Four practices, five questions each: how a matter moves, the documents that have to exist, who touches the system, what Atlas does about it, and which modules you’d switch on. Every step is tagged with the module that handles it — that connection is the whole point.
Worth saying plainly: this is not trust accounting, it does not calculate court deadlines from the rules, and Atlas gives no legal advice. It runs the intake, the matter, the documents, the hours and the invoice.
Litigation
Matters that run for years, discovery that buries you in paper, and a calendar nobody can afford to miss.
How a job runs
1Intake and conflict checkCustomer Relations
2Engagement letter signedContract Management
3Matter openedProject Management
4Discovery documentsKnowledge Base
5Hearings on the calendarScheduling
6Time billedInvoicing & Billing
Modules you’d switch on
Customer Relations · in the core platform Clients, parties and opposing counsel with the conflict search on intake.
Contract Management · in the core platform Engagement letters, e-signed and versioned on the matter.
Project Management Every matter as phases and tasks, with time logged against them.
Knowledge Base Filings and discovery documents, versioned, with AI search scoped by permission.
Scheduling · in the core platform Hearings, depositions and deadlines your team enters, with reminders.
Invoicing & Billing Invoices from logged time, with retainers and overdue statuses tracked.
The paperwork that has to exist
Engagement letter
Conflict check record
Pleadings and filings
Discovery requests and productions
Hearing and deposition notices
Invoices with time detail
Hundreds of documents per matter over its life
Who’s in the system
Partner Sees every matter’s status, unbilled time and upcoming hearings from Analytics & BI, and approves the invoice before it goes.
Associates Work the matter’s tasks in Project Management and log time against them as they go.
Paralegal Keeps filings and discovery organised in the Knowledge Base and the hearing calendar current in Scheduling.
Billing Turns logged time into invoices in Invoicing & Billing and chases what is overdue.
What Atlas does here
“What did opposing counsel say about the deposition dates?” — Atlas finds the email thread on the matter and summarises it.
Personal Injury
High intake volume, medical records to chase, and a settlement that pays everyone at the end.
How a job runs
1Lead comes inDemand Generation
2Intake and sign-upCustomer Relations
3Records requestedWork Orders & Field Dispatch
4Demand package builtKnowledge Base
5Negotiation loggedEmail & Meetings Capture
6Settlement statementInvoicing & Billing
Modules you’d switch on
Demand Generation · in the core platform Web forms, calls and referrals in one queue, qualified and routed fast.
Customer Relations · in the core platform Each case with the client, insurers and providers on one record.
Work Orders & Field Dispatch Records requests tracked like work orders, with due dates and follow-ups.
Knowledge Base Medical records and demand packages, versioned and searchable.
Email & Meetings Capture · in the core platform Adjuster calls and emails logged on the case with next actions created.
Invoicing & Billing Case costs tracked and settlement statements drafted from them.
The paperwork that has to exist
Contingency fee agreement
Records authorizations
Medical records and bills
Demand letter
Settlement statement
10–40 records per case
Who’s in the system
Intake specialist Works incoming leads in Demand Generation, qualifies them and signs the fee agreement the same day.
Case manager Chases records as tracked requests and builds the demand package with everything attached.
Attorney Negotiates with every call and email logged on the case, summarised.
Accounting Prepares the settlement statement from the case’s costs and fees in Invoicing & Billing.
What Atlas does here
Atlas lists every case with a records request older than thirty days and drafts the follow-up.
Estate Planning & Probate
Flat-fee work with a questionnaire at the start, a signing ceremony in the middle, and a relationship that lasts decades.
Scheduling · in the core platform Consultations and signing meetings with availability from real calendars.
CSAT & Forms The intake questionnaire as a form that fills the client record.
Knowledge Base Your templates and every executed document, versioned.
Contract Management · in the core platform Engagement letters e-signed before work starts.
Invoicing & Billing Flat-fee invoices and payment status on the record.
Automation & Integrations · in the core platform Review reminders and follow-ups that run without anyone remembering.
The paperwork that has to exist
Engagement letter
Client questionnaire
Wills and trust instruments
Powers of attorney and directives
Signing and witness record
6–12 documents per plan
Who’s in the system
Attorney Reviews the questionnaire and the drafts, and signs off before the signing meeting.
Paralegal Drafts from your templates in the Knowledge Base and prepares the signing packet.
Client coordinator Books consultations and signings in Scheduling and sends the questionnaire.
Firm administrator Tracks flat-fee invoices and the review reminders that bring clients back.
What Atlas does here
“Which clients’ plans are over five years old?” — Atlas lists them and drafts the review invitation.
Corporate & Transactional
Deals with checklists, contracts with versions, and clients who want to know where the closing stands.
How a job runs
1New matterCustomer Relations
2Engagement signedContract Management
3Closing checklistProject Management
4Drafts and redlinesKnowledge Base
5Signatures collectedContract Management
6Invoice on closingInvoicing & Billing
Modules you’d switch on
Customer Relations · in the core platform Clients, counterparties and their counsel on one record.
Contract Management · in the core platform Engagement letters and signature collection, e-signed and versioned.
Project Management Closing checklists as tasks with owners and dates.
Knowledge Base Drafts and redlines with version history and permissioned search.
Email & Meetings Capture · in the core platform Deal email on the matter, summarised, with follow-ups created.
Invoicing & Billing Invoices against the agreed budget, with time detail.
The paperwork that has to exist
Engagement letter
Closing checklist
Draft agreements and redlines
Signature pages
Closing binder
20–100 documents per transaction
Who’s in the system
Deal partner Watches every open transaction’s checklist and budget from one screen.
Associates Own checklist items in Project Management and keep drafts versioned in the Knowledge Base.
Paralegal Collects signature pages through Contract Management and assembles the closing binder.
Billing Invoices on closing, against the budget the client agreed.
What Atlas does here
“What is still open on the Hartwell closing checklist?” — Atlas lists the items, owners and dates.
Pricing
Pick what you need. Add people as you grow.
Every plan is priced per person, works for teams of up to 25, and has no minimum — add or remove people whenever you want. What changes between plans is how much of the system you switch on.
16 core modules are in every plan
These are the platform itself, not a bolt-on. They come with Essentials, Professional and Enterprise alike — what you choose below is which add-ons sit on top. Hover any of them to see what it does.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployeesScheduling
We walk your process first, then quote. No obligation.
All 31 modules — no cap
The 16 core modules plus all 15 add-ons, with nothing held back — including the Client Portal, which is Enterprise only.
Customer RelationsDemand GenerationAI Lead FindingAI Record EnrichmentEmail & Meetings CaptureAutomation & IntegrationsAnalytics & BIContract ManagementPre-Sales & CPQProduct & Service CatalogAI EngineData Layer & Event BusMCP Server LayerAsset InventoryEmployeesSchedulingProject ManagementWork Orders & Field DispatchInventory & WarehouseInvoicing & BillingCustomer ServiceKnowledge BaseCompliance ManagerClient Portal SoonMarketingCSAT & FormsContent & LearningProcurement & PurchasingShippingWebsite MonitoringCompetitor Monitoring
Everything in Professional
Any number of people, beyond 25
Client Portal Soon — your customers see their own job and approve what needs approving
We build what you are missing — custom modules and integrations developed for your operation
Connects to the systems you are keeping, including your accounting package
Hosted to your security requirements, including on your own servers
You own your data. Always.
A named success manager who knows your business
Prices are per person, per month, in USD. Hover any module to see what it does, and click to add or remove it. More than 25 people, more than 10 add-ons, or the Client Portal? That is what Enterprise is for.
Register your firm
Get in the door while it’s still a small door.
CaptivaHQ is in closed beta with a small group of selected clients. Register and we stand up a workspace with your practice’s modules, your vocabulary, your clients and your open matters — then you watch Atlas work it. Two short steps.
Personal email addresses welcome — a solo practice on Gmail is a real firm.
Your practice is pre-filled from the panel you were just reading.
A person from the CaptivaHQ team reaches out. Not a drip sequence.
Watch · 1 minute 22
What is CaptivaHQ
The short version: five systems that never talk to each other, the work that leaks between them, and the one platform that replaces the lot — intake to invoice, with every email on the matter.
CaptivaHQ product overview — 1:22. Turn on sound, or use the player controls to pause, seek and go full screen.
One platform · thirty-one modules
Turn on the modules your practice runs on. Nothing you don’t.
Every practice above maps onto a handful of these. Every module reads the same records, obeys the same permissions and is driven by the same AI — nothing is sold to you twice. Hover or tap any card to see what people actually do with it.
Shipping next
Coming soonField app — iOS & AndroidWork orders, hours and photos from wherever the work happens. Offline-first.
Coming soonClient PortalWhite-labeled collaboration, approvals and self-service — Enterprise only.
Atlas · the AI in every module
Meet Atlas, your virtual voice assistant
Atlas is not a chatbot bolted onto the side. It is integrated in every part of the system, and is always context aware to provide you with accurate results. It is able to perform just about any action.
Open an intake ticket
Run a conflict search
Pull a matter’s correspondence
List unbilled time by matter
Reads records
Logs its work
Atlas will always ask you when needed.
You
Atlas
“Open an intake for the Delgado referral, and give me a fee estimate based on our last few similar matters.”
Customer Service · new ticket
ReferenceCS-····CS-7730
CustomerDelgado — new client intake
SubjectCommercial lease dispute
StatusOpen · SLA 4h
Intake CS-7730 is open and no conflicts came up. Here’s the estimate, based on your last three lease disputes.
Invoicing & Billing · estimate EST-2045
Attorney time · est. 38 h$11,400
Paralegal time · est. 20 h$2,600
Estimate total$14,000
Based on matters M-2291 · M-2340 · M-2388
01 · The ask
02 · Atlas does the work
03 · The answer
FAQ
Questions from the firm
Does it handle trust accounting?
No. CaptivaHQ is not a trust or IOLTA accounting system, and we would rather say so here than in a demo. Keep your trust accounting where it is. CaptivaHQ runs intake, matters, documents, time and billing, and hands invoice and payment data to your accounting through webhooks, the automation module’s integration steps and a full REST API.
Will it calculate our court deadlines?
No. It does not compute deadlines from court rules. Deadlines your team enters live on the matter as tasks and calendar events with reminders, and Atlas can list what is due, but the calculation stays with your docketing process and your attorneys.
Where do client emails and documents live?
On the matter. Email & Meetings Capture files correspondence to the right matter with a summary and follow-ups, and documents sit in the knowledge base with versioning and AI search that is scoped by permissions, so a search only returns what that person is allowed to see.
How long before we’re actually running on it?
Setup is measured in days, not quarters. Fields and labels are customizable without code, CSV import is built into every module, and the onboarding team maps your clients, contacts and open matters onto CaptivaHQ. Most firms start with intake and one practice group and widen from there.
What happens to the data we already have?
It comes with you. Clients, contacts, matters and time entries import from CSV, which is what Clio, MyCase, PracticePanther and a spreadsheet all export. The onboarding team maps your fields onto ours, and because labels are customizable the system adopts your vocabulary rather than the other way around. It stays your data throughout, and you can export it at any time.