Order Processing System for a Legal Firm

Turned chaotic order flow into a step-by-step process — staff costs down 30%, onboarding twice as fast

2024 · ~6 weeks

Client: PIC Searches (UK) — preparation of legal documents for real estate transactions

Problem

No operational pipeline — chaotic task management

High order volume without transparent distribution

Each case requires data from ~10 different sources

Different processing rules by region and system

Manual email processing (~9,000 emails/month)

Lengthy onboarding for new staff (~1 month)

Wizard-based process — step-by-step task execution with pause/resume capability

Centralized task distribution across team members

Admin panel with workload control, status visibility, and team performance metrics

Email integration — incoming mail processing and document extraction

PDF parsing with automatic data attachment to reports

Partial automation of external data source collection

Complex process transformed into a linear wizard scenario

Eliminated dependency on employee memory — the system guides each step

Framework designed for easy onboarding of new team members

Staff cost savings >30%

Onboarding cut from ~1 month to ~2 weeks

Faster order processing

Improved transparency and process control

Foundation for further automation (auto-delivery of client reports)