H1B case management. Automated end to end.

H1B processing involves multiple stakeholders, strict compliance deadlines, and high volumes of repetitive administrative work. MK Paralegal was managing this across disconnected systems with no centralised view, no automation, and no safeguards against errors that could trigger costly legal consequences.

• Manual data entry across multiple forms

Paralegals entered the same information repeatedly across different forms and systems. Every duplication introduced risk and slowed down every case.

• Disconnected systems, no central view

Teams worked across email, CRM, document storage, and government portals with no single source of truth. Case status was unclear and workloads were distributed manually.

• Compliance and filing risks

In immigration law, minor mistakes carry serious consequences. Form errors or missed steps could trigger RFEs, filing delays, or increased legal exposure for the firm and its clients.

• No visibility or billing control

Case progress was opaque, billing was managed separately from filing, and there was no mechanism to ensure invoices were paid before submissions went out.

Cogent Labs built a multi-tenant SaaS platform tailored for MK Paralegal that automates the entire H1B lifecycle while enforcing compliance, accuracy, and billing controls at every stage.

• Centralised case dashboard: Every case is managed through a unified dashboard with real-time status tracking, a smart document checklist, and task progress monitoring. All stakeholders see the same view, eliminating the need to chase updates across email and spreadsheets.

• AI-powered document automation with OCR: AWS Textract extracts data from passports, degree certificates, and supporting documents automatically. Extracted data pre-fills forms and populates beneficiary profiles — shifting the paralegal's role from manual entry to validation only.

• Intelligent workflow automation: Task checklists are generated automatically based on case type. Questionnaires are assigned to the right stakeholders at the right stage. A smart reminder system prioritises by urgency, so no step is missed and no deadline is skipped.

• LLM-powered legal assistance: The platform uses OpenAI and Claude to assist with SOC code suggestions with confidence scoring, LCA document drafting, H1B petition generation, and education and experience evaluation. The AI assists legal professionals in decision-making rather than replacing their judgement.

• Zoho / Clarify: Client data flows directly into the platform from the CRM. No duplicate entry, no manual import.

• Gmail / Outlook: Emails are automatically linked to the relevant case. Every communication is captured in context, without manual filing.

• QuickBooks Online: Invoices are generated and tracked automatically through QuickBooks. Payment status syncs in real time to enforce the filing gate.

• Purpose-built for immigration law: Designed around real H1B workflows, not adapted from generic case management tools. The logic, checklists, and automation reflect how immigration work actually operates.

• AI and workflow automation together: The platform combines LLM intelligence with operational execution. The AI does not just suggest: it drafts documents, extracts data, and drives the workflow forward.

• Compliance first by design: Billing gates, document checklists, and filing safeguards are built into the system architecture. Compliance is not a checklist item: it is enforced automatically at every stage.

• End-to-end platform: From client onboarding through document collection, LCA filing, petition preparation, billing, and USCIS submission. One platform covers the entire case lifecycle.

Case Management

• Centralised case dashboard
• Smart document checklist
• Real-time task tracking
• Urgency-based smart reminders

AI Automation

• OCR-based document data extraction
• LLM-powered legal drafting
• Automated form pre-population
• SOC code suggestions with confidence scoring

Integrations

• CRM sync via Zoho / Clarify
• Email auto-linking via Gmail / Outlook
• Billing via QuickBooks Online
• Real-time payment status sync

Compliance and Billing

• Automatic invoice generation at key stages
• Filing gate enforcement
• Payment validation before submission
• 100% billing compliance guaranteed
  
  

MK Paralegal's team no longer spends their time on data entry, form filling, or chasing billing. The platform handles it. They focus on legal judgement — the work only they can do.

• 95%+Data extraction accuracy: AI-driven OCR reliably extracts data from passports, degrees, and supporting documents. Paralegals validate rather than enter, cutting processing time significantly.

• Near-Zero Administrative errors: Automated form pre-population and checklist enforcement reduces RFEs caused by data entry mistakes. Errors that previously cost weeks of rework are eliminated at source.

• Massive Time savings per case: Paralegals spend their time on legal judgement, not data entry. The platform handles document extraction, form filling, reminders, and billing automatically at every stage.

• 100% Billing and filing compliance: The filing gate ensures no case is submitted with outstanding invoices. Billing compliance is no longer a process to manage: it is enforced by the system.

Data flows seamlessly across every stage. Tasks are automated. Risks are contained. The team focuses on high-value legal work, not administrative overhead.