This is the intake I run before a document extraction build. Count the pages, name the error that scared you last, and say who reads the output.
Section 1 · Your business
| Question | Your entry | Example |
|---|---|---|
| Company or firm name | Rossi Legal | |
| What you sell | Family law, retainers and fixed fees | |
| People who touch the documents | One paralegal, one admin | |
| Tools you pay for today | MyCase, Google Drive, Gmail, Excel | |
| Who signs off on a fix | Marta Rossi, office manager |
Section 2 · What arrives and who touches it
Count a normal week, not a bad one. The error and the retention rules are what decide how careful the build has to be.
| Question | Your entry | Example |
|---|---|---|
| Document types each week | Engagement letters, invoices, ID scans, court forms | |
| Volume per week | About 40 documents, 300 pages | |
| Who retypes or rereads them | Admin types the totals, a paralegal rereads the letters | |
| Where they are stored | Gmail, shared drive, a paper folder | |
| Last error or near miss | A fee was entered as 36605 instead of 36650 and went out on an invoice. | |
| Compliance or retention rules | GDPR, seven year retention, only fee earners may open matter files. |
Section 3 · What fixed looks like
Write the fixed state so somebody could check it on a Tuesday morning. A line nobody can check will not hold a price.
| Question | Your entry | Example |
|---|---|---|
| Fixed, in one sentence | Documents are read once, filed under the right matter, and only the right people open them. | |
| Deadline or driver | Before the next audit | |
| Budget you have in mind |
Check these before you send
A person still approves what the system extracts.
The fix should run inside tools we already pay for.
I know which documents may never leave our systems.
Section 4 · Before you send
What do I get back?
A reply from me, usually within one working day, with the first fix, what it takes and the price. If the honest answer is that you do not need me yet, I say so.
Does sending this book a call?
No. Nothing is booked. If a call would help, I offer a time in the reply and you decide.
Do I have to fill every line?
No. Volume, last error and retention rules are the three I read first. The rest sharpens the price.
What happens to my answers?
They land in my inbox and stay there. No mailing list, no sharing, no automation on top.
What happens next: the answers arrive in my inbox and I reply myself, usually within one working day, with the first fix I would make, the work it takes and the price. If a call would move faster I offer a time in that reply.