Executive summary

A leading Cheltenham legal practice asked Altido to fix a slow and inconsistent fee proposal process. The partners also needed firmwide visibility of the pipeline for the first time so forecasting could be managed centrally. We built a proposal engine inside Altido CRM with bi-directional sync to SOS Connect, the firm’s case management software. Fee earners can assemble proposals in minutes, select from standard pricing options, apply standing terms and issue a branded PDF after a four eyes check. Pipeline is now visible in one place and pricing is set on a more intelligent and consistent footing. The firm reports faster turnaround, better presentation quality and fewer errors.

Client background

The client is a leading legal practice based in Cheltenham. Growth had brought success and complexity in equal measure. Corporate, Employment, Commercial Property, Commercial Litigation, Intellectual Property, Regulatory and Trading and Supply Chain Contracts all needed to produce proposals at pace. Each team had developed its own approach over time. Documents varied in style and content. Key terms were sometimes missed. The partners wanted something reliable that would scale and they wanted a clear view of future work so they could forecast with confidence.

The firm was already an Altido CRM client. They used the platform for marketing activity, referrals and client insights. That meant the core client and opportunity data already lived in a system the teams trusted. Building the proposal solution into that daily workflow and using it to surface a live pipeline view was the logical next step.

Challenges

As volumes grew the cracks widened. Fee earners were spending several hours on a single proposal. Templates diverged. Assumptions, exclusions and insurance levels were not always present. Partners worried about brand control and compliance. Pricing decisions were often based on precedent and habit rather than clear options and guidance, which made comparison and forecasting difficult. The lack of a consistent house style and a central pipeline view made it harder to manage performance across teams. Above all the manual effort was unsustainable for a growing practice.

In short, the client needed a fast, repeatable and controlled way to produce clear proposals, a standardised approach to pricing and a single source of truth for the pipeline without sacrificing professional judgement.

Solution provided

Altido designed and delivered a proposal engine that automates, streamlines and standardises creation across all matter types while feeding a live pipeline in Altido CRM. The starting point is the matter. Selecting a matter type triggers the automatic inclusion of the right scope, assumptions, exclusions, business terms and insurance levels. The fee earner can still tailor content but guardrails prevent gaps and keep the structure consistent.

Standing terms were a special case. Many long-standing clients already held a firmwide set of terms. When the system detects standing terms, it includes those as the baseline and adds a short addendum that only lists differences for the new work. This keeps proposals concise while remaining clear about what is new.

Pricing needed to reflect real-world options and move the firm away from we have always charged this. The solution supports Cap and Collar, Conditional or Contingent Fee, Fee Range, Fixed Fee, Retainer and To Be Confirmed. Fee earners can present multiple options when needed. This improves comparability across teams and supports a more consistent pricing strategy. A four eyes sign-off makes sure content and pricing are reviewed before issue. Final documents are generated as branded PDFs with consistent layout and typography. Every addition, edit and deletion is logged to a full audit trail within Altido.

Proposals are linked to CRM opportunities so BD and partners have a single view of pipeline, status and next actions. This gives partners the central visibility and forecasting insight that was previously missing.

Headline features

• Proposal linked to the CRM opportunity for full pipeline visibility and forecasting
• Options pricing library including;
  • Fixed Fee
  • Fee Range
  • Cap and Collar
  • Conditional or Contingent Fee
  • Retainer
  • To Be Confirmed
• Matter-type driven setup that auto-selects;
  • scopes
  • assumptions
  • exclusions
  • business terms
• Standing terms handling that adds a concise addendum only where the new work differs
• Four eyes sign-off workflow before issue
• Branded PDF output with enforced house style and mandatory sections
• Bi-directional sync between Altido CRM and SOS Connect
• Guardrails that allow edits while enforcing required standards
• Full audit trail of additions, edits and deletions
• Security by design with encryption in transit and at rest plus 2FA

Integration

The engine sits in Altido CRM but works hand in hand with SOS Connect, the firm’s case management software. Client details, matter types, scopes and other reference data flow from SOS Connect into Altido so proposals start with accurate information. Once a proposal is signed off and sent, key details sync back to SOS Connect so the case file remains complete. Because every proposal is tied to an opportunity, the CRM becomes the source of truth for pipeline and forecast across all teams.

To achieve this, Altido exposed its existing CRM API and built a secure online API layer for SOS Connect, which is an offline product. Data moves over encrypted channels and is encrypted at rest. Two-factor authentication is enforced on the Altido platform.

Implementation process

Delivery ran for about six months from kick-off to first go-live. We began with discovery sessions across the main practice areas to catalogue matter types, required sections and pricing patterns. From there we configured templates, guardrails and workflows, then built the integration layer and synchronisation rules.

A pilot with selected teams validated the approach. Feedback led to small refinements in the standing terms logic and options pricing presentation. We trained users through live sessions and short tutorial videos that the firm can reuse with new joiners. Continuous improvement continues through regular reviews as the firm adds new matter variants and refines language.

Results and benefits

Partners and BD now have a single, trustworthy view of the pipeline. Forecasting is possible at firm, team and matter level because every proposal is created from consistent data and tied to an opportunity. Pricing is more consistent and transparent due to the structured options library, which makes proposals easier to compare and discuss.

Teams report a sharp reduction in the time it takes to produce proposals. The look and feel is consistent and on brand. Mandatory sections and automated checks have reduced errors and omissions. Compliance is stronger thanks to the four eyes sign-off and the audit trail.

In summary, the firm now produces reliable, professional proposals at speed, with better control, a clear pipeline and a smarter approach to pricing.