Your team shouldn't have to dig through wikis, outdated PDFs, or Slack messages to figure out how to do their job. They should be able to ask a question and get the answer instantly, complete with step-by-step instructions.
That's exactly what a custom-trained Internal Process AI delivers. We built this for a client who needed three things: proper AI integration, rock-solid security, and a replacement for SweetProcess that actually worked the way they needed it to.
The Problem with Traditional Process Documentation
Every firm has the same issue. Processes live in a dozen different places. The person who wrote the original documentation left two years ago. Nobody knows which version is current. New hires spend weeks just figuring out where to find things.
Tools like SweetProcess help, but they're still passive. Your team has to know what to search for, navigate through categories, and hope the documentation is up to date. It's better than nothing, but it's not great.
Note: Sensitive information has been blacked out for client privacy protection.
Ask Any Question, Get Instant Answers
The Pain Point
Team members waste hours searching through documentation, asking colleagues for help, or making mistakes because they couldn't find the right process. New hires take months to get up to speed.
The Solution
Ask the AI in plain language: "How do I setup Clio Grow?" and get a structured, step-by-step response with all the details you need. Access to 194 articles across 24 categories, instantly searchable.
Detailed Steps with Rich Content
The Pain Point
Documentation is often too vague. "Send the client an email" doesn't help when you don't know what that email should look like. Critical details get lost or misremembered.
The Solution
Each step expands to show exactly what needs to happen, including sample emails, screenshots, and specific instructions. Your team sees exactly what success looks like at every step.
Why This Works Better Than Traditional Documentation
Trained on Your Data
The AI learns from your actual processes, procedures, and company knowledge. It speaks your language and understands your workflows.
Secure & Private
Your data stays yours. No sending sensitive procedures to third-party AI services. Everything runs in a controlled, secure environment.
Always Up to Date
When processes change, update the knowledge base and the AI immediately reflects those changes. No more outdated documentation floating around.
Natural Language
No need to know the exact document name or category. Ask questions the way you'd ask a colleague and get the right answer.
Bundle with Other Integrations
The Internal Process AI works even better when combined with other systems:
- Centralized Task Management
- Centralized Contact Management
- Document Sync Automation
- Custom CRM Integration
- AI-Powered Workflows
- Automated Onboarding
The Numbers Behind It
Industry research shows the state of AI adoption in legal:
- 79% of legal professionals now use AI — Up from just 19% in 2023, showing rapid adoption across the industry (Clio Study via LawNext)
- 54% report time savings — Lawyers using AI say it saves time and increases efficiency (Clio 2024 Legal Trends Report)
- Only 8% have adopted AI universally — Most firms are still figuring out how to implement AI effectively across their practice (Clio 2024 Legal Trends Report)
- 4-5 hours saved weekly — AI tools have the potential to save legal professionals roughly 4-5 hours per week on routine tasks (Stepwise)
The Bottom Line
An Internal Process AI isn't just better documentation. It's a fundamental shift in how your team accesses institutional knowledge. Instead of hunting for information, they get answers. Instead of guessing, they get step-by-step guidance.
For firms looking to properly integrate AI while maintaining security and control over their data, this is the path forward. It's not about replacing your team with AI. It's about giving your team an AI that knows everything about how your firm operates.