LEX
The system of record for in-house legal teams
Matters, contracts, FOI and GIPA requests, panel invoices and the decisions attached to them, in one system. Built, hosted and supported in Australia for more than 25 years.
Details
- Instructor
- Karen Liu
- File owner
- Legal - James Whitford
- File type
- Litigation - Contract dispute
- Department
- Infrastructure - Facilities
- External firm
- Harbour Finch Lawyers
- Supervisor
- Helen Marsh
- Significance
- High
- Status
- Active
- Access level
- Restricted
Financials
External budget (ex GST) $150,000.00
Invoices ex GST123,550.00
Remaining budget26,450.00
Dates
- Start date
- 12 Feb 2026
- Next action date
- 25 Sep 2026
- Last updated
- 15 Sep 2026
Most recent file notes
Counsel's advice on prospects received. Recommends a without prejudice offer before mediation.
Mediation listed for 25 September. Instructor and CFO confirmed attendance.
Harbour Finch has requested a $20,000 budget uplift for mediation preparation.
Details
- Short title
- Fleet vehicle procurement records
- Ref #
- FOI/2026/4127
- FOI officer
- Team B - Priya Nair
- Source
- Online form
- Division
- Corporate - Fleet services
- Request type
- Access request non personal
- Applicant type
- Media
- Status
- 2.1 Third party consultation
- Access level
- Restricted
Turnaround clock
Days running18
Days stopped4
Timeframe30
Remaining12 working days
Clock is running (stop, extend)
Due dateFriday, 9 October 2026
Most recent file notes
Third party consultation letters sent to two suppliers. Responses due 28 September.
Fleet services confirmed searches of the contract register and shared drive are complete. 214 pages identified.
Acknowledgement sent to the applicant with the statutory due date.
The matter summary in LEX version 17. Every matter, contract and request has one, with its spend, clock, dates, file notes and documents in view.
What LEX covers
One system for the work an in-house legal function is accountable for, configured to the way each team already operates.
Matter management
Record advice, litigation and projects from intake to close, with responsible lawyers, business units, time, budgets and external spend on every file.
Contract management
Hold agreements with their parties, values, documents and key dates. Reminders go to the people responsible before expiry, renewal and review dates pass.
FOI and GIPA requests
Turnaround clocks run against statutory timeframes, allowing for stopped time, extensions and jurisdiction-specific public holidays, so every due date is defensible.
Workflow and reporting
Built-in reports, searches and dashboards, with configurable workflow that sends emails, sets dates or makes fields mandatory when a matter changes.
Panel invoices, checked before they reach the matter
Panel firms and barristers submit invoices through a secure portal. Your reviewers see each one against the agreed rate card and the matter budget, and nothing posts to live data until it is approved.
- Firms submitEnter cost lines, upload a Word invoice for the portal to read, or send many invoices at once as a LEDES 98BI file.
- LEX checksStructural problems are stopped at submission. Rates above the rate card, budget overruns and possible duplicates are flagged for reviewers without disclosing rates or budgets to the firm.
- Your team approvesReturn, reject, reassign or approve, with sign-off above a value threshold you set. Approved invoices post to the matter with the full review history retained.
Invoice review
[3182] Regional facilities services contract dispute
| Cost line | Hours | Rate | Amount |
|---|---|---|---|
| Partner | 2.0 | 750.00 | 1,500.00 |
| Senior associateAgreed rate 480.00 | 6.5 | 520.00 | 3,380.00 |
| Disbursements | 312.00 | ||
| Total ex GST | 5,192.00 | ||
External budget ex GST150,000.00
Invoiced after approval128,742.00
One line charged above the agreed rate
Within budget after approval
No duplicate invoice number found
Connected to the systems around it
LEX works inside the Microsoft 365, records and reporting environments common across Australian and New Zealand government and business.
Microsoft 365
- Outlook add-inDrag emails onto a matter in classic Outlook, New Outlook or Outlook on the web
- Exchange OnlineMailbox filing and outgoing email through Microsoft Graph
- Microsoft Entra IDSingle sign-on with Microsoft 365 credentials
Documents and records
- Microsoft SharePointMatter folders, routing rules and audit fields
- OpenText Content ManagerFormerly TRIM
- Objective, iManage and NetDocumentsDocument and records management
Reporting and data
- Matter web serviceMatter-level data as JSON for Power BI and data warehouses
- Data web serviceFile notes, invoices, time and turnaround clock data
- Word templatesLetters and documents merged as native .docx
Other systems
- DocuSignElectronic signature
- ServiceNowLegal request intake
- LEDES 98BIBulk invoice submission from firm billing systems
Built for government security and records obligations
LEX holds legal advice, FOI decisions and commercial information that agencies are required to protect and account for. Its security, hosting and audit controls are designed around that.
- Security assurance
- Aligned to the Australian Government Information Security Manual, with independent security assurance.
- Hosting
- Hosted from a secure data centre in Sydney, or installed on your own infrastructure.
- Access control
- Matter-level access levels and restricted visibility, with sign-in through Microsoft Entra ID where required.
- Audit and records
- Changes, invoice reviews and document transfers are recorded, and documents can be filed to your official recordkeeping system.
How we work with clients
A trial without a time limit
Evaluate the complete product with your own matters for as long as your procurement process needs.
Continuous development
Regular releases are driven by client requests. Version 17 added panel invoicing, slide-out detail drawers and native Word templates.
Long relationships
Many clients have used LEX for more than a decade, and many run it across several teams. Configuration changes as your team changes, without a reimplementation.
Licensing and implementation
Pricing reflects the size of your team, the modules you use and whether LEX is hosted or installed on your infrastructure. Implementation includes data migration, configuration and training.
Talk to us about LEX
We can arrange a demonstration, set up a trial on your own data or answer questions from your procurement and security teams.
+61 3 9819 3550
PO Box 5096, Glenferrie South VIC 3122