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File Note Automator
Annual value recovered for Aussie Injury Lawyers - from a single Workvolve build.
AI listens to every call, transcribes both parties, generates a structured legal file note, and posts it to your practice management system - automatically. Works with Teams Phone, 3CX, RingCentral, Zoom Phone, and traditional PBX systems.
Your Numbers
Adjust the sliders to match your firm. The savings update instantly.
Payback calculated against $3,500 setup cost (lower end). Based on 12 min saved per call at a blended staff rate of $45.55/hr, minus ~$0.25 API cost per call. 22 working days per month. AUD.
Real-World Case Study
The firm had ~47 staff taking calls every day - lawyers, paralegals, and receptionists averaging 10 calls each. Every call ended the same way: someone sat down to write a file note from memory, often while the next call was already waiting. We built a system that listens, transcribes both parties, generates a structured note in their exact legal format, and posts it to Actionstep automatically. The fee earner does a 2-3 minute review and hits publish. That's it.
That's wages recovered from eliminated admin time plus additional revenue capacity freed up for fee earners - minus the full running cost of the system. The system pays for itself within the first working week.
| What you pay | Per Call | Per Day | Per Week | Per Month | Per Year |
|---|---|---|---|---|---|
| Whisper transcription (18 min avg) | $0.23 | ~$92 | ~$460 | ~$2,000 | ~$24,000 |
| Claude AI file note generation | $0.02 | ~$8 | ~$40 | ~$200 | ~$2,400 |
| Total API cost | $0.25 | ~$100 | ~$500 | ~$2,200 | ~$26,400 |
| Metric | Per Call | Per Day | Per Week | Per Month | Per Year |
|---|---|---|---|---|---|
| Manual note time (before) | 15 min | ~100 hrs | ~500 hrs | ~2,197 hrs | ~26,364 hrs |
| AI review time (after) | 3 min | ~20 hrs | ~100 hrs | ~439 hrs | ~5,273 hrs |
| Net time saved | 12 min | ~80 hrs | ~400 hrs | ~1,758 hrs | ~21,096 hrs |
| Metric | Per Call | Per Day | Per Week | Per Month | Per Year |
|---|---|---|---|---|---|
| Lawyers (40% of calls, $62/hr internal cost) | $4.96 | ~$1,984 | ~$9,920 | ~$43,648 | ~$523,776 |
| Paralegals (55% of calls, $35/hr internal cost) | $3.85 | ~$1,540 | ~$7,700 | ~$33,880 | ~$406,560 |
| Receptionists (5% of calls, $30/hr internal cost) | $0.30 | ~$120 | ~$600 | ~$2,640 | ~$31,680 |
| Total wages recovered | $9.11 | ~$3,644 | ~$18,220 | ~$80,168 | ~$962,016 |
| Metric | Per Call | Per Day | Per Week | Per Month | Per Year |
|---|---|---|---|---|---|
| Lawyer hours freed (40% share, 80% net of review) | 5.8 min | ~38 hrs | ~192 hrs | ~843 hrs | ~10,116 hrs |
| Estimated billable conversion (30% of freed time) | 1.7 min | ~12 hrs | ~58 hrs | ~253 hrs | ~3,036 hrs |
| At $350/hr mid-market Brisbane billing rate | |||||
| Additional revenue potential* | ~$3.50 | ~$1,400 | ~$7,000 | ~$30,800 | ~$369,600 |
| Category | Per Call | Per Day | Per Week | Per Month | Per Year |
|---|---|---|---|---|---|
| API cost | -$0.25 | -$100 | -$500 | -$2,200 | -$26,400 |
| Wages recovered | +$9.11 | +$3,644 | +$18,220 | +$80,168 | +$962,016 |
| Revenue upside (lawyers)* | +$3.50 | +$1,400 | +$7,000 | +$30,800 | +$369,600 |
| Net gain to the firm | ~$12.36 | ~$4,944 | ~$24,720 | ~$108,768 | ~$1,305,216 |
Figures are modelled estimates based on real-world data and hands-on experience building and running this system. Based on 47 call-taking staff averaging 10 calls/day each, 18-min weighted average call duration, 22 working days/month. *Revenue upside reflects additional file capacity for lawyers, not guaranteed direct billings - most PI work is no-win-no-fee so the upside is more active files and faster case progression. Blended staff rates: lawyers $62/hr, paralegals $35/hr, receptionists $30/hr. AUD pricing. Individual results will vary.
The Hidden Cost
A lawyer billing at $350/hr loses $12.40 in productive time writing notes after a single 18-minute call. Across 10 calls a day, that's $124 per person - every day.
Notes written from memory an hour after the call miss details. Notes written under pressure between calls miss more. Every gap is a liability risk on the file.
Every hour spent on admin is an hour not progressing a file, not taking a new client. Your lawyers could manage 20-30% more active matters without working longer hours.
Phone Compatibility
No phone system replacement required. We adapt the call detection layer to whatever you already use.
The System
A lightweight desktop app runs silently in the system tray on each team member's PC. The moment a call starts on your phone system - Teams Phone, 3CX, RingCentral, Zoom Phone, or a traditional PBX - it detects it automatically. No buttons to press, no apps to open. It records both parties via system audio and microphone, mixed together in real time.
Any phone system + WASAPI audio captureWhen the call ends, the audio is sent to OpenAI Whisper for transcription. Claude then reads the transcript and generates a structured legal file note using your firm's own format - correct heading, acronyms (OBC/IBC, CL, LC, Auth, TPD, etc.), bullet points covering all key facts and action items, and a Key Takeaways section.
Whisper transcription + Claude summarisationA review window opens automatically with the generated note pre-filled. The fee earner reads it, makes any edits, selects the matter number, and hits publish. The note goes straight into your practice management system. The whole process takes 2-3 minutes instead of 12-15.
Practice management integrationExample output
IBC FROM CL | Re: TPD claim update and IME appointment • CL called to confirm receipt of the IME appointment letter; appointment confirmed for 14 April with Dr R. Nguyen (MAS panel). • CL expressed concern re travel - advised appointment is at Brisbane CBD rooms; CL to arrange own transport. • IC has not yet responded to the s.67 request sent 3 March; I advised will follow up with QBE in writing this week. • CL confirmed still off work; no change to IP payments from AMP since last contact. • I advised likely 4-6 weeks before IME report received; will contact CL on receipt. Key Takeaways: IME confirmed 14 April. QBE follow-up required re outstanding s.67. No change to CL's income protection status.
Deliverables
Deployed to your team's Windows PCs. Branded, configured with your API keys and Actionstep credentials. Silent and automatic - no workflow changes required from your staff.
We refine the AI prompt to match your firm's specific terminology, matter types, and preferred note format. Not a generic template - built around how your firm actually works.
Full integration with your practice management system - Actionstep, LEAP, Smokeball, and others with a REST API. Notes publish directly to the correct matter with one click from the review window.
Any bugs or issues in the delivered system are fixed at no additional cost within 30 days of handover.
The entire codebase, config, and deployment scripts are yours. No lock-in, no ongoing licence fees to Workvolve. Run it independently forever.
Step-by-step instructions for your IT team to deploy to new PCs, update configs, and troubleshoot. Designed to be self-sufficient.
Why Workvolve
Generic SaaS tools cut corners that matter in a legal context. Here's how a custom Workvolve build compares.
| Generic SaaS tool | Workvolve | |
|---|---|---|
| Phone system requirement | Forces phone system replacement | Works with your existing setup |
| Note publishing | Auto-posts without review | Fee earner reviews every note before posting |
| Templates | One-size-fits-all | Built around your firm's exact terminology |
| Pricing model | Per-user monthly fees that scale as you hire | Flat monthly retainer regardless of headcount |
| AI costs | Bundled and opaque | You hold your own API keys, see exact per-call cost |
| Support | Ticket queue | Direct line to the person who built it |
| Code ownership | Vendor owns everything | You own the code, config, and API keys |
Pricing
One setup fee, one monthly retainer. API costs stay with you - not us.
Standard
1-10 fee earners
One-time setup
$3,500
Monthly retainer
$495/mo
AUD + GST. Flat rate - no per-user fees.
Annual retainer
$412.50/mo
Billed $4,950/yr. AUD + GST.
Save $990/yr
Professional
11-25 fee earners
One-time setup
$5,500
Monthly retainer
$795/mo
AUD + GST. Flat rate - no per-user fees.
Annual retainer
$662.50/mo
Billed $7,950/yr. AUD + GST.
Save $1,590/yr
Enterprise
26+ fee earners
One-time setup
From $7,500
Monthly retainer
From $1,295/mo
AUD + GST. Custom-scoped to your firm.
Annual retainer
Custom
Contact us for annual pricing.
API costs (~$0.25 per call) are billed directly by your AI provider. You hold your own keys - we never touch your billing.
You own everything we build. Stop the retainer anytime - the system keeps running.
Questions
Book a free 30-minute call. We'll show you exactly how the system works, what the output looks like for your matter types, and what it would cost for your firm.
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