A Guide to Document Automation for Lawyers

For years, lawyers have relied on paper to handle their immense workload of correspondence and legal documents. The real challenge, however, isn’t just managing the volume—it’s ensuring every document is accurately tied to the right client and case for easy access.

Whether drafting a straightforward will or preparing complex merger agreements, legal professionals often face the same obstacle: creating accurate documents quickly and organising them.

That’s where practice and case management systems like Clio come in, with legal document management capabilities. These tools transform the way legal documents are created and managed. But what does truly efficient document automation look like in practice?

What is document automation?

Document automation can mean different things depending on the context, but for law firms, it’s about producing accurate and compliant documents with ease. This includes:

• Ensuring documents comply with professional regulations and standards.
• Allowing for customisation to reflect the specifics of each case.
• Providing access to original, unaltered templates for consistency and reliability.
• Linking documents to the correct client and case for straightforward retrieval.

Law firms gain numerous benefits from automating the creation of legal documents. Automation ensures standardised formatting, enhances accuracy, and minimises the risks associated with errors. With an efficient document management system, lawyers can save hours—or even days—when drafting complex legal documents.

Types of document automation software for lawyers

Lawyers can choose between two main types of document automation systems: standalone document management systems or legal practice management software with built-in document automation. Let’s explore the differences and benefits of each.

Standalone document management systems

A standalone document management system operates independently, allowing lawyers and staff to create, save, and organise documents in specific folders. These folders are typically stored on servers, either on-premises or online.

Challenges of standalone systems

• Time-consuming filing and retrieval: Filing original documents and retrieving them later can be slow and inefficient.
• Inconsistent templates: While templates can be created for consistency, they are often overwritten or modified, leading to errors.
• Manual processes: Users must manually input data, which increases the risk of mistakes and reduces efficiency.
• Storage issues: As the volume of documents grows, firms may need costly storage upgrades, whether expanding an on-premises server or purchasing additional online storage.

Practice management software with built-in legal document automation

Legal practice management software, such as Clio, integrates document automation features directly into the platform, offering a seamless solution for drafting and organising legal documents.

Benefits of document automation for law firms

Document automation delivers significant advantages:

1. Increased productivity: Save hours on repetitive tasks, allowing lawyers to focus on higher-value work.
2. Improved accuracy: Automation reduces errors, ensuring compliance with legal standards.
3. Enhanced client satisfaction: Faster service improves client experience and retention.
4. Cost savings: Reduce the resources needed for document management, positively impacting your bottom line.

What document automation tool is best for you?

When choosing a legal practice management system, evaluate the following:

1. Ease of use: Ensure the system is intuitive for all team members, minimising the need for extensive training.
2. Customisation: Look for flexible templates that can adapt to the needs of specific cases or clients.
3. Integration: The system should work seamlessly with your existing tools and workflows.
4. Scalability: Ensure the platform can grow with your firm, handling an increasing volume of documents and users.

Key considerations for choosing document automation software for lawyers

When selecting document automation software for your UK law firm, consider:

• Budget: Evaluate the total cost, including setup and ongoing use. Compare standalone systems to built-in options in practice management software to determine overall value.
• Ease of integration: Built-in automation eliminates the need to switch between platforms, making processes smoother and faster.
• Setup support: Comprehensive training and support are typically offered for legal practice management software, streamlining onboarding.
• Workflow compatibility: Built-in solutions integrate seamlessly with case data, whereas standalone tools often require manual data import.
• Security: GDPR and UK Data Protection compliance are essential. Ensure your provider, like Clio, prioritises data security and offers transparent data protection policies.

Document automation within a legal practice management system isn’t just a convenience—it’s a competitive advantage. By choosing a solution like Clio, law firms can transform document creation, improve efficiency, and focus on what matters most: delivering exceptional legal services.

Core features of good document automation solutions for UK firms

A robust document automation solution is essential for improving efficiency, accuracy, and productivity in UK law firms. Here are the key features to look for:

Quick document creation
Seamless legal document creation and storage against client records are critical for productivity. By leveraging the data already stored in a practice management system, legal professionals can produce documents quickly, freeing up time for more valuable tasks.

E-signatures
E-signatures have become a standard in the legal industry due to their convenience.

Remote access
The shift to remote work highlighted the value of online practice management systems like Clio. Remote access enables lawyers to view client and matter information, generate documents, and work effectively from anywhere—making it invaluable for solicitors on the go.

Billing integration
Client billing is a crucial document-related task. With Clio’s legal billing software, lawyers can generate accurate invoices quickly, from anywhere, ensuring prompt and efficient client billing.

Sync and share
Collaboration is simplified with online practice management systems. Documents can be easily shared and synced with colleagues, enabling seamless document revisions and improved teamwork across matters or cases.

Unlimited document storage
Beyond generated documents, a good system should support the storage of additional electronic files like scanned materials, photos, videos, and voice recordings. This ensures all relevant materials are securely stored and easily accessible.

Document automation
At the heart of efficient case management, document automation enables rapid document production, organised storage, and straightforward retrieval—all while maintaining accuracy and consistency.

Document editing
Equally important to creation is the ability to locate and edit documents quickly. Clio’s features make editing simple, ensuring all files are up-to-date and easily accessible.

Clio’s advantage:
With features like unlimited storage, seamless integration, and built-in automation, Clio’s document management tools provide a comprehensive solution for modern law firms.

What is the best legal document automation software for law firms?

Ideally, the best software for law firms for document automation and management should include the core features to improve firm efficiency and boost client satisfaction. To summarise, it should allow you to:

• Simplify the legal document creation process
• Store an unlimited amount of documents
• Find files quickly
• Sign electronically
• Access your documents remotely
• File documents directly from the source
• Capture billable time from any document
• Sync, share, and track documents easily
• Gain peace of mind in knowing it’s secure

This suite of core components makes the software much more powerful when combined with other features. Clio Manage is a legal document management software that offers just that. It’s for this reason Clio Manage is considered the best legal document automation and management software available.

Eager to learn more? Check out our free webinar to Watch How Law Firms Use Clio.

We published this blog post in December 2024. Last updated: December 20, 2024.

Categorized in: Clio