Invoice processing from 4 hours down to 20 minutes
A case study with Steiner & Partner Attorneys at Law, Vienna
Introduction
Dr. Eva Steiner runs a law firm in Vienna with 12 employees, specializing in commercial law and contract law. The problem: Every week 4-5 hours of manual invoice entry - typing up contracts, quotes and invoices. At the same time the firm missed 30% of incoming calls from clients because nobody could answer during consultations. The Document Processing Agent extracted structured data from every document, the Phone Receptionist answered calls and booked appointments directly.
The Challenge
Steiner & Partner had a typical law-firm problem: too much admin, too little time for the actual work. The firm's employees spent 4-5 hours per week manually entering invoices, contracts and quotes - typing data, transferring it into the firm's software, hunting for errors. At the same time 30% of incoming calls went unanswered - clients called, nobody picked up, and they went to another lawyer. The alternative - a receptionist at €2,800/month - was too expensive for a 12-person firm.
Document Processing Agent + Phone Receptionist: Structure and availability
Instead of hiring a full-time receptionist, Dr. Steiner implemented two AI agents: The Document Processing Agent extracted structured data from invoices, contracts and quotes - as JSON/CSV for the firm's software. The Phone Receptionist answered calls around the clock, booked appointments straight into the calendar and routed complex cases to the team.
- Document Processing Agent: Extracts structured data from invoices, contracts and quotes - in seconds instead of hours
- Direct output as JSON/CSV for the firm's software (DATEV, Clio or a custom solution)
- Phone Receptionist: Answers calls 24/7, books appointments straight into the calendar, routes complex cases to the team
- 30% of DACH SMB calls go unanswered today - the agent professionally catches every call
Setup in 6 days, time savings from day 1
The implementation was surprisingly straightforward and showed immediate effect.
Day 1-2: Document training
Kick-off call. Analysis of the existing document flows. Upload of 50 past invoices and contracts to train the Document Processing Agent. Definition of the extraction fields.
Day 3-4: Phone Reception setup
Configuration of the Phone Receptionist for the firm's language (professional, legally sensitive). Training on frequently asked questions, appointment scheduling and escalation logic.
Day 5-6: Integration & go-live
Connection to DATEV and the internal calendar. Live activation of both agents. On day one the document agent processed 12 invoices in 8 minutes.
Faster, complete, no more missed clients
In 4 months the firm automated 92% of manual document entry and stopped missing calls.
92%
Less manual entry
0
Missed calls (vs. 30% before)
15 h
Weekly time saved
€33,600
Receptionist costs avoided (per year)
The math: AI agents implemented once → 92% less manual entry, 0 missed calls, 15 fewer hours of admin per week. The €33,600/year receptionist costs disappeared. The firm's employees focus on legal work instead of typing and answering the phone.
What our customers say
"Every morning we spent 45 minutes typing up invoices. Now the agent scans the documents and the data lands straight in DATEV - error-free. And the fact that no client is lost anymore because nobody answers the phone is priceless. My employees are finally lawyers again instead of typists."
Dr. Eva Steiner
Managing Partner, Steiner & Partner Attorneys at Law, Vienna
