Case study · Prospect PS

Prospect PS replaced seven tools with one system.

Prospect handles probate property for solicitors across England and Wales, from the first inspection to the sale. We built the system that runs the firm from inside the operation, watching how cases really move and shaping the software around that. It began as three inspection forms and has been added to ever since.

Before

Now

Case details re-typed across Salesforce, Excel and Monday

One record per case, from instruction to completion

Field notes on Jotform and phone photos, sent back to the office

Inspections done in the app and synced to the case on site

Paperwork read and summarised by hand

Read by AI, checked by a person, and sent to the solicitor as a report

Who did what, lost in Slack threads and inboxes

Every action timestamped against a named person

01 / Before

Seven tools and a lot of re-typing

Prospect ran on Salesforce, Jotform, Microsoft To-Do, Notes, Slack, Monday and Excel. Each did its job, but none of them talked to the others, so the same case details were typed in again and again and nobody had one view of where a matter stood.

SalesforceJotformMicrosoft To-DoNotesSlackMondayExcelOne system

02 / How it grew

It began with three forms. The same system now runs the firm.

Nothing here was planned as one big project. Each part was added when the work called for it, onto the record that was already there.

Before

Work was spread across seven tools, with the same details typed into each.

Salesforce
Jotform
Microsoft To-Do
Notes
Slack
Monday
Excel

01
First version
Inspection forms, reports and invoicing moved onto one shared case record.
02
The operation moved in
Scheduling, route planning, QuickBooks, estate agent valuations and the offline field app were added around it.
03
The wider business followed
Estate paperwork, sales progression, vehicles, contractors and storage joined the same system.
04
AI joined the daily work
Claude, case briefs kept up to date and the paperwork review were added without replacing anything underneath.

One case recordEvery stage was added to the same record. Nothing has had to be replaced.

The dated record

Oct 2025: Jobs and scheduling · Clearance quotes · QuickBooks · Estate agent valuation invitations
Nov 2025: Insurance inspections · Route planning · Offline field app
Dec 2025: Office task board
Jan 2026: OPG report · Inheritance tax schedules
Mar 2026: Will analysis · Sales progression · Clearance and garden boards
Apr 2026: Vehicles · Contractors
Jun 2026: Claude connected to the system · Property dossier · Contractor bills
Jul 2026: Storage register and billing · Pre-inspection property report
Aug 2026: Missed email alerts · Repeat valuation rounds · Case brief kept up to date
Sep 2026: Diary · Paperwork review · Scanned post intake

03 / What it runs

One system for every case, from instruction to completion

Every part below shares one case record. When an inspector submits a report, the valuation brief, the solicitor's report, the invoice and the next jobs follow from it without anyone re-typing a thing.

Cases and inspections

Every case on one record, with the visits, forms and reports that belong to it.

Cases · Jobs and scheduling · Field app · Insurance inspections

CasesOne record per case, from instruction to completion
Jobs and schedulingCrew schedule, map and planner, with recurring visits
Field appSeven inspection forms that work without signal
Insurance inspectionsRecurring visits, each with its own report

Property and sale

From finding local estate agents to the sale going through.

Estate agent invitations · Valuations · Sales progression · Property dossier

Estate agent invitationsLocal agents found, invited and sent a redacted brief
ValuationsAgents reply by secure link; one is selected and signs
Sales progressionFrom accepted offer to completion, on one board
Property dossierTitle, EPC and local market data on the case

The estate

The will, the tax forms, the post and the contents of the house.

Will analysis · Tax and court forms · Paperwork review · Chattels and vehicles

Will analysisExecutors and bequests read from the will
Tax and court formsIHT405, 407, 408, 430 and OPG reports
Paperwork reviewThe post read by AI, then checked by a person
Chattels and vehiclesCatalogued, valued and tracked to disposal

Contractors and money

Quotes, contractor bills and invoices, tied to the jobs they came from.

Contractors · Contractor bills · Invoicing · Storage billing

ContractorsQuotes requested by secure link and compared
Contractor billsBills read from email and paid in runs
InvoicingRaised from jobs and synced to QuickBooks
Storage billingStored items registered and billed each month

The office

Tasks for the office, access for solicitors and every document a case produces.

Office task board · Solicitor access · Reports · Claude

Office task boardTasks raised from cases, on a shared board
Solicitor accessRead-only view of their own firm's cases
ReportsMore than twenty kinds of document, built from the case
ClaudeAsk or act from a chat, with changes confirmed first

Input

One inspection, submitted from the field

After one check in the office, the system turns it into six finished pieces of work. Nobody types anything twice.

01
Statement of Fact
Drafted for the insurer
02
Redacted valuation brief
For the estate agents invited to value
03
Contractor quote jobs
Created for clearance, garden and trades
04
Vehicle record
Opened for any vehicle on site
05
Solicitor PDF report
Checked by the office, then sent
06
Invoice
Raised and synced to QuickBooks

04 / In the field

Inspections done on site, even without signal

Many of Prospect's properties are old houses in remote places with weak signal. Inspectors log in to an app on their phone, see the next job, record the photos, readings and condition of the property, and press submit. The app works offline, syncs to the case as soon as there's signal, and the office sees the job is done.

Today

1 job

Re-inspection

PROB-2025-DEMO-001-J03

Today at 09:00

42 Rosewood Gardens, Wilmslow

submitted

Coming up

Insurance inspection, 3rd visit

Tue 20 Jan

Re-inspection report

BasicPropertySecurityCondition

Case

Dorothy Sykes

42 Rosewood Gardens, Wilmslow

Urgent requirements?

YesNo

Further damage to the roof tiles. Now needs urgent repair.

Saved on this phone · syncs when there is signal

Next: Property

05 / AI in the daily work

AI that reads the paperwork

When an inspector collects a deceased person's post, the app reads every page and writes a clear report for the solicitor. It covers bank balances at the date of death, bills still owing, suppliers who haven't been told, and what needs doing next. An administrator checks and approves each review before it goes, and the figures are copied from the pages by the system, not written by the AI.

Wills and deeds are read the same way

Will summaries, produced from the parsed will
IHT405, 407, 408 and 430 schedules filled in from the case data
OPG property reports
Redacted valuation briefs for the local estate agents invited to value the property

yourfirm.app/paperwork-review

Paperwork review · CASE 0214

14 Alder Close

ITEMS READ: 52 letters · 311 pages
BALANCES AT DEATH: 3 accounts · £96,440.12

Needs attention

1.Gas account passed to a debt collector; latest balance £412.18
2.TV licence expired; renewal of £180.00 unpaid
3.Bills still addressed to the deceased; suppliers not yet told
4.Both bank accounts need the Grant of Probate to close

EVE, the firm's AI assistant

The directors ask her board-level questions about the business, including complex ones. She has worked through VAT and corporation tax queries by checking the case system against QuickBooks. Every change she proposes waits for a named person's approval.

How EVE works

Claude, connected to the system

The directors also work in Claude connected straight to the system, so any question about the business, or any update to a case, can start in a chat. A change is shown first and waits for confirmation, and nothing is sent outside the firm without a confirmation that shows who it is going to.

06 / Controls

Every step on record, from instruction to completion

Every action in the system is timestamped against the person who took it, so Prospect can show a solicitor exactly what happened on a case and when.

Roles: Office staff, field inspectors, solicitors and valuers each see only their part. A solicitor sees their own firm's cases and cannot change them.
Records: Job edits, invoices, outgoing emails and the choice of estate agent are logged with who did it and when.
AI: Anything AI proposes is shown first and waits for a person. Nothing leaves the firm without a confirmation that shows who it is going to.

07 / How it's built

Six elements, one system

01 / Data

One record for every case

Every case, job, valuation and document lives in one database behind row-level security. Field captures sync as soon as there is signal, and every action is timestamped against a named user.

Supabase · PostgreSQL

app.prospectps.co.uk/cases

Cases

Search cases, clients, addresses

All firms

AllActiveArchived

Case

Updated

Report

PROB-2025-DEMO-001

Wilmslow

24/05/2026

ready

PROB-2025-1002

Reading

21/05/2026

sent

PROB-2025-1016

Leeds

19/05/2026

draft

02 / Interface

A screen for each kind of user

Detailed dashboards for the office and a stripped-back app for inspectors in the field, each built around the job that person does.

Next.js · React

app.prospectps.co.uk/valuations

Valuations pipeline

From agent invites to the chosen agent

Invites required

Invite local agents

PROB-2025-1002

Reading

Both routes

PROB-2025-1016

Leeds

Both routes

Valuations in

Accept or reject

PROB-2025-0921

Chichester

Private treaty

PROB-2025-0943

Newcastle

Private treaty

Agent selected

Agent appointed

PROB-2025-DEMO-001

Wilmslow

Private treaty

PROB-2025-0887

Hove

Auction

Invites required

PROB-2025-1002ReadingBoth routes

PROB-2025-1016LeedsBoth routes

Valuations in

PROB-2025-0921ChichesterPrivate treaty

PROB-2025-0943NewcastlePrivate treaty

Agent selected

PROB-2025-DEMO-001WilmslowPrivate treaty

PROB-2025-0887HoveAuction

03 / Intelligence

EVE, the firm's AI assistant

The directors ask her board-level questions about the business. Every change she proposes waits for a named person's approval.

How EVE works →

04 / Automation

Work that starts when a form is submitted

Quote jobs, notifications and the paperwork that follows an inspection are created as soon as the form comes in, instead of waiting for someone to remember them.

n8n · QuickBooks

app.prospectps.co.uk/cases/demo-001/quotes

Quote-request briefs · PROB-2025-DEMO-001

One brief for each trade, showing only that trade's work.

Locksmith
Change the locks on the outside doors
sent
Property clearance
Clear the contents of the house
ready
Garden clearance
First clearance and tidy of the garden
ready
Plasterer
Make good the damaged plaster
draft

Photos and property details only · no client details

05 / Output

Reports ready for the solicitor

Branded PDF reports with covers, comparables and photographs, sent to solicitors once the office has checked them. More than twenty kinds of document in all.

DocRaptor · Resend

app.prospectps.co.uk/reports/appraisal

Appraisal report

Agent appraisal summary

42 Rosewood Gardens, Wilmslow

APPRAISALS: 3
RANGE: £275,000 to £374,000
RECOMMENDED: Private treaty

Agent

Route

Valuation

Local agent A

Private treaty

£350,000 to £374,000

Local agent B

Private treaty

£325,000 to £340,000

Auction house A

Auction

£275,000 reserve

06 / Governance

Built for sensitive estate data

Role-based access decides who sees what, and a full audit trail records every action.

Row-level security · Audit logs

app.prospectps.co.uk/cases/demo-001/activity

Case activity

Estate of Dorothy Sykes · PROB-2025-DEMO-001

Instruction received
A. Mason · 02/05/2026
Property secured, locks changed
D. Lord · 07/05/2026
Valuation returned
S. Patel · 14/05/2026
Works approved by fee-earner
A. Mason · 20/05/2026
Contractor confirmed
A. Mason · 24/05/2026
Clearance scheduled
A. Mason · 31/05/2026 · pending

Every action logged against a named person

Built with

Next.js · React · TypeScript · Tailwind CSS · Supabase · PostgreSQL · Claude · LiveKit · Twilio · n8n · DocRaptor · QuickBooks · Resend

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