Matter intake
You request the documents for a new matter as a checklist, and your client uploads them directly to the relevant item.
For law firms and matter teams
Handle matters digitally. From the data room to the signature.
5F is the client portal your firm uses to request client documents, exchange confidential files and resolve queries. Your clients and other parties join without a licence of their own.
Data stored in Germany · Built for professionals bound by confidentiality · No charge for external parties · Developed in-house in Regensburg · Free trial after the demo
The status quo
Documents by post, queries on the side
Client documents go out as printouts by post or courier and come back the same way, while queries are handled separately by phone and email. What a client has already supplied is then recorded in the client file, in the inbox of the person responsible, or in both. As a result, a missing document often only comes to light once work on the matter is under way, and the chasing starts all over again.
In the 5F client portal, one data room per matter replaces this process. It brings together documents, queries and responsibilities.
Use cases
How you use 5F in legal services
M&A transactions
In a company acquisition, buyers, sellers and advisers work in one data room, with access rights you set for each participant.
Due diligence
You keep the request list as a checklist with a status for each item, instead of sending out an Excel file in several versions.
Contract matters
You agree drafts in the data room and then sign them with an advanced or qualified electronic signature, using the 5F Sign module.
Ongoing proceedings
For proceedings, you collect your client's exhibits and information in one place and record queries on the relevant document.
Other parties
You bring experts, banks or a notary into the matter with their own access, without them needing a licence.
Core features
What your firm uses every day
Checklists for client documents
You compile a list of the documents a matter needs and send it to your client. Each item has its own processing status, so firm and client see the same picture. Once you have created a list, you save it as a template and reuse it for the next matter.
Data rooms per matter and transaction
A separate room for each matter or transaction, where documents, responsibilities and agreements stay together. You decide for each participant who sees which documents. You attach any open points to the document itself as a comment, rather than searching for them later in an email thread.
Tasks
You assign tasks within the team and follow them up, with progress shown on the dashboard. Responsibilities are attached to the matter rather than kept in a separate list, both internally and with clients.
Secure links
You share or request individual documents via a link. The recipient does not need an account for this. You can optionally add a password and an expiry date to the link. An insurer or a public authority then sees only the one document in question.
5F App
Your clients photograph documents on the go and upload them directly, and your team sees new documents even when away from the office. The app is included in every licence at no additional cost.
How does 5F fit the way you handle matters?
In 45 minutes, we will show you the platform in action and discuss your requirements.
Benefits at a glance
What 5F does for you in legal services
- No licence for clientsYour firm only pays for licences for its own staff; clients and other external parties join without one.
- Open items at a glanceFirm and client see in the same checklist, at the same time, which documents are still missing.
- Queries stay on the documentAnything unclear about a document sits next to it as a comment, instead of being scattered across inboxes and phone notes.
- Signing without switching to paperYou sign engagement letters, powers of attorney and agreements with the 5F Sign module, without leaving the data room.
- Built for professionals bound by confidentiality5F is built for the requirements of professionals bound by confidentiality, and data is stored exclusively in Germany.
- Documented and traceableThe immutable audit log records activity on the platform, and documents are archived in an audit-proof manner in the integrated DMS.
Available as add-on
Modules for legal services
Some requirements in a matter can only be met with an add-on module. Your team uses it where the matter is already handled, without switching to another program.
5F · Module
5F Sign
The parties sign engagement letters, powers of attorney and agreements with an advanced or qualified electronic signature, right where the document is stored.
Learn more 5F · Module5F White Label
Your clients log in at your firm's web address, with your logo and your own email sender address.
Learn more 5F · Module5F Labels
Your team labels documents and tasks internally; the labels remain invisible to clients and other parties.
Learn moreWhat is legal practice software?
Legal practice software is an umbrella term for the programs a firm uses to handle and manage its matters. For electronic communication with the courts, lawyers use the special electronic lawyers' mailbox (beA). Then there is the exchange with clients and other parties: requesting, providing and agreeing documents. Dedicated platforms are used for this, often called a client portal, firm portal or data room. 5F belongs to this group and works alongside the systems your firm already runs.
Post or platform: the difference
| Merkmal | By post | With 5F |
|---|---|---|
| Requesting documents | Letter with a list, worded afresh for every matter | Checklist with individual items, reusable |
| Client access | Documents as copies, passed on without a permission model | Personalised access for each participant, including the app |
| Queries | Cover letter, phone call or email on the side | Comment directly on the relevant document |
| Status overview | Only in the client file of the person responsible | Processing status for each item, visible to both sides |
| Sending a single document | Letter or attachment, with no expiry and no protection | Secure link with password and expiry date |
| Signatures | Print, sign, send back | Advanced or qualified signature with 5F Sign |
| Traceability | Outgoing post register and client file, pieced together after the event | Audit log on the matter, audit-proof archiving in the integrated DMS |
FAQ
Häufige Fragen
5F does not replace your practice management software or the special electronic lawyer's mailbox (beA); it works alongside both. 5F handles your exchange with clients and other parties: requesting documents, providing files and resolving queries, through to signature. Electronic legal communication with the courts continues via the beA, and matter management remains in the system your firm already uses.
Get started
See 5F in action for legal services
In a short online demo, we will show you the platform in action and discuss your requirements.
After the online demo, you can try 5F free of charge for 30 days.