A client portalclients actually love.
Clients log in with BankID/eID, see their matter as a modern dashboard, upload documents via drag-and-drop, join secure video conferences and sign with a qualified e-signature. No more PDF attachments by email — GDPR risk gone.
AI sorts client-uploaded documents automatically into the matter and notifies the responsible lawyer.
- GDPR compliant
- §43e BRAO compliant
- Native beA integration
- §203 StGB compliant
- On-premise available
- Cloud in Germany
- Solo to large firms
Today this costs time. Not anymore with Optimaite.
Sensitive data via email
Client IDs, contracts, medical records — all as PDF attachments in inbox. GDPR risk high, clients uncertain, secretariat stressed.
Status questions by phone
'How is my matter going?' — five times a day. Clients have no window into the mandate status; every inquiry costs 5 minutes of secretariat time.
Signatures by mail
Powers of attorney, engagement letters, settlement offers — printed, mailed, signed by client, mailed back. Delay: 3-7 days.
Client drags documents into the portal (contract, correspondence, notice). AI classifies (power of attorney, evidence, client correspondence) and recognizes parties.
Client sees matter status dashboard: next deadline, latest brief, pending actions, invoice status — no call required.
You send a power of attorney or engagement letter for e-signature. AI checks required fields (date, scope) before dispatch.
→ eIDAS Art. 25 — qualified e-signature equals handwritten signature
Four things that define this module.
Multi-factor login (BankID/eID)
Login with German eID, BankID, Microsoft/Google SSO or classic 2FA — client choice.
Qualified e-signature (eIDAS)
Powers of attorney, engagement letters, settlement offers ready to sign. Signature certificates via Bundesdruckerei or D-Trust.
Matter status dashboard
Next deadline, latest brief, open tasks, invoice status — the client sees everything you choose.
Secure chat
End-to-end encrypted client messaging — no more WhatsApp/email for sensitive topics.
Video conference from the matter
Secure video meetings with clients directly in the portal — including participant permissions, document sharing, notes and follow-up tasks on the matter.
Multilingual
Portal UI in German, English, French, Italian, Turkish, Polish, Russian, Arabic — relevant for immigration and family law.
Branded per firm
Logo, colors, domain (clients.firm-name.de) — clients see your brand, not 'Optimaite'.
How client and firm collaborate — secure and fast
The portal isn't just document exchange — it's the interface where client and lawyer collaborate.
Client drags documents into the portal (contract, correspondence, notice). AI classifies (power of attorney, evidence, client correspondence) and recognizes parties.
Your call: You see the inbound as a notification with classification — confirm or reorder in one click.
Client sees matter status dashboard: next deadline, latest brief, pending actions, invoice status — no call required.
Your call: You control what the client sees — configurable per matter tab (e.g. closing argument draft stays internal).
You send a power of attorney or engagement letter for e-signature. AI checks required fields (date, scope) before dispatch.
→ eIDAS Art. 25 — qualified e-signature equals handwritten signature
Your call: Client signs with BankID, eID or qualified signature — eIDAS-compliant with full evidentiary force.
On inbound client message: AI drafts a reply from case content and templates. You polish and send.
Your call: You can keep replies short ('We're reviewing — response by end of week') or detailed; the AI knows the matter status.
Video conference is scheduled directly from the matter. Optimaite prepares agenda, documents, participants and permissions from case context.
Your call: You start the meeting in the secure data room; notes, tasks and follow-up deadlines stay attached to the matter afterwards.
Invoice is posted in the portal; client pays via Stripe, SEPA direct debit or bank transfer. Receipt is auto-credited to the matter account.
Your call: You see payment status per client and per matter — reminders are sent automatically per your dunning logic.
Lawyer in control. Secure login, encrypted data, role-based access and complete audit logs; GDPR-compliant with DPA.
Optimaite client portal vs. PDF-by-email / add-on portals
Frequently asked
Yes. Hosted in Germany, encrypted data, role-based permissions, full audit log and DPA under GDPR Art. 28 plus §43e BRAO. Clients have access, rectification and erasure rights under GDPR Art. 15-17 directly in the portal.
Bundesdruckerei (sign-me), D-Trust and IDnow for qualified signatures. For simple signatures (e.g. internal agreements) the built-in click-to-sign workflow with audit trail is enough.
Yes. clients.firm-name.de or portal.your-brand.de — TLS certificate via Let's Encrypt or your CA. Full white label, clients see 'Optimaite' nowhere.
Related modules
Case Management
AI assigns matters and parties · detects deadlines · opens ticklers · measures realisation and utilisation — you run the mandate.
Intelligent Inbox
AI sorts · extracts docket numbers, parties and deadlines · routes the case to the right associate — you confirm in one click.
Billing & Accounting
AI auto-bundles unbilled hours and expenses into batch invoices · checks subject value and frame fee · monitors dunning levels and default interest — you approve.
A portal clients love.
We set up a white-label portal in your colors and walk through three typical workflows: power-of-attorney signing, document exchange, invoice payment.
14-day trial · no credit card · data residency: Frankfurt