Reduce onboarding time, eliminate admin errors, and generate engagement letters automatically — without touching your legal systems.

Test the Automated Client Onboarding demo mVP

Visit https://aco.appy.holdings to check out our Minimal Viable Product Demo for free.

Test out the current core functionality

You can freely upload test data, list, search and filter matters, and follow the matter life-cycle in edit matters as staff member or partner (with approval and signing rights). If you add your email address in the intake form, you can also test out to receive the engagement letter email.

Please note: the MVP is intentionally open for all, and runs on a slow server. Therefore, please do not share secrets or upload private documents, as they cannot be deleted. Thank you!

The tool is adaptable to your needs:

  • Add your Engagement Letter PDF Templates
  • Define your Corporate Identity and Letter Background Design as PDF
  • Engagement Letters will be sent from your email address
  • Clients answers to your your engagement letter email land directly in your email-inbox
  • The Intake form will be adapted to your CI/CD and placed on your website

Built for small law firms in Cyprus

This service is designed specifically for small and mid-size law offices (2–15 people) operating in Cyprus, including firms focused on:

  • Corporate services

  • Immigration & residency

  • Conveyancing & property-related work

  • Compliance-heavy client onboarding

If your firm relies on emails, Word documents, and PDFs to onboard new clients, this workflow fits naturally into how you already work.

The problem this solves

Most law firms lose valuable time during client onboarding because:

  • Client details arrive in fragmented emails

  • Documents are chased manually

  • Engagement letters are drafted from scratch

  • Partner approvals happen over email

  • There is no clear “onboarding completed” status

This creates delays, errors, and unnecessary admin workload.

The automated outcome With AI

Automated Client Onboarding & Engagement Letter Creation

We implement one focused workflow that replaces manual steps with a clean, repeatable process:

1. Structured client intake

  • One secure intake form

  • Required documents uploaded upfront

  • Service type selected by the client

2. AI-assisted classification

  • Client and matter type categorized automatically

  • Internal priority and checklist applied
    (No legal decisions made by AI)

3. Engagement letter generation

  • Uses your firm’s approved templates

  • Client data filled automatically

  • Outputs Word + PDF

4. Internal approval

  • Partner reviews and approves in one place

  • Clear visibility and audit trail

5. Client delivery

  • Final engagement letter sent

  • Matter marked as “Onboarded”

What we deliberately do not change

  • No legal advice automation

  • No billing or accounting systems

  • No case management replacement

  • No compliance or regulatory decision-making

This keeps the workflow safe, simple, and easy to adopt.

Results law firms typically see

  • 50–70% less time spent on onboarding admin

  • Fewer document errors and revisions

  • Faster turnaround for new clients

  • Clear internal visibility of onboarding status

How the engagement works

Week 1

* Review your current onboarding steps * Confirm templates and intake requirements

Weeks 2-3

* Configure intake form * Set up document automation * Implement approval flow

Week 4

* Test with real cases * Train admin and partners * Start onboarding clients through the system

Pricing

Simple and transparent

Starter — €1,800 (one-time)

Best for firms testing automation for the first time

Professional — €3,500 (one-time)

For firms with multiple service types

Support & Hosting — €150–300 / month

depending on usage

Starter Includes:

  • One onboarding workflow

  • One engagement letter template

  • AI-assisted classification

  • Approval step

  • Basic status dashboard

Delivery: 3–4 weeks

Professional Includes:

  • One onboarding workflow

  • Up to 3 engagement letter templates

  • Conditional logic by service type

  • Approval flow

  • Document history and status tracking

Delivery: 4–5 weeks

Hosting & Support Includes:

  • Hosting and AI tokens

  • Minor adjustments

  • Ongoing email support

Why appy.holdings

  • Experience building real automation systems in production

  • Focus on practical, admin-level workflows

  • Local understanding of Cyprus law firm operations

  • Fixed scope, fixed outcome, no surprises

Contact Us

Start small. Prove value. Expand later.

This workflow is designed to be the first building block.
Once it’s running, the same system can later automate:

  • Billing triggers

  • Client status reporting

  • Compliance document tracking

Only when you’re ready.

Frequently Asked Questions

How to get your Client onboarding and engagement letters in one clean, repeatable flow.

Automated client onboarding replaces manual emails and document chasing with a structured digital process. Clients submit their details and documents through a secure form, which is automatically organized and prepared for your firm’s review. Engagement letters are generated from your templates using the submitted data, and internal approvals are handled in one place. The system supports Cyprus law firms by improving speed, accuracy, and consistency without changing how legal work itself is performed.

This solution is intentionally designed to work independently of your legal or case management systems. It does not replace them and does not require complex integrations. Instead, it streamlines the administrative layer before legal work begins — intake, document preparation, and engagement letters — so your existing systems remain untouched while your onboarding becomes faster and more reliable.

Yes. The system is built to handle sensitive client information securely, using controlled access, audit trails, and encrypted document handling. It supports GDPR requirements and common data protection practices relevant to Cyprus-based law firms. You retain full control over client data, access rights, and document visibility at all times.

Small and mid-sized law firms in Cyprus benefit the most, especially those handling high volumes of similar cases such as immigration, corporate services, conveyancing, and compliance-related work. Firms that rely heavily on emails, Word documents, and manual intake processes typically see the fastest improvements in speed, accuracy, and administrative efficiency.