Legal Services Lifecycle
A legal matter moves through a predictable sequence of stages. Every step depends on the one before it.1
New enquiry
A potential client contacts the firm and is checked against existing records.
2
Client registration
The client’s details and legal need are recorded to create the anchor client record.
3
Matter created
A matter is opened under the client as the central record for the engagement.
4
Appointment booked and consultation billed
The client meets with an advocate and the consultation fee is invoiced against the matter.
5
Case filed
A formal case linked to the matter is created when court intervention is required.
6
Hearings tracked
Each court hearing is logged with the date, outcome, and next hearing details.
7
Evidence and documents managed
Exhibits, witness records, and all case documents are attached and organised.
8
Interim applications handled when needed
Urgent interim applications are tracked with their result and decision date.
9
Final order and closure
The final order is recorded, remaining billing is completed, and the matter is closed.
10
Final billing
All outstanding fees are invoiced and the matter account is settled.
Stage by Stage
New Enquiry A potential client contacts the firm. The reception team checks whether they are already on the system. If new, a client record is created. If existing, their profile is retrieved. Client Registration The client’s full details are recorded - name, contact information, identification, and the nature of their legal need. This becomes the anchor record that all future work links to. Matter Created A matter (sometimes called a file or case file) is opened under the client. This is the central organising record. All appointments, cases, documents, and billing for one client engagement live under one matter. Appointment Booked and Billed The client meets with an advocate. The appointment is scheduled in the system, the consultation fee is recorded, and an invoice is raised - all linked to the matter. Case Filed When the legal matter requires court intervention, a formal case is created and linked to the matter. The case record tracks the court, case number, CNR reference, and all parties involved. Hearings Tracked Every time the case appears before the court, the hearing is logged - the date, the judge, what was argued, what was decided, and the next hearing date. This creates a complete chronological record. Evidence and Documents Managed Exhibits submitted to the court are recorded. Witnesses who gave evidence are listed. All related documents are attached - agreements, notices, letters, court orders. Interim Applications If an urgent application is needed (for a stay order, an injunction, or any temporary relief), it is tracked as an interim application against the case - with the result and date of decision. Final Order and Closure When the court passes a final order, the case status is updated. The matter is reviewed for any remaining billing. Final invoices are raised. Documents are archived. The matter is closed.Insurance Services Lifecycle
An insurance policy moves through a fixed sequence of approvals, payments, and (if needed) claims. Nothing in this chain can be skipped.1
New enquiry or application
A customer expresses interest and the team establishes the appropriate coverage and product.
2
Policy proposal created
A Policy Proposal is created with the applicant’s details, chosen product, and supporting documents.
3
Proposal reviewed and approved
The Insurance Manager reviews the proposal and approves it before a policy can be created.
4
Insurance policy created
The approved proposal is converted into a formal Insurance Policy as the central record.
5
KYC verification completed
A three-stage KYC review moves from Initiated to KYC Pending to Approved before the policy activates.
6
Policy confirmed and active
The policy goes live and the policyholder receives an automatic confirmation.
7
Premium schedule generated
The system automatically creates the full premium schedule for the policy duration.
8
Sales invoice raised
The system automatically raises a monthly invoice for each unpaid instalment.
9
Premium collected
The Accounts team collects and records the monthly premium payment.
10
Insurance claim filed when needed
If a covered event occurs, a claim is filed with incident details and supporting documents.
11
Claim reviewed and approved
The Insurance Manager reviews the claim and confirms the approved payout amount.
12
Payment entry created
The system automatically creates a draft payment entry for the approved claim amount.
13
Claim paid and premium schedule closed
The payment is processed, the claim is marked as Paid, and all remaining instalments are automatically closed.
Stage by Stage
New Enquiry A customer or employee expresses interest in insurance coverage. The team establishes who they are (Customer or Employee), what they want to be covered for, and which insurance product is appropriate. Policy Proposal The Customer Service team creates a Policy Proposal - capturing the applicant’s personal details, chosen product, desired coverage amount, payment frequency, and all supporting documents. This is submitted to the Insurance Manager for review. Proposal Approval The Insurance Manager reviews the proposal. If approved, it becomes the basis for a formal policy. If rejected, the applicant can reapply with corrected information. No policy can be created without an approved proposal. Insurance Policy Created The approved proposal is converted into an Insurance Policy. This is the central record - everything else in the lifecycle links to it. KYC Verification - Three Stages Before the policy becomes active, the applicant’s identity is verified through a three-stage review:
The Insurance Manager can reject at any stage if a serious issue is found.
Policy Active
Once approved and submitted, the policy is live. Coverage begins. The policyholder receives an automatic confirmation email.
Premium Schedule Generated (Automatic)
The moment the policy is approved and submitted, the system automatically creates a complete Premium Schedule - a row for every monthly instalment over the entire policy duration. No manual action required.
Monthly Invoicing (Automatic)
Each month, the system automatically raises a Sales Invoice for the next unpaid instalment and marks it as Invoiced. The Accounts team collects payment and records it.
Claim Filed (When Needed)
If the policyholder experiences an event covered by the policy (accident, illness, death), they file a claim. The Billing Specialist records the incident details, claimed amount, and supporting documents.
Claim Approval
The Insurance Manager reviews the claim, confirms the approved payout amount, and updates the claim status to Approved.
Automatic Payment Entry
The moment the claim is approved, the system automatically creates a draft Payment Entry addressed to the insurance company for the approved amount. The Accounts team finalises and processes it.
Claim Paid and Schedule Closed
When the payment is confirmed and the claim is marked as Paid, the system automatically closes all remaining unpaid instalments in the premium schedule. No further invoices are raised. The policy lifecycle is complete.
Employee Insurance - Parallel Lifecycle
For organisations that provide group health insurance to employees, a parallel lifecycle runs alongside the main policy lifecycle:1
Insurance policy created
A group Insurance Policy is created to cover the organisation’s employees.
2
Employee insurance member request
An employee submits a request to be added as a member under the group policy.
3
HR team approves request
An HR User reviews and approves the member request.
4
Salary deduction amount set
The system automatically calculates and sets the monthly deduction based on the family members added.
5
Additional salary record created
The system automatically creates the payroll deduction entry on the employee’s record.
6
Deduction applied in next payroll
The deduction is included in the employee’s next payroll run.