Ruqaa - Bilingual Client Intake and E-Signature Platform
Client Onboarding Platform for a Doha Law Firm
Designed and built a clickable client intake platform for a Doha immigration and family law firm: an intake board that only moves a client forward when each stage's checks pass, a conflict workbench that matches names in Arabic and Latin script, and an engagement letter editor with Arabic and English side by side, where the Arabic text governs.
Most of our work is under NDA. Per agreement, we can share the work but not the company details - all names and identifying information shown here have been changed.
Impact
Dashboard, intake board with quick view, intake detail with 8 tabs, conflict checks with the conflict workbench, and the engagement letter editor. Each of the 25 demo intakes opens its own detail page.
From enquiry to ready to open. A card only moves forward when the stage's checks pass; otherwise the board refuses the drop and gives the reason, such as "Conflict check still open".
Arabic, English, Hindi, Urdu, Malayalam and Tagalog. The client's own words sit beside a machine translation labelled "not checked", and every letter clause shows in Arabic and English side by side.
Across 9 matter types and all 8 stages, with 20 conflict checks, 11 engagement letters, 3 screening hits, 9 fee schedules and 9 staff users from intake coordinator to managing partner.
The Problem
Jassasiya Advocates took enquiries by WhatsApp, walk-ins and phone calls. A coordinator typed each client's story into an English Word form, even when it was told in Arabic or Malayalam, conflict checks were a search of an Excel sheet where "Mohammed Al Kuwari" did not match "Muhammad Alkuwari", and engagement letters were printed, signed at the office and scanned. A new client waited 6 to 10 working days before a lawyer started work, and around a third of enquiries went quiet on the way.
Our Solution
Ruqaa takes a new client from first contact to a matter ready to open: a questionnaire in the client's language, a conflict check that matches transliterated names, identity verification and anti-money laundering due diligence, a lawyer's review, a bilingual engagement letter sent for e-signature, a retainer request and a document checklist, before the matter is handed to the firm's matter management system.
The Challenge: Onboarding Across Languages and Rules
The firm acts for expatriate workers and families and for Qatari clients on residence permits, visas, work permit transfers, divorce, custody, maintenance and inheritance. Each new client arrives in one of six languages, often with sensitive family details, and has to clear conflicts, due diligence and a signed letter before a lawyer can start.
Names That Do Not Match
The same person can be Mohammed, Muhammad or Mohamed, Al Kuwari, Al-Kuwari or Alkuwari, or written in Arabic script. The firm once nearly took instructions from both spouses in the same divorce, and a spouse who consulted the firm first usually means it cannot act for the other.
Six Languages, One Governing Text
Clients tell their story in Arabic, English, Hindi, Urdu, Malayalam or Tagalog, while Arabic is the language of the Qatari courts. Staff need the client's own words and a translation they know is unchecked, and every engagement letter needs an Arabic text that governs.
Due Diligence on Every Client
Under Law No. 20 of 2019, lawyers can fall under anti-money laundering rules when a matter moves property or money, as a divorce settlement can. As firm policy, every client gets customer due diligence, screening against the UN and Qatar national lists, and enhanced checks for high-risk clients and PEPs.
Sensitive Data and Client Safety
Family intakes hold health, children, marital and criminal record details that the PDPPL treats as needing extra protection. Some clients are at risk from the other party and must never be contacted on an unsafe channel, and a power of attorney cannot be e-signed at all.
Our Approach: From Onboarding Rules to a Clickable Platform
Spec and Rules Research
Mapped 9 user roles, from intake coordinator and conflicts clerk to the prospective client and a third-party payer, 32 screens (25 staff and 7 client portal) and the data model for intakes, parties, questionnaires, conflict checks, identity checks, screening hits, risk assessments, fee schedules, engagement letters, documents and retainer payments. Wrote down the rules the design follows: the advocacy law, Law No. 20 of 2019 on anti-money laundering, sanctions screening, the PDPPL, Decree-Law No. 16 of 2010 on electronic signatures, the Family Law and the residence law.
Clickable Demo on a Production UI Kit
Built 5 key staff screens on a production dashboard kit: the dashboard with KPIs, the pipeline by stage and work switchable by role, the intake board with drag and drop entry checks and a quick view, the intake detail with a safety banner, progress rail and 8 tabs, the conflict workbench with transliterated name variants, hits and waivers, and the engagement letter editor with fee terms, signers and pre-send checks. All actions run on local state.
What a Production Build Adds
Integration with identity and liveness checks (such as Onfido or Sumsub), sanctions and PEP screening (LSEG World-Check or ComplyAdvantage), e-signature with Arabic support (DocuSign or Adobe Acrobat Sign), a hosted retainer payment page from a Qatar Central Bank-licensed gateway, secure storage with malware scanning, SMS and WhatsApp messaging, and the hand-off to matter management. Plus the 7-screen client portal with magic links and one-time codes, full Arabic mirroring, an append-only audit log, and the remaining staff screens for documents, due diligence, lawyer review, payments, reports and settings.
Why It Works: Every Check Before the Matter Opens
Conflicts Matched in Both Scripts
Each searched party shows its name in Arabic and Latin script with the generated variants used. Hits are grouped by party with a match score and the fields that matched, an earlier consultation by the other party is flagged as prior consultation for a lawyer to decide, and a waiver needs the managing partner with consent wording added to the letter in both languages.
Stages That Cannot Be Skipped
The board refuses a move until the checks pass, Send to lawyer review stays disabled until the conflict check and due diligence are cleared, and a high-risk client waits for the managing partner before a letter can be drafted. Over-target stages turn amber on the dashboard.
Safety and Sensitive Answers Built In
A restricted client carries a banner such as "Contact restricted: email only, no SMS or WhatsApp. Do not call." on every page that can message them. Answers about health, children and marital history stay hidden behind Show sensitive answers, and opening them is logged.
Letters Where the Arabic Text Governs
Every clause shows in English and Arabic, right to left, side by side, with locked clauses that need partner approval to change. Before sending, the editor checks that every placeholder is filled, both languages are present, fee terms are within the schedule and no screening hit is open.
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Enterprise Software Engineering - Human + AI
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Location
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
Enterprise Software Engineering - Human + AI
Contact Us
Locations
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
© 2026 - Copyright. All Rights reserved Oceanlab