Matter Intake and Conflict Check Agent
The Matter Intake and Conflict Check Agent captures new client and matter details, runs conflict checks against your client and matter database, and completes FICA onboarding under your firm's RMCP. It then prepares the engagement letter with the agreed scope and fees, so matters open quickly and cleanly.
Ideal forPractice managers
The difference
From 2-4 hours per new matter to 20-30 minutes
Attorneys start work sooner and your risk team focuses on the matters that genuinely need attention.
Done by hand
2-4 hours per new matter
With the Vanine agent
20-30 minutes
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Conflicts found before work starts
A missed conflict can damage client relationships and breach the LPC code of conduct. The agent searches parties, related entities and directors across your database, including name variations.
FICA done properly the first time
Where your firm acts as an accountable institution, incomplete client due diligence is a real regulatory risk. The agent checks each pack against your RMCP and chases what is missing.
Engagement letters that set expectations
Clear scope, fee terms and responsibilities reduce billing disputes later. The agent drafts engagement letters from your templates for the attorney to approve.
Capabilities
Open new matters faster, with conflicts cleared and FICA complete.
Built for attorneys, new business and risk teams, FICA compliance officers and practice managers at South African law firms.
Matter capture
Captures client, matter, opposing party and related party details from intake forms and emails into your practice management system.
Conflict searching
Searches the client and matter database for parties, directors, shareholders and related entities, using fuzzy matching to catch spelling and name variations.
FICA client due diligence
Collects and checks ID documents, proof of address, company documents such as the CoR14.3 and beneficial ownership information against your RMCP.
Screening
Screens clients and beneficial owners against the FIC targeted financial sanctions list and PEP sources, and routes matches to compliance.
Risk rating support
Proposes a risk rating based on client type, matter type and screening results for compliance to confirm.
Engagement letters
Drafts the engagement letter with scope, fee basis, estimates and terms, using the right template for the practice area.
How it works
From your systems to a result you sign off
The responsible attorney clears conflicts, compliance approves the FICA risk rating, and the attorney signs the engagement letter. The agent never accepts a client on its own.
Connect the places your client records already live.
Intake forms and emails in Outlook, your client and matter database in LegalSuite, GhostPractice, AJS or Clio, and KYC and CIPC data through your provider subscriptions. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- LegalSuite, GhostPractice, AJS, Clio
- KYC and ID verification providers (XDS, TransUnion, Smile ID)
- CIPC data via Windeed or SearchWorks
- Refinitiv World-Check and sanctions lists
Runs automatically when a new matter request arrives, or on request in Teams, Copilot Studio or OpenAI Frontier.
A conflict report, FICA checklist and draft engagement letter, with the matter record updated in your practice management system.
Step by step
- 01
A new matter request arrives by form or email.
- 02
The agent captures the details and runs the conflict search.
- 03
It collects FICA documents, verifies them and screens the parties.
- 04
It drafts the engagement letter and a risk rating proposal.
- 05
The attorney clears conflicts and compliance approves the risk rating.
- 06
The attorney signs the engagement letter and the matter is opened.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Capture the client and matter details"
- client
- Logistics company
- matter
- Commercial dispute
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your client records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your client records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your client records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CLIENT RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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