WhatsApp for law firms. Done properly.
Your clients are already messaging on WhatsApp. OrdoLux captures every message, voice note and document directly onto the matter file — with time recording built in and a full audit trail for SRA compliance. No shadow files. No personal phone risk.
Used by UK solicitors in conveyancing, family law, immigration, employment and private client work.
The WhatsApp problem in law firms
- Clients message on WhatsApp — fee earners reply from personal phones
- Messages live on personal devices, not on the matter file
- Voice notes are never transcribed or filed
- Documents sent via WhatsApp end up in camera rolls, not SharePoint
- No time is recorded for WhatsApp correspondence
- No audit trail — impossible to supervise
OrdoLux solves all of this in one integration.
How WhatsApp integration works in OrdoLux
OrdoLux gives your firm a dedicated WhatsApp number. Clients message that number — and everything that comes in is automatically routed to the right matter file.
Messages → attendance notes
Every client message is saved as a dated attendance note on the matter. Complete record, zero manual effort.
Voice notes → transcripts
Voice notes are automatically transcribed and filed as structured attendance notes. You get the full text, not a .ogg file nobody will ever listen to.
Documents → SharePoint
Photos, PDFs and documents sent via WhatsApp are saved into the matter's SharePoint folder — inside your own Microsoft tenant.
Time recording from WhatsApp
Log time against a matter directly from the WhatsApp thread. A quick message creates the time entry — no switching to a timesheet.
Full audit trail
Every conversation is timestamped, attributed and linked to the matter. Supervisors can review. Clients can be sent records. Regulators can audit.
Works on any device
Your clients use their existing WhatsApp. Your fee earners work through OrdoLux — web, tablet or phone. No new apps for clients to download.
WhatsApp compliance for solicitors
The SRA does not prohibit WhatsApp — but it expects solicitors to maintain proper records of client communications, exercise appropriate supervision, and protect client data. Personal WhatsApp fails on all three counts.
OrdoLux addresses each requirement:
Record keeping
Every message, voice note and document is saved to the matter record with date, time and content. Meets the SRA's file management expectations without any manual effort.
Supervision
Partners and supervisors can view all WhatsApp correspondence on any matter — not just their own. Proper oversight, not a blind spot.
Data security
Documents are stored in your own SharePoint tenant — not on a personal phone or in WhatsApp's servers. Your data stays inside your Microsoft environment.
Time capture
WhatsApp correspondence is now billable. Time entries created from WhatsApp interactions feed directly into billing — recovering time that was previously written off.
OrdoLux is not a law firm and does not provide legal or regulatory advice. For SRA compliance queries, consult your COLP or the SRA directly.
WhatsApp in practice — by area of law
Conveyancing
Clients chase progress constantly — especially on WhatsApp at evenings and weekends. OrdoLux captures every message and documents sent on WhatsApp (ID, mortgage offers, searches) directly to the matter file.
Conveyancing case management →Family law
Sensitive, emotionally charged matters where clients communicate frequently. WhatsApp capture ensures nothing is missed and all communications are properly recorded.
Immigration
Clients often prefer WhatsApp, especially international clients for whom it is the primary communication tool. Document uploads (passports, visas, supporting evidence) are automatically filed to the matter.
Employment
Clients send screenshots, documents and voice messages about their situation. Everything is captured and timestamped — useful for both the file and any subsequent disclosure.
Frequently asked questions
Can solicitors use WhatsApp with clients?
Yes — solicitors can use WhatsApp with clients, but must ensure communications are captured, stored and supervised appropriately. The risk with personal WhatsApp is that messages live on a personal device, are not logged on the matter file and cannot be audited or supervised. OrdoLux solves this by routing WhatsApp through a dedicated number that automatically saves every message, voice note and document to the correct matter file.
Is WhatsApp SRA compliant for law firms?
The SRA does not prohibit WhatsApp but expects firms to maintain proper records, exercise supervision and protect client data. OrdoLux's WhatsApp integration creates a full audit trail — messages, voice transcripts and documents are all saved to the matter record with timestamps, making compliance straightforward.
What happens to documents clients send via WhatsApp?
Any document, photo or PDF sent to the OrdoLux WhatsApp number is automatically saved to the matter's SharePoint folder inside your Microsoft tenant. Nothing ends up in a camera roll or WhatsApp chat history only.
Do clients need to download anything?
No. Clients message using their existing WhatsApp — they do not need a new app, a portal login or any change to how they currently communicate. The integration happens on your side.
How does OrdoLux handle WhatsApp voice notes?
Voice notes sent to the OrdoLux WhatsApp number are automatically transcribed and saved as structured attendance notes on the matter. The full text is stored — not an audio file that nobody will listen to.
Ready to bring WhatsApp properly onto the file?
OrdoLux is legal case management software built by UK solicitors for UK practice. WhatsApp integration is included in the flat £50 + VAT per fee earner monthly fee — no add-on, no extra contract.
Rolling monthly. No lock-in. Free onboarding. Read the full WhatsApp guide →