inbox in Optimaite vs. legacy practice management
| Aspekt | Optimaite Law | RA-MICRO / AnNoText / Advoware |
|---|---|---|
| Inbox classification | Automatic via AI in <2 sec | Manual by secretariat |
| Case assignment | AI suggestion with confidence score | Manual docket search and selection |
| Deadline detection | AI reads brief, suggests deadline | Lawyer reads, types in manually |
| AoR creation | Pre-filled draft with signature check | Open template, copy fields, check |
| Audit log of AI actions | Complete, exportable | No AI in the loop |
| Cloud + on-premise | Both options, same functionality | Usually local install only or cloud only |
Working together
Related modules
Case Management
AI assigns matters and parties · detects deadlines · opens ticklers · measures realisation and utilisation — you run the mandate.
AI Brief Drafting
AI drafts inside the document, with a BGH source behind every argument — your pen stays in your hand.
Conflict Checking
AI screens direct and transitive conflicts (group, identical directors, shareholder chains) in seconds.
FAQ
Questions about Intelligent Inbox
Alles Wichtige zu Betrieb, Sicherheit und Einstieg — kurz beantwortet.
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Demo buchenOptimaite Law
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.
14 Tage kostenlos testen · Keine Kreditkarte · DSGVO-konform
