for Regulated Firms
When A Complaint, Audit, Or Insurer Request Lands, Can You Produce The Evidence In Minutes?
Most UK solicitor firms and IFA practices cannot. Not because they are careless. Because the "file" is scattered across inboxes, folders, spreadsheets, and memory.
Workbie turns your Microsoft 365 reality into one AI-powered system of record, built around your real workflow. So your firm can standardise delivery, reduce key-person risk, and pull an evidence-ready trail on demand.
Workbie can support
Built for regulated firms that need cleaner
workflows, stronger evidence trails, and less key-person risk.
Solicitor firms
Small legal practices
Conveyancing teams
Litigation teams
Private client teams
Family law teams
Commercial law teams
IFA practices
Financial advice firms
Wealth advice teams
Be Honest: Your Operation Is Held Together By People, Not Process
Right now, your practice probably runs on a mix of everything.
It works… until pressure hits.
Then you realise you do not have a system of record. You have a system of places.
And the whole practice is held together by one person who knows where everything lives.
That is not resilience. That is risk with a polite outfit on.
Your team re-keys and re-checks the same details.
Delivery becomes inconsistent because each person does it their own way.
Key-person risk grows because the system is actually a person.
File reviews take longer.
Staff waste time asking where things live.
Your best people get stuck chasing emails and documents.
Partners and managers lose visibility.
Clients feel delays.
This Is Not Just Admin Time. It Is Hidden Risk And Hidden Drag.
When evidence is scattered, everything takes longer than it should.
Regulated Firms Need Cleaner Evidence Now
Clients expect faster answers. Compliance expectations are not getting lighter. Insurers, auditors, file reviewers, and regulators do not care that the evidence is "somewhere in Outlook". They care whether you can show the story clearly.
AI is changing what a business system should do. A modern system should not just store information. It should help you use it.
But AI only works when the workflow underneath is structured.
Putting AI on top of scattered regulated work is like asking a trainee to review a file where half the papers are missing.
AI Is Changing The Standard
A modern system should not just store files. It should help summarise activity, flag missing evidence, spot overdue actions, clean duplicate records, and make file review easier.
Workbie structures the job first, then adds AI where it actually helps.
Meet Workbie
Workbie is a modular workflow platform that sits alongside your Microsoft 365 setup. It turns your Outlook, Teams, SharePoint, and OneDrive reality into a clearer system of record.
Workbie is built around your workflow, not a generic template.
Same engine. Different skin.
You choose the modules you need.
Client or matter hubs.
Tasks.
Deadlines.
Documents.
Checklists.
Dashboards.
Approval steps.
Audit trails.
Evidence-ready timelines.
AI support for summaries and gaps
.
Meet Workbie
Workbie is one core business platform that can switch “skins” for different industries. For event planners and talent managers, that means your system can be shaped around the way bookings, dates, tasks, documents, approvals, and payments actually move.
Workbie gives your events, bookings, contracts, tasks, schedules, clients, talent, suppliers, and payments one organised home.
You are not forced into a stiff template.
You choose what you need.
You hide what you do not.
You connect the tools that matter.
You build around your real process.
You add AI where it reduces admin and risk.
Think of it like ordering a sandwich
You choose the ingredients.
You leave out what you do not want.
If you need something extra, it can be added
Meet Workbie
Workbie is a modular workflow platform that sits alongside your Microsoft 365 setup. It turns your Outlook, Teams, SharePoint, and OneDrive reality into a clearer system of record.
Workbie is built around your workflow, not a generic template.
Same engine. Different skin.
You choose the modules you need.
Client or matter hubs.
Tasks
Deadlines
Documents
Checklists.
Dashboards
Approval steps
Audit trails
Evidence-ready timelines
AI support for summaries and gaps
What Workbie Includes For Financial And Legal Firms
Client And Matter Hubs
Client records
Matter records
Advice journey records
One place for the full story
Linked communication
Linked documents
Timeline history
Status visibility
Tasks, Deadlines And Ownership
Task owners
Deadlines
Reminders
Overdue flags
Role-based task views
Handoff visibility
Next-step tracking
Review tracking
Documents And Evidence
Document structure
SharePoint or OneDrive alignment
Key documents in context
Checklist prompts
File review support
Evidence pack view
Document history
Archive support
Approvals And Checks
Approval steps
Checklist items
Compliance checks
Internal sign-offs
Review steps
Required document prompts
Missing evidence flags
Dashboards And Reporting
Partner view
Ops view
Admin view
Compliance view
Overdue work
At-risk files
Pending approvals
Workflow visibility
AI And Automation
AI activity summaries
AI missing evidence flags
AI duplicate record clean-up
AI checklist gap prompts
AI next-step suggestions
AI file review support
Automated reminders
Workflow automations
Natural language reporting
Role-Based Views
Partner view
Fee earner view
Admin view
Operations view
Compliance view
Clear permissions
Less clutter
Better adoption
Microsoft 365 Alignment
Outlook
Teams
SharePoint
OneDrive
Microsoft 365 workflows
Folder structure support
Communication context
Document context
INDUSTRY SKINS
A Storage And Warehouse Skin Built Around Your Operation
Not every salon runs the same way. So Workbie can be shaped around your model.
For Solicitors
Workbie can support matter progression by type deadline and handoff tracking, file consistency, checklists, templates, required document prompts, client communication timelines, complaint evidence trails, insurer request support and billing and archive visibility
Useful when a matter cannot rely on asking their staff where the file is.
For IFAs And Advice Practices
Workbie can support:client review cycles, ongoing service tracking, fact-find records, risk profile visibility, recommendation journey, suitability evidence, client communication history review status, compliance check support what happened and why trail.
what happened and why trail Useful when you need to prove what was delivered, when, and why.
Meet Workbie
Workbie is a modular workflow platform that sits alongside your Microsoft 365 setup. It turns your Outlook, Teams, SharePoint, and OneDrive reality into a clearer system of record.
Workbie is built around your workflow, not a generic template.
Same engine. Different skin.
You choose the modules you need.
Client or matter hubs.
Tasks.
Deadlines.
Documents.
Checklists.
Dashboards.
Approval steps.
Audit trails.
Evidence-ready timelines.
AI support for summaries and gaps
.
INDUSTRY SKINS
One Platform. Two Regulated Worlds.
Solicitors and IFAs do different work. But the pain is similar. Proof is scattered. Workbie can be shaped for each.
For Solicitors
Workbie can support matter progression by type
deadline and handoff tracking, file consistency, checklists, templates, required document prompts, client communication timelines, complaint evidence trails, insurer request support and billing and archive visibility
Useful when a matter cannot rely on asking their staff where the file is.
For IFAs And Advice Practices
Workbie can support:client review cycles, ongoing service tracking, fact-find records, risk profile visibility, recommendation journey, suitability evidence, client communication history
review status, compliance check support
what happened and why trail.
what happened and why trail Useful when you need to prove what was delivered, when, and why.
- Before Workbie
- The file is split across Outlook, SharePoint, Word, Excel, Teams, and memory.
- Deadlines sit in trackers people do not fully trust.
- Key decisions are buried in threads.
- Staff do things their own way.
- Compliance checks create stress.
- File reviews take too long.
- Partners ask for updates and get "let me check".
- Evidence packs are reconstructed under pressure.
- One person knows too much.
- After Workbie
- Each client or matter has one hub.
- Tasks and deadlines are visible.
- Documents sit in context.
- Approvals and checks are easier to prove.
- Communication history is easier to understand.
- AI helps flag gaps and summarise activity.
- The firm is less dependent on heroes.
Integrations
Keep The Tools You Already Use, But Make Them Work Together
Workbie is built to act as your business hub. That means it can connect with tools your team already knows.
This is important because most SMEs already live inside Microsoft tools.
Your staff should not have to learn a brand-new universe just to do basic work.
Workbie helps bring the work together so your tools stop acting like separate islands.
- Workbie Is Not For You If…
- You want a rigid template and refuse any structure.
- You want the cheapest tool possible even if adoption fails.
- You want a system that replaces Microsoft 365 instead of working with it.
- You want AI to make legal or financial advice decisions.
- You do not care about evidence trails, consistency, or key-person risk.
- You want a big-bang rollout that shocks the team.
- You want another system nobody uses.
- Workbie Is For You If…
- You want one system of record inside your Microsoft 365 reality.
- You need consistent workflows across staff without micromanaging.
- You care about evidence readiness and visibility.
- You want a phased rollout that respects time and change fatigue.
- You need stronger complaint, audit, insurer, or compliance evidence.
- You want to reduce key-person risk.
- You want AI to support summaries and evidence gaps, not make decisions.
- You want role-based views so the team does not drown in clutter.
- You want a pilot before expanding.
What You Get From The Call
We will look at how your operation really runs.
A workflow fit check
A clear view of where admin drag is coming from
Double entry means wasted hours.
Lost notes mean bad handovers.
Messy records mean longer disputes.
Staff interruptions mean the owner becomes the bottleneck.
Poor reporting means decisions are made from gut feel, not facts.
Most businesses try to add AI on top of a messy process. That is backwards.
We Fix The Regulated Workflow First.
Then We Build The Right AI System Around It.
Most firms try to add tools on top of scattered files and evidence. That is backwards.
So Workbie does it in the right order.
We Audit How Your Firm Actually Works
We look at how client or matter work moves, where evidence gets lost, and where risk builds up.
We Build The Right System Around Your Real Workflow
Not a generic setup. Not a one-size-fits-all tool. A system built around how your business actually runs.
We clean and
structure the data
Because bad data leads
to bad output.
We add AI automation
where it makes sense
Role-based setup and training so
your team actually uses it day-to-
day.
We Audit How Your Firm Actually Works
We look at how client or matter work moves, where evidence gets lost, and where risk builds up.
We Build The Right System Around Your Real Workflow
Not a generic setup. Not a one-size-fits-all tool. A system built around how your business actually runs.
We clean and
structure the data
Because bad data leads
to bad output.
We add AI automation
where it makes sense
Role-based setup and training so your team actually uses it day-to- day.
Built By A Team That Understands Business Systems
Workbie is not just software with a login page. It is a platform with delivery support behind it. That means you are not left alone trying to figure everything out. You can get...
a dedicated developer working on your system
technical oversight from a lead developer
an operations manager to coordinate requirements and timelines
security support
regular reviews
ongoing improvements
Messy records mean longer disputes.
Built With You, Not Dumped On You
Workbie is built to avoid that failure.
Done-with-you configuration
Role-based training
Ops and admin views
Stewardship documentation
On-demand micro-guides
Pilot support
Most systems fail because implementation gets dumped on one busy person. That is lazy. And it is why adoption dies.
The goal is to make the system resilient.
Not dependent on one system person who everyone bothers forever.
FAQ
Frequently asked questions
How does this actually work?
Demo.
Fit check.
Workflow snapshot.
Pilot one workflow.
Phased rollout.
You see something real within 24–72 hours of starting the pilot
What steps do we take?
Book the 15-minute demo.
If it is a fit, we run a short scope call.
Then we pilot one workflow.
Is this right for us?
If your firm needs evidence-ready files, consistent workflows, better visibility, and less key-person risk inside Microsoft 365, yes.
If you want the cheapest tool possible and do not care about adoption, probably not.
“How is Workbie different?”
Workbie is built around your workflow, kept modular, and aligned to Microsoft 365 habits.
That makes adoption and evidence trails stronger.
"What does the AI actually do?"
AI can help summarise client or matter activity, flag missing evidence, spot overdue tasks, highlight incomplete checklist items, support file reviews, and make evidence packs easier to prepare.
It supports staff.
“We don’t have time to implement.”
That is exactly why Workbie does the heavy lifting and starts with one workflow.
This is not a months-long overhaul before you see anything useful.
Before You Go Back To Business As Usual…
How much longer can your firm losing every week trying to track client records, matter files, advice journeys, deadlines, checks, approvals, documents, billing, reviews, communication, and evidence?
And what would it mean if every client or matter finally had one clear system that helps your team manage work, spot what needs attention, reduce chasing, and keep the evidence in the right place.
I cannot answer that for you.
Only you know how much time is being wasted behind the scenes.
Only you know how many deadlines, approvals, checks, client updates, reviews, or evidence points may have slipped through the cracks because the right process was not in place.
But if you care about running a regulated practice properly…
And you do not want your firm relying on one person who knows where everything lives…
Then you already know the truth.You cannot keep patching regulated work together forever.
Because the longer your evidence stays scattered, the harder it becomes to prove control when pressure lands.
Want To See What Evidence-Ready Looks Like For Your Exact Workflow?
If your client or matter files, documents, approvals, checks, deadlines, reviews, billing, and evidence are still spread across Outlook, SharePoint, OneDrive, Word, Excel, Teams, and memory, the problem will not fix itself. Workbie helps turn that scattered setup into one AI-supported system of record built around how your solicitor firm or IFA practice actually works.
Book A Workflow Mapping Call→Want To See What Evidence-Ready Looks Like For Your Exact Workflow?
If your client or matter files, documents, approvals, checks, deadlines, reviews, billing, and evidence are still spread across Outlook, SharePoint, OneDrive, Word, Excel, Teams, and memory, the problem will not fix itself. Workbie helps turn that scattered setup into one AI-supported system of record built around how your solicitor firm or IFA practice actually works.
Turn slow, messy manual processes into a smarter, faster business.
hello@workbie.co.uk
+44 (0) 123 456 7890
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