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AI and automation by role

How Attorney / Lawyers (firm) can use AI and automation

Below are 14 common tasks for Attorney / Lawyers (firm), most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Associate, Partner, Solicitor, Attorney, Lawyer, Of Counsel, Litigator, Solo Practitioner, Family Lawyer, Estate Planning Attorney

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Task 2 · typically 120 min, a few times a week

Review and summarize contracts, records or discovery documents

Software featureBest fix

Use your firm's approved legal AI to review, summarize and draft

Legal AI tools such as CoCounsel, Harvey, Lexis+ AI, Spellbook and Clio Manage AI summarize documents, pull out key terms and draft first versions inside a secure, firm-approved setup. A lawyer must review all output.

Typically saves about 40% of the time30 min to set up
  1. 1Check which legal AI your firm has approved; do not paste client material into consumer AI.
  2. 2Upload the documents and ask for a summary, timeline or clause list.
  3. 3Use it for first drafts of standard documents and correspondence.
  4. 4Verify every citation, quote and fact against the source before it goes to a lawyer or client.

Tools: Thomson Reuters CoCounsel Legal · Harvey · Lexis+ AI · Spellbook · Clio Manage AI

One more way to fix it
AI

Have an approved AI build a summary, timeline or issues list

For long records or contracts, an approved AI produces a first-pass summary with page references, which you check instead of starting from scratch.

Typically saves about 45% of the time5 min to set up
  1. 1Confirm the AI tool is approved for client confidential material.
  2. 2Upload the documents.
  3. 3Use the prompt below and ask for page or section references.
  4. 4Check each key point against the source before relying on it.
Prompt to copy
Review the attached [CONTRACTS / RECORDS / DOCUMENTS] for [MATTER OR PURPOSE]. Give me: 1) a one-paragraph summary, 2) a timeline of key dates and events, 3) a table of [KEY TERMS: parties, term, payment, termination, liability, renewal], 4) anything unusual or missing compared with [STANDARD OR CHECKLIST]. Cite the page or section for every point. If something is not in the documents, say so.

Tools: Firm-approved AI: Microsoft Copilot, ChatGPT Business or Enterprise, Claude Team or Enterprise, or Gemini in Google Workspace

How to automate this task

Task 3 · typically 90 min, a few times a week

Redline contracts and negotiate changes with the other side

Software featureBest fix

Redline against your clause playbook with a legal AI add-in for Word

Write down your standard positions and fallbacks once; legal AI add-ins for Word (Spellbook, CoCounsel Legal, Harvey, Microsoft Copilot in Word) compare the other side's draft against them and suggest tracked changes. The lawyer reviews and decides every change.

Typically saves about 35% of the time2 h to set up
  1. 1Write a one-page playbook for each common agreement: your preferred position, acceptable fallback and walk-away for the key clauses.
  2. 2Load it into the firm-approved legal AI add-in for Word; do not paste client documents into consumer AI.
  3. 3Run the review on the incoming draft and work through the suggested redlines one by one.
  4. 4Accept, edit or reject each suggestion yourself; the lawyer is responsible for every change that goes out.

Tools: Spellbook · CoCounsel Legal · Harvey · Microsoft Copilot in Word

One more way to fix it
Software feature

Use your firm's approved legal AI to review, summarize and draft

Legal AI tools such as CoCounsel, Harvey, Lexis+ AI, Spellbook and Clio Manage AI summarize documents, pull out key terms and draft first versions inside a secure, firm-approved setup. A lawyer must review all output.

Typically saves about 40% of the time30 min to set up
  1. 1Check which legal AI your firm has approved; do not paste client material into consumer AI.
  2. 2Upload the documents and ask for a summary, timeline or clause list.
  3. 3Use it for first drafts of standard documents and correspondence.
  4. 4Verify every citation, quote and fact against the source before it goes to a lawyer or client.

Tools: Thomson Reuters CoCounsel Legal · Harvey · Lexis+ AI · Spellbook · Clio Manage AI

How to automate this task

Task 5 · typically 60 min, every day

Answer client emails and requests

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Software feature

Move routine client requests into a portal or shared board

A client portal (Clio for Clients, TaxDome, Karbon, Moxo, or a shared Asana, Monday or Notion board) lets clients see status themselves, which cuts the "where are we?" emails.

Typically saves about 30% of the time2 h to set up
  1. 1List the questions clients email most (status, next steps, where is my file).
  2. 2Set up a portal or shared board that shows those answers.
  3. 3Send clients the link and a short how-to at kickoff.
  4. 4Reply to status emails with the link until it becomes a habit.

Tools: Clio for Clients · TaxDome · Karbon · Moxo · Asana, Monday or Notion shared views

How to automate this task

Task 6 · typically 30 min, a few times a week

Update clients on where their matter stands

AIBest fix

Have approved AI draft the client status update from the matter notes

Clients mostly want to know what happened, what happens next and when. AI turns your matter notes and recent filings into a short plain-English update. A lawyer reviews it before it goes out.

Typically saves about 45% of the time10 min to set up
  1. 1Use only your firm's approved AI or your practice management system's AI (for example Clio Manage AI) for client material.
  2. 2Paste the recent notes, docket entries or correspondence summary.
  3. 3Use the prompt below.
  4. 4The lawyer reads, corrects and approves before sending; no legal advice goes out unreviewed.
Prompt to copy
Draft a short status update for our client [CLIENT FIRST NAME] on [MATTER]. Recent activity: [PASTE NOTES, FILINGS, CORRESPONDENCE]. Structure: what happened since the last update, what happens next and roughly when, anything we need from them, and who to contact. Plain English, under 200 words, calm and professional. Do not give new legal advice, predict outcomes or state anything not in the notes; mark anything to check as [CHECK].

Tools: Firm-approved AI · Clio Manage AI · MyCase or Smokeball AI features

One more way to fix it
Software feature

Move routine client requests into a portal or shared board

A client portal (Clio for Clients, TaxDome, Karbon, Moxo, or a shared Asana, Monday or Notion board) lets clients see status themselves, which cuts the "where are we?" emails.

Typically saves about 30% of the time2 h to set up
  1. 1List the questions clients email most (status, next steps, where is my file).
  2. 2Set up a portal or shared board that shows those answers.
  3. 3Send clients the link and a short how-to at kickoff.
  4. 4Reply to status emails with the link until it becomes a habit.

Tools: Clio for Clients · TaxDome · Karbon · Moxo · Asana, Monday or Notion shared views

How to automate this task

Task 7 · typically 120 min, once a week

Prepare discovery requests and responses

Software featureBest fix

Use your firm's approved legal AI to review, summarize and draft

Legal AI tools such as CoCounsel, Harvey, Lexis+ AI, Spellbook and Clio Manage AI summarize documents, pull out key terms and draft first versions inside a secure, firm-approved setup. A lawyer must review all output.

Typically saves about 40% of the time30 min to set up
  1. 1Check which legal AI your firm has approved; do not paste client material into consumer AI.
  2. 2Upload the documents and ask for a summary, timeline or clause list.
  3. 3Use it for first drafts of standard documents and correspondence.
  4. 4Verify every citation, quote and fact against the source before it goes to a lawyer or client.

Tools: Thomson Reuters CoCounsel Legal · Harvey · Lexis+ AI · Spellbook · Clio Manage AI

One more way to fix it
Software feature

Build standard legal documents from templates filled from the matter

Clio Draft, Smokeball, HotDocs, Gavel, NetDocuments or simple Word templates fill client and matter details automatically, so you only draft what is unique.

Typically saves about 45% of the time3 h to set up
  1. 1List the ten documents you draft most often.
  2. 2Turn each into a template with fields for parties, dates and matter details.
  3. 3Set them up in your document automation tool or practice management system.
  4. 4Generate from the matter record; review and adjust the unique parts.

Tools: Clio Draft · Smokeball · HotDocs · Gavel · NetDocuments · Microsoft Word templates

How to automate this task

Task 8 · typically 120 min, once a week

Prepare for depositions, hearings and meetings from the file

AIBest fix

Have an approved AI build a summary, timeline or issues list

For long records or contracts, an approved AI produces a first-pass summary with page references, which you check instead of starting from scratch.

Typically saves about 45% of the time5 min to set up
  1. 1Confirm the AI tool is approved for client confidential material.
  2. 2Upload the documents.
  3. 3Use the prompt below and ask for page or section references.
  4. 4Check each key point against the source before relying on it.
Prompt to copy
Review the attached [CONTRACTS / RECORDS / DOCUMENTS] for [MATTER OR PURPOSE]. Give me: 1) a one-paragraph summary, 2) a timeline of key dates and events, 3) a table of [KEY TERMS: parties, term, payment, termination, liability, renewal], 4) anything unusual or missing compared with [STANDARD OR CHECKLIST]. Cite the page or section for every point. If something is not in the documents, say so.

Tools: Firm-approved AI: Microsoft Copilot, ChatGPT Business or Enterprise, Claude Team or Enterprise, or Gemini in Google Workspace

One more way to fix it
Software feature

Use your firm's approved legal AI to review, summarize and draft

Legal AI tools such as CoCounsel, Harvey, Lexis+ AI, Spellbook and Clio Manage AI summarize documents, pull out key terms and draft first versions inside a secure, firm-approved setup. A lawyer must review all output.

Typically saves about 40% of the time30 min to set up
  1. 1Check which legal AI your firm has approved; do not paste client material into consumer AI.
  2. 2Upload the documents and ask for a summary, timeline or clause list.
  3. 3Use it for first drafts of standard documents and correspondence.
  4. 4Verify every citation, quote and fact against the source before it goes to a lawyer or client.

Tools: Thomson Reuters CoCounsel Legal · Harvey · Lexis+ AI · Spellbook · Clio Manage AI

How to automate this task

Task 9 · typically 60 min, a few times a week

Run consultations with potential clients and write them up

AIBest fix

Turn the consultation into an intake memo with AI

With the prospective client's consent, a firm-approved notetaker records the consultation and AI drafts the intake memo: facts, issues, key dates, parties to run conflicts on and next steps. A lawyer checks it, especially any deadlines.

Typically saves about 45% of the time15 min to set up
  1. 1Use a firm-approved notetaker or your practice management system's AI; tell the person and get consent before recording.
  2. 2After the consult, run the prompt below on the transcript or your notes.
  3. 3Run the conflict check on every party name listed.
  4. 4A lawyer verifies the facts and any limitation dates before relying on the memo.
Prompt to copy
From this consultation transcript or notes, draft an intake memo with: 1) the client's goals in their words, 2) key facts in date order, 3) every person and company mentioned (for the conflict check), 4) possible legal issues to research (do not conclude), 5) any dates that could affect deadlines, flagged [LAWYER TO VERIFY], 6) documents to request, 7) next steps. Do not give legal conclusions or invent facts.

[PASTE TRANSCRIPT OR NOTES]

Tools: Firm-approved AI notetaker · Clio Manage AI · Microsoft Copilot in Teams

One more way to fix it
Automation

Use an online intake form that creates the contact and runs the conflict search

Clio Grow, Lawmatics, MyCase or a form tool connected to your system collect intake details once and feed the conflict check, so nobody retypes them.

Typically saves about 50% of the time2 h to set up
  1. 1Turn your intake questionnaire into an online form (Clio Grow, Lawmatics, MyCase, TaxDome organizer, or Microsoft or Google Forms).
  2. 2Connect it so submissions create the contact or lead in your system.
  3. 3Run the conflict search from the created record.
  4. 4Send the engagement letter from the same record once cleared.

Tools: Clio Grow · Lawmatics · MyCase · TaxDome · Zapier or Power Automate

How to automate this task

Task 10 · typically 15 min, every day

Fill in timesheets and log billable hours

Software featureBest fix

Let a time tracker build your timesheet from your activity

Timely, Laurel, Clio's time capture, Harvest with calendar sync and Toggl record what you worked on, and AI suggests entries you approve instead of reconstructing your day.

Typically saves about 50% of the time30 min to set up
  1. 1Check what your firm already uses (Clio, Harvest, Productive, Karbon, Toggl) and whether it has automatic capture or calendar sync.
  2. 2Turn on capture for your calendar, email and documents.
  3. 3At the end of each day, review the suggested entries and approve them.
  4. 4Fix the client or matter code on anything it guessed wrong.

Tools: Timely · Laurel · Clio time capture · Harvest calendar integration · Toggl Track

One more way to fix it
Process fix

Log time at the end of each task, not at the end of the week

Reconstructing a week of time from memory is slow and loses billable hours. A timer or a two-minute end-of-day habit is faster and more accurate.

Typically saves about 35% of the time10 min to set up
  1. 1Start a timer in your time tool when you switch clients, or add a note after each task.
  2. 2Block five minutes at the end of each day to tidy entries.
  3. 3Keep a short list of standard descriptions for common work.
  4. 4Submit daily; managers stop chasing timesheets on Friday.

Tools: Harvest, Toggl, Clio or your time system

How to automate this task

Task 11 · typically 180 min, once a month

Prepare client invoices and review billed time

Software featureBest fix

Generate invoices straight from approved time entries

Clio, Harvest, Productive, Karbon, QuickBooks Time and Xero turn approved time and expenses into invoices in bulk, so billing is a review, not a rebuild.

Typically saves about 45% of the time2 h to set up
  1. 1Make sure time is logged to the right client and project with billable flags.
  2. 2Set rates and invoice templates once per client.
  3. 3At billing time, generate drafts in bulk and review exceptions only.
  4. 4Send with online payment links.

Tools: Clio · Harvest · Productive · Karbon · QuickBooks Time · Xero

One more way to fix it
AI

Have AI tidy time entry descriptions before billing

Clients question vague entries. AI rewrites rough notes into clear, consistent billing descriptions in your firm's style. Clio Manage AI and some billing tools do this built in.

Typically saves about 40% of the time5 min to set up
  1. 1Export the draft bill's time entries.
  2. 2Paste them with the prompt below.
  3. 3Check that every rewritten entry is true to what was done.
  4. 4Paste back or update in your billing system.
Prompt to copy
Rewrite these time entries as clear billing descriptions for a client invoice. Rules: start with a verb, say what was done and why it matters to the matter or project, under 25 words each, no internal jargon, do not add work that is not in the original. Keep the date and hours unchanged.

[PASTE ENTRIES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Clio Manage AI

How to automate this task

Task 12 · typically 20 min, every day

Calendar court deadlines and key dates

Software featureBest fix

Use court-rules calendaring to calculate deadlines

LawToolBox, CompuLaw, Clio court rules and Smokeball calculate related deadlines from a trigger date using court rules and update them when dates change.

Typically saves about 50% of the time1 h to set up
  1. 1Check whether your practice management system includes court rules calendaring.
  2. 2Enter the trigger event (service date, hearing date) on the matter.
  3. 3Let the tool create all related deadlines on the shared calendar.
  4. 4Keep a second-person check on critical dates as your firm requires.

Tools: LawToolBox · CompuLaw · Clio court rules · Smokeball · MyCase

How to automate this task

Task 13 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 14 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you used a time tracker that suggests your timesheet from your calendar and files?
Tools like Timely, Laurel or Clio's time capture record what you worked on in the background. At the end of the day you approve the suggested entries instead of reconstructing them.
Have you used your firm's approved legal AI to summarize documents or draft a first version?
Tools like CoCounsel, Lexis+ AI, Harvey or Clio Manage AI work inside a secure setup and can summarize long documents or draft standard ones. A lawyer still reviews everything.
Do you use court-rules calendaring to calculate deadlines automatically?
You enter one trigger date, like a service date, and the tool works out all the related deadlines from the court rules and puts them on the calendar.
Have you used a legal AI add-in in Word to redline a contract against your playbook?
Tools like Spellbook, CoCounsel Legal or Harvey compare the other side's draft to your standard positions and suggest tracked changes. The lawyer decides every change.
Have you had your firm's approved AI draft a client status update from your matter notes?
AI turns your notes and recent filings into a short plain-English update. A lawyer reviews it before it goes out.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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