A one-time licence. The firm's software, on the firm's infrastructure.
DocFlow AI is delivered as a one-time, perpetual licence. The firm pays once, deploys on its own servers, connects its own API keys, and owns the running instance outright. No recurring subscription. No vendor lock-in.
One of our first UK partners.
The pricing in this schedule reflects a founding-partner position. Figures increase by approximately 50% once ten firms are running on the platform. A contract signed now locks in current rates for all future modules.
How pricing is composed
Five layers, all one-time, transparently combined.
Each engagement is priced across five distinct layers, all of them one-time. Foundation is the perpetual licence for the core platform. Modules are the AI capabilities — extraction, letter generation, evidence audit and so on — each a one-time addition. Deployment covers installation onto the firm's infrastructure. Training onboards the firm's people. Customisation covers anything bespoke.
Two items are recurring by nature: an optional Annual Care Plan for updates after Year 1, and any API costs the firm incurs with its own providers (Gemini for AI, Cloudflare R2 for storage, hosting) — paid by the firm directly and not on this schedule.
Infrastructure the firm provides for itself
Hosting & storage
A server or VM (on-premise or cloud), a PostgreSQL database, an S3-compatible object store (Cloudflare R2 recommended for UK residency), a domain & TLS certificate.
API keys
A Google Gemini key for extraction & drafting, Cloudflare R2 (or equivalent) storage keys, SMTP credentials for email, and SSO/IdP credentials if required.
DocFlow provides the deployment scripts, configuration templates and runbook to connect each of the above. Typical monthly running cost for a boutique firm is £80–£250, paid directly to the underlying providers.
Foundation licence
Required. The platform itself, perpetual.
Foundation — Practice
Perpetual licence for the core platform, sized for firms of up to 25 named users. Includes full source code, deployment scripts, runbook, schema migrations and twelve months of updates.
Foundation — Firm
Perpetual licence with no user-count restriction. Same deliverables as Practice; appropriate for firms of 25–50 staff or any firm wishing to avoid the user limit entirely.
Full source code
Git repository, perpetual.
Case management
Five-tab case file & dashboard.
Universal search
⌘K across the whole firm.
Audit log
Append-only activity trail.
Roles & access
Granular RBAC & team management.
12 months of updates
Bug-fix & security patches.
Modules — à la carte
Selected by the firm. Priced once, perpetual. Twenty-seven modules across five areas — every legal figure encoded against current UK guidance with source citations.
Sponsor-Licence Compliance
A dedicated layer above the case for licence-holding employers: Appendix D record-keeping per worker, an SMS reporting-deadline tracker (10 & 20 working-day windows), right-to-work / eVisa share-code checks, a key-personnel register with change history, and a one-PDF audit-readiness report per sponsor. Encoded against current Home Office guidance with source citations — no US platform offers it.
AML / KYC + Sanctions Screening
Client due diligence under the Money Laundering Regulations 2017: identity verification, a weighted risk assessment, source-of-funds, and partner sign-off with an ongoing-monitoring date — plus live sanctions & PEP screening against OpenSanctions (consolidated OFSI/OFAC/EU/UN). Screening flags candidates for a human to adjudicate; it never auto-confirms.
Conflict-of-Interest Check
Screens a matter's parties at intake against the firm's existing clients, sponsor entities and sanctions data, and records the fee-earner's decision. Enforces SRA Code of Conduct 6.1 (own-interest — absolute) and 6.2 (client conflict — only under a recognised exception with informed consent).
Companies House Verification
Verifies a sponsor's UK company against the free Companies House API — status, registered office, incorporation, officers and SIC codes — and flags compliance risks (a dissolved or insolvent company can't lawfully hold a sponsor licence). A live external-data check on the licence holder.
Policy Alerts & Impact Engine
A curated feed of UKVI/USCIS policy changes, severity-tagged — and, crucially, it links each change to the specific open cases it affects, refined by criteria (e.g. Skilled Worker cases below the new salary threshold) and worked through as a per-case triage. Not just news: a worklist.
Document Extraction
AI OCR, classification and field extraction for passports, bank statements, CoS, P60s, certificates and more, with per-field confidence scoring.
Letter Generator
AI-drafted cover letters, RFE responses and supporting statements, streamed in real time. Editable, versioned, attached with a full audit trail.
UK Forms Auto-Fill
Auto-population of Appendix FM, SU07, FLR(M), SET(M), VAF and sponsor-licence applications from extracted data. Cuts routine form prep by 60–70%.
Tribunal Appeal Bundle Builder
Assembles a case's documents into a single indexed, bookmarked, paginated, A4 PDF that complies with the First-tier Tribunal (IAC) Practice Direction §7 — a hyperlinked index, continuous pagination, section bookmarks and a compliant cover. Hours of manual PDF work in one click.
Certified Document Translation
AI-drafts an English translation of a foreign-language supporting document; a qualified translator reviews and certifies it to UKVI requirements (accuracy statement, date, translator credentials), producing a Certificate of Translation with an e-signed audit trail.
Built-in E-Signature
A reusable, tamper-evident e-signature primitive — typed acceptance captured with timestamp, IP, device and a content hash that pins the signed version. Powers client-care letters and translation certificates; no DocuSign licence required.
Evidence Audit
Per-case-type bundle scoring across Identity, Financial, Employment and Qualification categories, with missing-item callouts and a visual gauge.
UK Immigration Research Library
Citation-backed lookup of Statement of Changes, caseworker guidance, Tribunal and ECAA decisions — returning the rule, the citation and the revision date.
Case Outcome Predictor
Approval likelihood per case, calibrated on the firm's own recorded outcomes once enough matters close, blended with evidence strength and open blockers. Honest about its confidence — illustrative until the firm's data is there.
Ask the Case File (AI assistant)
Grounded natural-language Q&A over a case's own documents — job titles, salaries, dates, mismatches, missing evidence — with source-document citations. Answers only from the file and refuses to invent facts. Uses the firm's own Gemini API key.
Practice Insights (analytics)
A partner dashboard rolling up caseload by status, type and fee-earner; grant rate overall and by route; revenue, WIP and recovery; deadline risk; and the renewal pipeline. Turns the data the firm already produces into management view.
Case Timeline & Activity Feed
Immutable per-case timeline of every action — upload, attach, draft, audit, approval, sign-off — with per-user attribution and export.
Client Document-Collection Portal
Send the client a checklist of required documents; they upload directly through a branded, no-login portal. Each file auto-classifies, extracts and attaches to the case, with per-item required/optional tracking, progress, and one-click reminders for outstanding items.
Client Care & Engagement pack
Generates an SRA-compliant client-care / costs / terms letter (scope, supervision, costs + VAT, complaints and the Legal Ombudsman referral limits, regulation, UK-GDPR) and captures the client's electronic acceptance via a public signing link. Cited to the SRA Code of Conduct.
Multilingual Client Intake
Intake forms in twelve languages — Arabic, Urdu, Punjabi, Bengali, Mandarin and more, RTL-aware — with the client's answers machine-translated back into English and routed into the case file for review.
AI Voice & Phone Intake
AI phone intake that takes initial calls, captures the case type and basic facts, and creates a draft case file for the solicitor.
Matter Billing, Time & Profitability
An office-side ledger: branded invoices with professional-fee and disbursement lines (Home Office fee / IHS pulled from the fee calculator), payment recording and aged-debt. Fee-earners log time; chargeable time becomes WIP until billed, giving a matter recovery rate. Money held in exact integer pence — never floats.
Fee & IHS Calculator
Itemised Home Office fee + Immigration Health Surcharge quotes (current schedule, half-year IHS rounding, priority services and sponsor costs), gov.uk-cited with provisional flags on unverified figures. Feeds straight into an invoice.
Deadline Management
Central register of visa expiries, BRP renewals, appeal windows and cut-offs — urgency colour-coded on the dashboard, with optional email reminders.
Tribunal Deadline Calculator
Computes statutory challenge deadlines from a decision date — FtT appeal (14 days in-country / 28 out), Upper Tribunal permission, administrative review, and judicial review (3 months + promptly) — in calendar days with weekend roll-forward, and diarises them onto the case. Cited to the Procedure Rules.
Client Lifecycle & Renewals
Tracks each client's journey — visa → extension → ILR → citizenship — with qualifying periods, and flags re-engagement windows before the current leave expires. Turns a completed matter into the next one instead of a lost client.
Trust Accounting Integration
SRA client-account tracking for client money — the regulated ledger and reconciliation reports, plus a payment processor. Phase 2 of the billing module.
Modules that encode legal or financial rules — sponsor reporting windows, fees and the IHS, tribunal deadlines — record the source citation and the date each figure was last verified, and the app surfaces where guidance may have moved rather than presenting a stale figure as current. The Annual Care Plan keeps these rule-sets updated as Home Office and SRA requirements change; the software also remains fully operable without it.
Deployment, training & customisation
Installed, taught and tailored to the firm.
Standard Deployment
Remote install onto the firm's server, database setup, R2 & Gemini configuration, TLS & domain wiring, smoke-test and go-live walkthrough. Two weeks.
Premium Deployment
Standard plus environment hardening, a staging environment, one custom evidence template and thirty days of post-go-live support.
Data Migration from Existing PMS
Migration of cases, contacts and documents from LEAP, Clio, Actionstep, ProClaim or comparable. Includes mapping, test migration and cutover.
SSO / SAML Integration
Single sign-on via Microsoft Entra ID, Okta, Google Workspace or any SAML 2.0 IdP, with IdP-side setup support and end-user testing.
Remote Training Session
Two-hour video session with a product specialist, covering the chosen modules with live Q&A. Recording provided.
On-Site Training — Half Day
Trainer attends the firm's office for a half-day workshop, up to 15 attendees. Recording & runbook provided.
On-Site Training — Full Day
Full-day workshop, up to 30 attendees, with role-split sessions for partners, solicitors and paralegals.
Custom Evidence Template
Bespoke evidence-bundle template for a case type outside the standard library, or a firm-specific variant.
Letter Voice Calibration
Calibration of the Letter Generator on a sample of the firm's existing correspondence, matching tone, structure and signature.
Custom Case Type
A new case type configured end-to-end — intake fields, evidence template, letter templates and deadline definitions.
Custom Branding & Domain
The platform deployed at the firm's own domain, with firm logo, palette and email templates throughout.
Bespoke Integration
Integrations to Microsoft 365, Outlook, Companies House, DocuSign, accounting systems or other firm tooling.
White-Label Resale Rights
Licence to re-brand and offer the platform to associated firms or franchisees under the firm's own brand.
Annual Care Plan — optional
For Year 2 onward. Purchased annually, in advance — not an auto-renewing subscription.
- Bug-fix & security updates
- New minor versions of purchased modules
- Email support, 2-business-day response
- Everything in Essentials
- Four-hour response, weekend cover
- Direct phone escalation
- A named support engineer
- Everything in Priority
- Dedicated Customer Success Manager
- Monthly review & quarterly compliance review
- 12 hours of customisation credits / year
Indicative packages
Three illustrative configurations. Starting points — expand, reduce or recombine freely.
- Foundation — Practice (25 users)
- Document Extraction
- Letter Generator
- Deadline Management & Policy Alerts
- Standard Deployment
- One remote training session
- Foundation — Practice (25 users)
- All six core modules
- Premium Deployment & SSO
- Letter voice calibration (2 types)
- One custom evidence template
- Half-day on-site training
- Foundation — Firm (unlimited)
- All six core modules
- Premium Deployment & SSO
- PMS data migration (up to 250 cases)
- Custom branding & domain
- Full-day on-site training
All figures one-time, excluding VAT. Not fixed tiers — each is assembled from the line items above.
Three-year cost comparison
A one-time licence pays for itself before Year 3.
- Year 1 · One-time licence £48,000
- Year 2 · Care Plan (Priority) £4,500
- Year 3 · Care Plan (Priority) £4,500
- Three-year cost £57,000
- Year 1 · Subscription (firm-wide) £36,000
- Year 2 · Subscription £36,000
- Year 3 · Subscription £36,000
- Three-year cost £108,000
Net saving over three years — and you own the system.
At the end of Year 3 the firm owns the platform outright. SaaS benchmark approximated from Docketwise Pro ($109/user/month) for a 25-user firm, converted to GBP.
Proof of deployment
A two-week pilot, fully creditable against the full package.
Before committing to the £48,000 Practice configuration, the firm may run a two-week Proof of Deployment. We install the Foundation Licence and Document Extraction onto a test environment, configure one real workflow — typically Skilled Worker — and hand it to the team to use on live cases.
- The £4,500 credits in full against the £48,000 Practice configuration
- Two weeks of real-world validation already on the record
- The firm walks away — no further commitment, no follow-on invoice
- The test environment is decommissioned and the engagement closes cleanly
- Foundation Licence on a test environment
- Document Extraction installed & configured
- One real workflow (Skilled Worker)
- Live use for two weeks
- Daily check-ins; written outcome report
Roadmap
Committed ship dates. Included free for Care Plan clients.
Client-Account Ledger & Payments
Phase 2 of billing: an SRA-compliant client-money ledger with reconciliation, plus card and direct-debit collection (Stripe / GoCardless).
Calendar & Email Integration
Two-way Outlook and Google Calendar sync for deadlines, and forward-to-case email capture straight onto the case timeline.
AI Voice & Phone Intake
An AI receptionist that takes initial calls, captures the case type and basic facts, and opens a draft case file for the solicitor.
Commercial terms
The non-negotiables of the engagement.
Licence type
Perpetual, one-time, non-exclusive. The firm owns the running instance and the right to use the source code for its own operations.
Source code
Delivered as a Git repository on contract execution. Freely modifiable for the firm's own use; redistribution requires the White-Label add-on.
Deployment & API keys
Onto infrastructure the firm controls. The firm provides and bears all hosting, database, storage and API costs, paid directly to the providers.
Updates
Twelve months included from go-live; thereafter via the Annual Care Plan. The firm may decline Care and continue operating indefinitely.
Bug warranty
Ninety days from go-live: any critical or high-severity bug in delivered code is fixed at no charge, regardless of Care status.
Payment & validity
50% on signature, 50% on go-live acceptance. Care Plans invoiced annually in advance. All figures ex VAT. Schedule valid ninety days from issue.
Assemble the package on the same page.
Tell us your firm's size and the modules that matter, and we'll return a fixed schedule — and a two-week pilot that credits against it in full.