Case & Matter Management
Every case. Every matter. Every audit trail. In one place.
Meritec's case and matter management software runs on a configurable, sector-aware workflow platform. Built for UK legal, insurance and accountancy firms that need compliance evidence, not compliance theatre.
If your case files live in seventeen different places, your compliance evidence isn't real.
Most professional services firms aren't short on case management software. They're short on case management that actually holds the whole matter together. Files split between a practice management system, an email archive, a shared drive, a personal OneDrive and a paralegal's desktop. AML checks done - somewhere. KYC documents collected - by someone. The audit trail reconstructed each time the regulator, the insurer or the new partner asks.
That's not a record-keeping problem. It's an operational risk.
We see the same patterns across legal practices, insurance firms and accountancy practices:
- Onboarding that takes days because AML, KYC, conflict checks and engagement letters live in separate systems
- Matter or case progression dependent on individuals knowing what's happening - not the system
- Inconsistent evidence trails when the regulator, insurer or auditor turns up
- Document versions sprayed across email, shared drives and practice management systems
- Capacity and workload visibility built from people, not data
- Generic case management tools that fit 70% of the work and ignore the regulated 30%
Case management. Matter management. Configured for the work you actually do.
Case management is the discipline of running a single piece of regulated or structured work - a claim, an investigation, an enquiry, an onboarding - from intake to closure, with every action, document and decision recorded against it.
Matter management is the same idea applied to legal practice: every matter has a client, a fee structure, a regulatory profile, a document trail, a timeline and a closure event. The matter is the unit of work.
At Meritec, both run on the same platform. We don't treat them as separate products. We treat them as the same problem expressed in two professional vocabularies. What changes is the configuration - the forms, the rules, the regulatory hooks, the integrations.
That gives you four things at once:
- A single record of truth per case or matter - documents, communications, decisions, status, all in one place
- Workflow that moves the work forward automatically - assignments, approvals, deadlines, escalations
- Compliance evidence captured as a by-product of doing the work, not reconstructed afterwards
- Reporting that tells you capacity, throughput and risk in real time, not at month-end
Six capabilities. One case file. Configured for your regulated reality.
Intake and client onboarding:
Structured intake forms, automated AML and KYC checks, conflict screening, engagement letter generation. Onboarding that finishes in minutes, not days.
Case and matter records:
A single, structured record per case or matter. Documents, correspondence, parties, fees, status, deadlines, audit trail - all linked and all searchable.
Workflow and progression:
Stages, tasks, approvals, escalations and deadlines automated against your firm's process. The system moves the work forward; people make decisions.
Centralised Data:
Documents stored against the matter - not in personal drives. Templates with mail-merge from case data. Secure client portals for exchange.
Compliance and audit:
Full audit trail captured automatically. Role-based access, retention policies, regulator-grade record keeping. Designed for ECCTA, FCA, SRA and ICAEW environments.
Dashboards and reporting:
Real-time visibility of caseload, capacity, risk and SLA performance. Reports built from live data, not from chasing fee earners.
Built for firms where every case has a regulator looking over its shoulder.
Meritec serves UK professional services firms with (typically) £5m+ revenue and 25+ staff - large enough that case volume is operationally material, regulated enough that informal record-keeping is no longer viable.
Construction
Job and order management, RAMS, CDM 2015 documentation, subcontractor coordination, mobile field access, client portals.
Legal firms
Client onboarding, AML and KYC, matter and case management, audit-ready compliance, regulator-grade record keeping.
Accountancy firms
Client onboarding, ECCTA-aligned ACSP workflows, MTD-ready data flows, engagement management.
If your firm doesn't fit one of these moulds - talk to us.
The platform underneath is the same; the configuration follows the work.
Built in the UK. Trusted with regulated work. Proven at scale.
Meritec has been building workflow and case management software in the UK since 1996. We've delivered for Local Government, Legal, Insurance and Accountancy environments where audit, evidence and access control are not optional. The platform is ours, the IP is ours and the team is in the UK.
In 2012 we co-created CPOMS - a child protection case management platform - built on the same workflow foundations that power Orchestrate today. CPOMS scaled from one school to over 12,500 schools across 35+ countries before its sale in 2018. Case management built on this platform doesn't only handle scale; it has done.
Today, the same approach powers compliance and onboarding workflows for Local & Central Government directly & professional services firms through our white-label partnership with Red Flag Alert, including end clients across legal, insurance and construction. The platform earns its place in regulated environments because it was built for them.
ISO 27001:2022 certified
Independently audited information security management: the standard regulated firms require from technology partners.
UK-based platform and team
UK-based platform and team
In business since 1996
Independently audited information security management: the standard regulated firms require from technology partners.
Proprietary platform - no third-party dependency
Meritec owns its platform IP. Your workflows aren’t subject to a third-party vendor’s roadmap changes or pricing decisions.
Three steps. Weeks, not quarters.
Diagnostic.
We map your current case or matter lifecycle - where work gets stuck, where evidence gets lost, where the regulator's questions would be hardest to answer. You leave with a written diagnosis whether or not you proceed.
Configure.
We start from the relevant Orchestrate template - Legal, Insurance or Accountancy - and configure it to your firm. Working software in weeks, not months. No blank-canvas custom builds.
Roll out and refine.
We deploy in a controlled rollout with your team, train your users, and iterate based on what real use surfaces. Then we keep improving - case management is a programme, not a project.
Case and matter management: the questions buyers actually ask.
What is case management software?
Case management software is a system that holds the complete record of a single piece of work - a claim, a matter, an investigation, an onboarding - from intake to closure. It tracks documents, communications, decisions, deadlines, parties and audit trail in one structured place, and orchestrates the workflow that moves the case forward.
How is case management different from matter management?
Matter management is the legal-sector term for case management. The capabilities are the same - a single record per matter, document control, deadline tracking, fee accrual, audit trail. The vocabulary differs because legal practice talks in matters, where insurance talks in claims and accountancy talks in engagements. Meritec runs all three on the same platform with sector-specific configuration.
How is this different from practice management software?
Practice management software typically focuses on billing, time recording, accounts and client records at the firm level. Case or matter management focuses on the work itself - what's happening on a specific case, who's doing it, what evidence is being captured. The two are complementary. Meritec integrates with leading practice management systems rather than replacing them.
Does it handle AML and KYC?
Yes. Client onboarding workflows include AML screening, KYC document collection, conflict checks and engagement letter generation as part of the case intake process. Through our white-label partnership with Red Flag Alert, the platform underpins compliance workflows used by major UK legal and trade businesses.
Is it suitable for SRA, FCA or ICAEW-regulated environments?
Yes. The platform is designed for regulated professional services. It captures full audit trails, supports role-based access and retention policies, and is configured with regulatory hooks specific to each sector - ECCTA and ACSP for accountancy, FCA and Failure to Prevent Fraud for insurance, SRA-aligned record keeping for legal.
How long does deployment take?
Most clients see working software within 6-12 weeks of project start. We deploy from a pre-configured Orchestrate sector template - Legal, Insurance or Accountancy - rather than custom-building from scratch. That is what makes the timeline realistic.
Can it integrate with our existing systems?
Yes. The platform integrates with Microsoft 365, finance systems (Xero, Sage), practice management systems and sector-specific tools. The platform sits across your stack as the case-of-record and orchestration layer; it doesn't ask you to rip and replace.
It’s time to make your work flow.
Tell us how the work moves through your firm. We'll show you how it could move.
