01
Collect
Pulls the intake form, IDs, supporting documents, emails, portal uploads, and DMS records into one matter queue.
Your teamOpening the matter and naming the matter type.
Workflow stack · Matter readiness
Matter files ready before the deadline.
Scellus reads every new matter against the checklist, verifies key data against source records, and chases missing documents early. The fee earner receives a clean review queue before filing pressure arrives.
Built for Malaysian law firms running conveyancing, litigation, corporate, and family matters across a DMS, shared inboxes, WhatsApp, and practice-management records.
Readiness readout · checklist verified
Where matter prep breaks today
The deadline arrived. The file was not ready.
The filing-day gap.
The file is pulled on the morning it is due. The consent letter is missing, the client is not answering, and the deadline starts moving.
Names that do not match.
The intake form, identity document, SSM search, and client record carry small differences nobody catches until lodgement.
Documents chased too late.
IDs, addresses, and signed forms are requested the night before, often by whoever last spoke to the client.
SRO worked under pressure.
The Solicitors' Remuneration Order (SRO) fee figure is calculated by hand when the file is already urgent. A rounding slip becomes a billing conversation later.
Review means investigation.
The fee earner is asked to sign off, then has to hunt through email, WhatsApp, and the DMS to understand the exception.
No clean audit trail.
When a partner asks what was checked, chased, and signed off, the answer is reconstructed from memory.
Operating truth
A stored file is not a ready file.
Readiness is the moment every required document is present, every key field has a source, every exception has an owner, and the fee earner reviews judgement rather than doing the hunt.
Service specification
The work we take over, in plain terms.
This is a managed service. Scellus runs the repeated work and prepares the exceptions. Your team keeps the decisions that need judgement.
- What enters the service
- Matter forms, identity records, company records, supporting documents, messages, and filing checklists.
- What Scellus handles
- We collect each file, extract required details, check the agreed requirements, verify key records, and follow up on missing items.
- What your team handles
- Your team reviews matter-specific risks, approves exceptions, and makes the final readiness decision.
- What Scellus delivers
- A review-ready file, missing-item queue, readiness report, deadline view, and audit trail.
- How performance is measured
- Time to readiness, ageing of missing items, exception rate, and completion before the agreed deadline.
- Commercial model
- One-time setup plus a monthly managed service. Final pricing depends on volume, workflow complexity, integrations, review requirements, and service levels. The fit check confirms suitability before any paid work begins.
The stack
Six blocks. One ready matter file.
Matter readiness runs the full public block sequence. It starts with matter-file collection, then reads and verifies the fields that matter. It chases gaps before the deadline, pauses for fee-earner judgement, and delivers a readiness report with the audit trail attached.
- 01Collect
- 02Read
- 03Verify
- 04Chase
- 05Review
- 06Deliver
02
Read
Extracts names, identity numbers, company numbers, addresses, deadlines, amounts, and matter-specific checklist fields.
Your teamConfirming unusual formats and handwritten records.
03
Verify
Checks key fields against SSM, LHDN where relevant, the client master, and the firm’s matter requirements.
Your teamSetting confidence thresholds and source priority.
04
Chase
Requests missing IDs, signed forms, address proof, and supporting documents while there is still time to act.
Your teamApproving chase wording and escalation rules.
05
Review
Holds mismatches, incomplete files, SRO questions, and judgement calls for fee-earner sign-off with the source attached.
Your teamMaking the legal judgement and sign-off call.
06
Deliver
Delivers the readiness report, exception queue, matter-type readiness checklist, SRO working, and matter audit log.
Your teamFiling, client delivery, and final matter ownership.
What you receive
Not a folder. A readiness record.
The output is not a claim that the file is probably complete. It is the evidence that the matter was checked, chased, reviewed, and ready before pressure arrived.
A daily matter-readiness report showing each file due, what is complete, what is missing, and who owns the next action.
A live exception list for missing documents, data mismatches, incomplete client details, and unclear SRO or filing items.
A matter-type readiness checklist, checked against the documents actually on file, not against memory.
A reviewer queue that gives the fee earner the discrepancy, source record, document, and recommended next step in one place.
SRO working and supporting fields prepared before sign-off, so the fee figure is reviewed calmly rather than recreated under pressure.
An audit log linking matter, field, source, missing item, chase, sign-off, and timestamp for partner review or compliance checks.
Measured result
What earlier readiness looks like.
For one anonymised 20-lawyer firm, the share of conveyancing matters ready three working days before scheduled lodgement increased from 37% to 80%. Missing items were resolved sooner, and fee earners spent less time reconstructing files during final review.
- 37% → 80%
- Ready by T-3
- 4.7 → 1.9 days
- Median missing-item age
- 31 → 15 minutes
- Median fee-earner review time
The transition
What changes when Scellus runs matter readiness.
Missing documents
Today
The gap is found when the file is pulled for filing, with hours to spare and the client not answering.
We handle
We read each matter against the checklist when it opens and chase missing items days before the deadline.
Your team
Approves the request wording and escalation path.
Source verification
Today
Names, IDs, company numbers, and addresses are checked by eye, then a mismatch appears at lodgement.
We handle
We cross-check fields against SSM, LHDN where relevant, and your client record, then attach the source to every exception.
Your team
Decides how to resolve genuine discrepancies.
Fee-earner sign-off
Today
Review means opening emails, folders, and message threads to understand what the clerk is asking.
We handle
We hold unclear cases in one reviewer queue with the record, discrepancy, checklist item, and working shown.
Your team
Signs off exceptions and legal judgement calls.
Division of labour
We run the readiness queue. You keep legal judgement.
Scellus handlesYour team decides
Collect matter documents from DMS, email, forms, portals, and upload links
Open the matter and name the matter type
Read fields and match the file against the matter checklist
Confirm matter-specific requirements
Verify fields against source records and flag mismatches
Set source priority and confidence thresholds
Chase missing documents before the deadline
Approve wording and escalation rules
Prepare the reviewer queue, readiness report, and SRO working
Make fee-earner sign-off decisions
Maintain the audit log and monthly operating report
Own filing, client advice, and matter responsibility
Compliance and data
Client records stay traceable while they move.
Matter data, including client names, identity numbers, addresses, company records, filing details, and source documents, stays under PDPA 2010 and the 2024 Amendment.
Bar Council confidentiality and retention obligations shape the permission model, reviewer queue, source checks, and audit log. Scellus confirms data residency before processing.
Scellus builds traceability into the deliverable: matter, source field, record checked, missing item, chase status, fee-earner decision, and timestamp.
Integrations
We meet your matter stack where it already is.
Documents and workspace
- iManage, NetDocuments, and in-house DMS
- Microsoft 365, SharePoint, OneDrive
- Google Workspace and Shared Drives
- Matter folders and shared inboxes
Client communication
- WhatsApp Business API for document chasing
- Email ingest from the matter inbox
- Web intake and onboarding forms
- Secure client upload links
Reference checks
- SSM e-Search for company and director records
- LHDN checks where relevant
- Client master and conflict records
- Land office and filing requirements, where relevant
Operating cadence
Read, verify, chase, then review.
- Step 1:
Daily
New file intake and checklist match
We pull new matter files, read the required fields, match them to the checklist, and surface missing items before the day starts.
The day’s files are known, not guessed. - Step 2:
Weekly
Exceptions and chase status
Scellus reviews open exceptions, missing client documents, and matters near deadline, and chases each one with an owner attached.
No matter waits on a follow-up that never went out. - Step 3:
Monthly
Operating report and rule-book review
Scellus reports matters readied, exceptions resolved, days cleared before deadline, and checklist changes for partner review.
The process improves from the audit trail.
Indicative scope
Checked enough to file. Logged enough to prove.
Build phase
Four to eight weeks.
DMS and workspace connections, checklist capture per matter type, SSM and LHDN verification rules, chase templates, readiness-report format, reviewer queue, SRO working, parallel run, and go-live.Operating retainer
Monthly engagement.
Daily readiness reports, exception handling, document chasing, reviewer-queue operation, audit logs, monthly operating report, and quarterly checklist and rule-book reviews.Scellus confirms final scope, duration, and fee at the Workflow Review, against matter volume, matter mix, DMS footprint, verification sources, and deadline pressure.
What firms ask first
The questions that decide whether files are ready.
Find out what your matters would look like, ready before the deadline.
Start with the matter type that keeps slipping. We will map where the file breaks, what needs verification, and the first managed workflow to operate.