For law firms on MyCase · Gilbert, Arizona
MyCase automation, built to outlive the feature list.
We have spent fourteen months inside one firm’s MyCase file, including rebuilding a document system after the platform’s own automation failed. We know which parts of MyCase are dependable, which have edges, and how to build so a vendor change does not take your workflows down with it.
Carlos & Erick
Six workflows, wired once
The week, minus the re-typing.
Intake becomes a matter
A qualified intake becomes a matter: contacts, custom fields and a conflict-check task, created the moment the consult books. Nobody re-types anything.
How we build itNever from a blank page
Engagement letters and standard documents drafted from your templates when a matter opens, queued for attorney review.
How we build itThe status call, retired
The “what is happening with my case?” call, retired. Status updates go out at real milestones, written once, sent every time.
How we build itMatter-stage task chains assign the right work to the right person at the right time, so nothing depends on memory.
Open-invoice follow-up and billing reminders, consistent and dignified, without an attorney chasing money.
Intake funnel, work in progress and collections in one report that lands before the first hearing of the week.
When MyCase’s own document automation broke, we rebuilt it on tools the firm already owned.
The firm had built its estate-plan practice on MyCase’s Advanced Document Automation. A defect made it permanently unusable, and the packages stopped assembling. We rebuilt them as ten self-contained packages that run on standard MyCase merge fields and native Word logic, with no third-party tool in the chain: conditional pronouns and titles, the healthcare-directive exception, guardian provisions and restatement language all resolve inside the document itself.
Every template change since has shipped with a change-review report proving each edit traces to a decision the firm actually made. Nothing about that system depends on a vendor feature staying alive, which is the whole point.
Straight about the platform
What the MyCase API does, and where it stops.
Filed by path, and MyCase creates any folders in that path that do not exist yet, so a firm-standard folder tree builds itself per matter.
Created against the right client with activity, date, cost and units. Two caveats we design around: an expense cannot carry the receipt file, so the receipt is filed to the matter and referenced, and expenses cannot be edited, only replaced.
Purpose-built for intake: match a caller to a client or lead, create the lead when they are new, log the call against the matter and flag what needs a human.
Stage-driven task chains and events, assigned to the right person with the right due date, driven by our own rules rather than a template feature.
MyCase publishes no email resource. Where a firm needs mail on the file we use MyCase’s own routing and file the message as a matter document, and we tell you which path we are using and why.
There is no trust-balance or ledger endpoint. The report is still deliverable, but the route has to be agreed and proven with your firm before we scope or price it.
Before anything can start: access
MyCase Open API access is available on its qualifying tier only, and credentials are issued per firm by MyCase support rather than self-serve. A firm administrator has to perform the authorization once, and it cannot be delegated to an assistant. In our experience that request, not the build, is the thing most likely to move a timeline, so we start it on day one and tell you where it stands.
Two to four weeks, scoped first
How it lands.
Map
We sit with the person who actually runs your office, watch the real clicks, and confirm your MyCase tier and API access on day one so the timeline is honest from the start.
Build
We build on documented MyCase endpoints first and native platform behaviour second, so the result depends on as little as possible. Anything that has to sit outside the API is named in the scope, not discovered later. Fixed price, agreed in writing before work starts.
Run
We watch it monthly, tune it as the firm changes, and everything stays on accounts the firm owns. If we ever part ways, it keeps working.
Confidential by design
Built for privilege, not around it.
- Nothing we build gives legal advice. Automation handles logistics: scheduling, documents from your templates, updates, reminders, reporting.
- Client data lives in systems the firm controls. We put the data-flow design in writing before launch, so you can see exactly what moves where.
- Model training is off on every tool we use. Your matters never train, improve or fine-tune any AI model.
- Every account is opened in the firm’s name. Workflows, numbers and records stay with you, whoever maintains them.
What it costs
Fixed price, agreed before work starts.
Scoped, fixed, owned
Two to four weeks depending on scope. The workflows, the logins and every account stay with the firm. If we part ways, it keeps working.
Scope it on a callRun, watched, tuned
Monthly monitoring, maintenance and enhancement of what we build, with a real person answering when something changes at the firm. No long-term contract.
Ask what it coversTrust reports, delivered
The scheduled trust balance report plus monitoring, against the $600-plus a legal bookkeeper charges for the same reconciliation grind. MyCase publishes no trust-balance endpoint, so we prove the delivery route with your firm before scoping.
Scope it on a callTrue totals are itemized before you sign, and every account is opened in your firm’s name.
Questions firms actually ask
The honest answers, up front.
Is this compatible with confidentiality and privilege?
Yes, by design. Automation handles logistics: matter setup, documents from your templates, scheduling, updates and reporting. It gives no legal advice, and everything it touches lives in systems your firm controls. We put the data-flow design in writing before launch.
Does this replace our staff?
No. It removes the re-typing, the chasing and the remembering, which is the part of the job your best people like least. The judgment calls stay human, and a review queue keeps your team in control of anything uncertain.
How fast can the firm go live?
Builds run two to four weeks depending on scope, and you approve the scope and the fixed price before anything starts. MyCase Open API access is issued per firm by MyCase on its qualifying tier, and that request is the item most likely to affect the schedule.
Can MyCase produce a trust balance report automatically?
MyCase publishes no trust-balance endpoint in its Open API, so we confirm how the report will be produced with your firm, and prove it, before we scope or price it. On Clio the same report is produced through the API directly.
Who owns the workflows and the data?
The firm does, entirely: the accounts, the workflows, every record. If we ever part ways, it all stays with you, still running.
See it scoped before you pay for anything.
Thirty minutes with the person who runs your office. We will tell you honestly if MyCase already does what you need.
See you on the call. Carlos & Erick