Internal knowledge assistant for a law firm.
How a law firm in Putrajaya stopped pulling senior lawyers off work to answer the same questions, with answers from its own SOPs.
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ConveyancingOfficeBefore drafting, collect these from the purchaser:
- A copy of the IC or passport, both sides1
- The signed letter of offer and the earnest deposit receipt1
- The financing bank and loan amount, if known2
- A correspondence address and phone number1
Open the file and run the conflict check first3.
Sub-sale: before drafting the SPA
- Owner
- VTMs Theseira, partner
- Version
- 4 · 12 Aug 2026
- Seen by
- Conveyancing team
3.1 Obtain from the purchaser a copy of the IC or passport (both sides), the signed letter of offer and the earnest deposit receipt, and a correspondence address and phone number.
3.2 Confirm with the vendor’s solicitors whether the title is issued, and whether the property is charged.
3.3 Do not start drafting until the file is opened in the system.
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Answers from the firm’s SOPs
On screen: Staff questions answered from your SOPs.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Conveyancing and corporate law firm, Putrajaya
- Team
- About 30 staff, 4 partners
- Documents
- About 140 SOPs, checklists and the HR handbook
- Works with
- Microsoft 365
- First version
- 3–4 weeks
- Project size
- Focused, from RM 5k
How questions were answered before.
140 SOPs in shared folders, and one senior lawyer everyone asked instead.
New clerks asked the same conveyancing questions every week, and senior lawyers stopped work to answer.
The SOPs existed, but finding the right page took longer than asking someone.
Answers depended on who you asked, so files were opened in slightly different ways.
An assistant that answers only from the firm’s own SOPs.
The SOPs stayed where they were. Finding the answer stopped needing a senior lawyer.
Staff ask in plain words, and get the answer with its source.
Clerks and lawyers ask as they would a colleague, and the assistant answers only from the firm’s own documents.
My questions
Today2This week9- Take a copy of the client’s IC, both sides1
- Run the conflict check on the client and the buyer1
- Have the engagement letter signed, with the fee estimate2
- Open the file number in the system before any work starts1
- Tell the partner in charge of conveyancing1
Office and HR questions, on the phone too.
Questions on original documents, office rules, leave and claims are answered from the SOPs and HR handbook, at any time.
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Answers from the SOPs and HR handbook
It reads only the documents you choose.
The partners choose which documents go in and who sees each, and updates in Microsoft 365 are used automatically.
Library
All142Due for review5Partners only12| Document | Owner | Last reviewed | Who sees it |
|---|---|---|---|
| SOP-CV-03 · Sub-sale checklist | Ms Theseira | 12 Aug 2026 | Conveyancing team |
| SOP-CV-05 · Loan documents | Ms Theseira | 3 Jun 2026 | Conveyancing team |
| SOP-GN-01 · Opening a new file | En. Kamarudin | 20 Jan 2026 | Everyone |
| SOP-GN-03 · Original documents | En. Kamarudin | 9 Mar 2026 | Everyone |
| HR handbook 2026 | Pn. Saodah | 5 Jan 2026 | Everyone |
| SOP-LT-02 · Court filing checklist | Mr de Souza | 14 Sep 2025 Review due | Litigation team |
| Fee and discount guide | Ms Theseira | 1 Jul 2026 | Partners only |
| + 135 more documents | |||
When the answer isn’t there, it says so and asks a partner.
Questions it can’t answer go to the right partner, whose reply can be added to the SOPs in one tap.
3 questions
Not in the SOPs yet
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Who asks, and who answers.
Clerks and lawyers ask. HR and the partners keep the answers right. Part of our AI agents work →
- Legal clerks
Get the checklist for a task without waiting for someone senior.
- Lawyers
Check the firm’s way of doing things in seconds, with the page to prove it.
- SOHR and admin · Pn. Saodah
Stopped answering the same leave and claims questions by hand.
- VTPartner · Valerie Theseira
Answers only the new questions, and sees which SOPs need updating.
- No more asking a senior the same question twice.
- Every answer comes with the page it came from.
- Gaps in the SOPs are seen, and filled.
One focused build, from the SOPs the firm already had.
One phase, live with the conveyancing team first, then the whole firm.
Answers from your SOPs
Want an assistant like this for your firm?
Questions about this system.
What did this project cost?
Focused, from RM 5k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Will it make up answers?
No. It answers only from the documents in your library and shows the source for every point. If the answer isn’t there, it says so and sends the question to a person.
Does it read our client files?
No. This version reads only the documents you put in the library, such as SOPs, checklists and the HR handbook. Client files are not included.
What does it cost to run?
Your first 3 months of hosting and care are included. AI usage is paid separately: you top up your own usage account, and it depends on how many questions your team asks.
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