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3 examples of automated workflows for the legal and accounting professions

Alf, automated workflows
Photo : Vectorjuice

For today’s lawyers and accountants, legal automation is playing an increasingly important role. Both to gain productivity immediately, but also to prepare for future developments in the legal and accounting professions.

The importance of legal automation will continue to grow in the coming years. Indeed, this technology can be of great help to law firms and accountancy firms to increase productivity, save money and bring even more added value and satisfaction to their clients, in particular through an improved advice and support service.

However, it is not always easy to understand how creating automated workflows for legal tasks can help a firm improve productivity and enhance client satisfaction.

Let’s take a closer look at what we’re talking about when we use the term “workflow”. Then let’s look at 3 examples of workflows for law firms and accountancy firms.

What exactly is a workflow?

The typical definition of a workflow consists of representing in the form of a flow all the operations to be carried out to accomplish tasks or activities grouped together in a single business process.

Thus, a workflow is used to describe all the actions and tasks to be distributed among the various actors in a process, to define the participants, the deadlines, the validation methods and to provide each of the actors with the information required to carry out their task.

With the advent of new technologies, workflows can automate a large number of administrative and/or time-consuming tasks in order to increase productivity.

Integrating such workflow management and automation systems for the legal and accounting professions brings us to the principle of “legal automation”.

Legal automation is simply the use of new technologies linked to LegalTech to deploy workflows in the legal profession

Legal automation, one of the major challenges of the next few years for the legal and accounting professions

If the new technologies and the new work organisations brought by LegalTech might have initially frightened the professionals in this field of activity, it is now better and better understood that the digitalisation of the legal and accounting professions is not intended to replace lawyers, jurists, accountants…

On the other hand, as in all areas of activity, the digitalisation of our world and technological advances in terms of artificial intelligence and automation are forcing us to adapt and to review our services.

It is therefore necessary to start thinking today about the changes that need to be made in the organisation of your firm or department in order to rethink the services that you provide to your clients.

It goes without saying that the development of consultancy and support services is generally emphasised in order to make the most of these productivity gains.

Now that we know what workflows are and why they are so important for the legal and accounting professions, let’s look at some examples of automated workflows in these two areas of activity:

3 examples of workflows for law and accountancy firms

A workflow to create a limited liability company in 7 days

One of the most frequent tasks for a chartered accountant is to create articles of association for the creation of a company.

The SARL (Limited Liability Company) is a company form that is very popular with business people. This form of company allows for a favourable social and tax regime for spouses working in commerce.

Imagine being able to set up an LLC in 7 days with a minimum of effort.

To do this, you can create an automated scenario from the beginning of the process. You start by filling in a simple questionnaire that includes all the necessary information: company name, main activity, number of employees, amount of share capital, name of CEO, address, phone number… as well as all the necessary supporting documents (ID, proof of address…).

Then, an email will be sent to ask the persons concerned to validate the various documents and statuses created automatically directly on the automation platform.

The entire process can thus be automated and digitally integrated, right up to the signing of the articles of association and even their publication in a legal gazette.

Thus, a tool such as Alf allows you to centralise all the information necessary for the creation of statutes, to create and centralise documents automatically, to alert external contacts by email when they have an action to take…

A workflow to automatically send invitations for a general meeting

The role of the general meeting of shareholders is to decide on the company’s decisions and in particular on the approval of the accounts and the allocation of the company’s profits at the annual meeting. However, the partners may also vote on more specific decisions.

The notice or invitation to a general meeting (GM) must be sent to all participants before the meeting is held. Failure to comply with the formalities for sending this document may result in severe penalties.

In order to avoid any risk of error or non-compliance with the deadlines, you can use ALF to fully automate the sending of invitations to a general meeting.

This is a multi-step process that allows you to enter all the necessary information about the company concerned, have the documents validated and send them to the appropriate person for signature.

Then send the invitations to the guests. And all this almost automatically thanks to various tasks such as electronic signature, automatic notifications and automatic emails.

Change of address of the registered office

There are many reasons why the registered office may be transferred: the proximity of the legal representative’s personal residence to the registered office, the search for larger premises, the need to move abroad, etc. Geographically, the change may be within the territory of the same commercial court registry, or it may come from another registry or even a foreign country.

Geographically, the change may take place within the territory of the same commercial court registry, or it may come from another registry or even a foreign country. In theory, the change entails a change in the address of the registered office listed in the articles of association. This requires a prior transfer decision and a corresponding amendment of the articles; both decisions must be taken by the company’s organs holding this power.

To automate such a procedure, first fill in a questionnaire to generate the articles of association. Then automatically send the document to the people who need to validate the document. If this is a service that you are selling, you can have the payment made online at this point. The documents needed to finalise the formalities are then generated and the documents to be sent to the bank automatically transmitted. The updated documents are then sent to the signatories, the bank is asked to log on to the ALF platform and the request to open an escrow account with your bank is automatically made to your bank.

You will then be able to download your new iban, receive an email with instructions on how to deposit your funds.

The possibilities depend on your business and your creativity

We have seen precisely 3 examples of automation of legal tasks. And of course, this type of workflow can be reproduced on many of the tasks of accountants and lawyers or legal departments. But not only that! It can also help internal employees work more efficiently and synergistically with each other.

Here is a non-exhaustive list of workflows you can automate:

– A permanent or fixed-term employment contract

– A certificate of employment

– Filing of annual accounts for an SAS

– Change of auditor

– Change of corporate purpose

– Change of name of a company

And the best part is that you don’t need to know anything about IT to use these services on a daily basis. They are delivered turnkey to fit perfectly into your current ecosystem, then decide on the dates, resolutions and details of the invitation by customising a template.

Alternatively, you can white label these services directly to your clients or integrate a tool like Alf into your internal workflows.

The automation of legal tasks does represent a huge opportunity for the legal and numbers professions. You don’t want to miss out or risk being left behind by your competitors.

Would you like to discuss this and get a demonstration? Ask us on the website and we will be happy to show you the Alf platform in detail.

Read more :

10 ways to pick the right document automation platform for your legal business (recommendation by lawyers inside)

How to compose your own automated legal workflow with Alf?