User Manual

1. Login

When you receive your account, go to admin.lexflow.com.mx with the email and password provided by your administrator.

The login screen will ask for your email and password. If your account has MFA enabled, you'll need an additional code.

• 1Enter your email address
• 2Enter your password
• 3If prompted, enter the MFA code from your authenticator app
• 4Click 'Sign in'

2. Main Dashboard

The dashboard shows a general overview of your legal operations: number of entities, active cases, documents, contracts and more.

Each card shows a key metric with the current total. Click any card to go directly to the corresponding module.

3. Actionables (traffic light)

The Actionables section is your alert center. It shows everything requiring immediate attention organized by urgency:

• 1Red (overdue): deadlines, permits or contracts already expired
• 2Orange (urgent): expires within the next 7 days
• 3Yellow (upcoming): expires within the next 30 days
• 4Green (ok): more than 30 days of margin

4. Entities (Societies)

Here you manage all your legal entities. Each entity has a detail page with:

• 1General data: legal name, tax ID, share capital, incorporation date
• 2Notarial instruments: articles of incorporation, assemblies, reforms
• 3Powers of attorney: registered agents with scope and expiry
• 4Legal representatives: directors, board members, agents
• 5Shareholders: share structure with percentages
• 6Bylaws: versions of the corporate bylaws
• 7Attachments: associated PDF documents

5. Litigation

The litigation module lets you track all lawsuits and proceedings across your entities.

Each case follows a status flow: Open > In Progress > On Hold > Closed. Case details include:

• 1Parties (plaintiff, defendant, third parties)
• 2Hearings with date, location and outcome
• 3Procedural deadlines with automatic alerts
• 4Contingencies with risk level and amounts
• 5Demanded, provisioned and contingent amounts
• 6Attachments (complaints, answers, evidence)

6. Contracts

Contract lifecycle management (CLM). Register service, lease, supply, insurance contracts and more.

Each contract has: code, title, counterparty, amount, start/end date and status.

• 1Create contract with '+ New contract'
• 2View details by clicking the row
• 3Activate, renew or terminate from detail view
• 4Attach the original contract PDF

7. Permits & Licenses

Track transportation permits, federal plates, environmental licenses, civil protection and land use permits.

• 1Create permit with '+ New permit'
• 2Link to a vehicle, property or person
• 3Monitor expiry dates automatically
• 4Attach the digital copy of the permit

8. Claims

Pre-litigation module for managing claims before they escalate to lawsuits.

Flow: Reported > Investigating > Negotiating > Resolved (or Escalated to litigation).

• 1Register claim with incident details
• 2Advance through flow stages
• 3Resolve with amount and resolution notes
• 4Escalate to litigation if unresolved

9. Properties

Register warehouses, offices, distribution centers and other properties.

10. Documents

Centralized document repository with version control. Upload PDFs, images, Word and Excel files.

The system automatically extracts text (PDF via text, images via OCR) to power intelligent search and the chatbot.

11. Compliance / Regulatory obligations

Track fiscal, labor, environmental and regulatory obligations with due dates.

12. Legal spend

Record expenses per matter: fees, travel, experts, court costs, fines.

Each expense links to a case, property or entity. Totals appear in financial KPIs.

13. KPIs & Reports

Analytical dashboards with 20 key indicators across 4 categories:

• 1Litigation: active cases, win rate, won/lost
• 2Financial: contingency, provision, net exposure, total spend
• 3Compliance: compliance rate, pending/overdue obligations
• 4Operations: entities, documents, properties, pending tasks

14. Workflows & Tasks

The workflow engine automates legal processes with templates that generate tasks with calculated due dates.

15. Notifications

Configure how and when you receive notifications from Settings > Notifications.

• 1Channels: Email, SMS, WhatsApp, In-app
• 2Events: select which events trigger notifications
• 3Frequency: immediate (critical), daily digest (8am), weekly digest (Mondays)
• 4Test: send a test notification to verify your setup

16. Chatbot (LexFlow AI)

The AI assistant can query your legal portfolio data. Ask about:

• 1Portfolio summary
• 2Active cases and win rate
• 3Contracts about to expire
• 4Financial exposure and contingencies
• 5Permits about to expire
• 6Content of specific documents (text search)

17. Intelligent search

Search across the entire system including text extracted from uploaded PDFs.

18. Alerts

The system automatically evaluates (hourly) configured alert rules and generates alerts for deadlines, hearings, contracts and permits.

19. Ultimate Beneficial Owner (UBO)

The UBO module implements the LFPIORPI 2026 + SAT art. 32-B Ter obligation: registering individuals who effectively control each entity.

From each entity's detail page you can add UBOs with identification data (RFC, CURP, address), ownership percentage, control type and PEP (Politically Exposed Person) status.

• 1Open an entity and go to the 'Ultimate Beneficial Owner' tab
• 2Click '+ New UBO'
• 3Complete personal data and identification document
• 4Set control type: ownership >=25%, voting >=25%, board appointment, veto rights or effective control
• 5If ownership is indirect, specify the intermediary entity and describe the chain
• 6Flag PEP status and attach supporting evidence if applicable
• 7Save and review the dossier status (score 0-100)

20. Leases (ASC 842 / IFRS 16)

The Leases module captures rental contracts and applies ASC 842 (USGAAP) / IFRS 16 accounting standards required by Big-4 auditors and public companies.

When you create a lease, LexFlow automatically computes the Right-of-Use asset and Lease liability using Present Value of future payments with the incremental borrowing rate you declare. It also classifies the lease (operating vs short-term) based on its term.

• 1Go to Leases and create a new lease
• 2Enter entity, property (optional), lessor and internal code
• 3Define commencement date, term in months, payment frequency (monthly / quarterly / semiannual / annual) and amount
• 4Declare the annual discount rate (tenant's incremental borrowing rate)
• 5Save — the system computes initial ROU and Lease liability
• 6View the full amortization schedule from the lease detail page

21. Matter budgets

The Matter Budgets module lets you set spending caps per case, entity, or full tenant, with progressive alerts at 50%, 75%, 90% and 100% consumption.

LexFlow automatically sums matter_expenses and fee_records within the budget's period and scope, and notifies by SES email when crossing each threshold. It also supports 'hard-cap': when enabled, any expense/fee that would exceed the budget is rejected with HTTP 422.

• 1Go to Matter Budgets and create a new one
• 2Choose the scope: specific case, entity or full tenant
• 3Define fiscal period, total amount and currency
• 4Adjust alert thresholds (default 50/75/90%) — must be in ascending order
• 5Enable 'Hard cap' to block overruns
• 6Save — the worker evaluates daily and sends idempotent emails

22. Jurisdictions and business days

LexFlow loads 38 Mexican jurisdictions (federal, TFJA, JFCA and 32 states) with their official 2026 holidays, including Federal Judicial Council recesses and state holidays.

The system automatically computes procedural deadlines in business days for any jurisdiction, respecting holidays and recesses. This function integrates transparently with litigation and tax audit modules.

• 1In a case detail, open 'Add deadline'
• 2Select the court's jurisdiction (federal, TFJA, or the corresponding state)
• 3Define business days offset from the base date
• 4The system automatically computes the due date skipping holidays
• 5Optionally, compute directly with POST /jurisdictions/compute for quick estimates

23. LFPIORPI compliance for trusts

The Trusts with LFPIORPI module implements the July 2026 reform: mandatory KYC for each party (settlor, trustee, beneficiary, technical committee), real beneficial owner, OFAC/PEP screening and OUS classification of operations.

For each party you capture complete identification data, source of funds, occupation and economic activity. If the party is a legal entity, you trace the ownership chain to the final beneficial individual.

Every trust operation is classified as usual, unusual or concerning (LFPIORPI art. 17). OUS operations are flagged for UIF reporting with internal reference.

• 1Open the trust and go to 'Parties'
• 2Add each party with their role, person type and complete KYC data
• 3Record OFAC/PEP screening result with reference to the provider used
• 4In 'Operations', capture contributions, releases, transfers with counterparty
• 5Classify each operation (usual / unusual / concerning) and flag UIF report if applicable
• 6Consult the compliance status from the checklist endpoint

24. SAT deadlines and defense tree

When you create a tax audit, LexFlow automatically generates the legal deadlines mandated by the Mexican Federal Fiscal Code according to the audit type:

Desk audit: initial delivery 15 business days (CFF art. 53) plus expiration 12 months (CFF art. 46-A).

In-person visit: evidence submission period 20 business days plus expiration 12 months.

Electronic audit: pre-liquidation rebuttal 15 business days plus expiration 6 months (CFF art. 53-B).

Additionally, the module exposes the defense tree: recurso de revocacion (30 days CFF 121) -> TFJA lawsuit (30 days LFPCA 13) -> indirect amparo (15 days Ley de Amparo 17).

• 1Go to Tax Audits and create an audit with type and notified_at
• 2Click 'Generate automatic deadlines' — idempotently creates standard deadlines
• 3Query /tax-audits/{id}/deadlines to see all deadlines with computed_due_at
• 4Add manual additional deadlines for custom events (extension, additional request)
• 5Mark deadlines as completed when done (documentation delivered, response submitted, etc.)
• 6On adverse resolution, query /defense-tree to see available next remedies

25. Contract obligation tracking

Each contract has clauses with recurring obligations (SLA, COI, deliverables, reports, certifications). This module turns them into tasks with owner, due date and frequency.

When you mark an obligation as satisfied, recurrent ones (monthly/quarterly/semiannual/annual) auto-advance to the next due date. A daily cron flags overdue pending obligations.

• 1From a contract's detail, open the Obligations tab
• 2Create an obligation with type (SLA, COI, deliverable, payment_term, etc.) and first_due_date
• 3Assign owner_user_id so it shows up in their /my-tasks
• 4When fulfilled, click 'Satisfy' — recurrent ones jump to next period
• 5Overdue ones automatically appear in Actionables

26. Contract renewal engine

For contracts with auto-renewal or upcoming end_date, the engine schedules tiered reminders 90/60/30 days before the deadline.

Each reminder can fire an email to the internal owner, generate a workflow_task and/or notify the counterparty depending on the rule.

27. Clause library + playbooks

The clause library stores legally-approved text by jurisdiction + language with explicit versioning. An approved clause is immutable: to fix it you create a new version pointing to the previous as parent.

Playbooks group approved clauses by contract type (services, NDA, distribution, etc.) with criticality: mandatory, recommended, optional or prohibited.

The check-contract endpoint audits a contract against a playbook and reports coverage and missing clauses.

• 1Create the clause in draft status with code, title, jurisdiction and body
• 2Approve the clause — it becomes immutable
• 3Create the playbook by contract type and link clauses with their criticality
• 4From a contract's detail, click 'Audit against playbook' to see coverage and gaps

28. Case templates by matter

When you create a new amparo, mercantil, laboral, fiscal, penal or arbitraje case, you can use a pre-configured template that pre-fills: typical procedural deadlines, expected parties, possible outcome types, and common workflow tasks.

Seven seed templates per matter cover the most frequent flows in Mexico. Each tenant can customize them or create its own.

29. Risk register + policies

The risk register stores each risk with its 5x5 probability x impact matrix and inherent score (1-25) bucketed low/moderate/high/critical. If the risk has an active mitigation plan, you also capture residual scores.

Policies are versioned like clauses and, if requires_acknowledgment=true, target_roles users must e-sign the current version. The system keeps an immutable trail of acks with IP and user-agent.

• 1Create the risk with probability + impact (each 1-5)
• 2Capture mitigation plan and treatment (mitigate/transfer/avoid/accept)
• 3When mitigation reduces the risk, capture residual_probability + residual_impact
• 4For policies: create draft, add body, publish — target users must ack

30. Vendor COI + insurance RFP

Each vendor has a Certificate of Insurance (COI) dossier per coverage type (general liability, auto, workers comp, cyber, umbrella, etc.) with effective date and limits.

For corporate insurance renewals, the RFP module collects multi-broker quotes and produces a side-by-side comparison with the best compliant (lowest premium meeting target_aggregate_limit).

• 1In Vendors, add the vendor with category and mark requires_coi
• 2From its detail, add COIs in the COI tab with carrier, policy_number and expires_at
• 3For a renewal, create an RFP with coverage_type + target_aggregate_limit + brokers
• 4Capture received quotes and query /rfp/{id}/comparison to decide

31. Credit covenant monitoring

Each credit facility may have financial covenants (debt ratio, minimum EBITDA, interest coverage) or non-financial ones (no merger without consent, no new debt).

For each covenant you define threshold + comparison (gte/lte/gt/lt/eq/between) + measurement frequency. Each measurement is auto-evaluated: within 10% of threshold becomes at_risk; beyond threshold, breach.

• 1From the credit facility, open the Covenants tab and create one with comparison + threshold
• 2Capture periodic measurements with the actual value
• 3The system updates current_status (compliant/at_risk/breach/cured/waived) automatically
• 4If the bank grants a waiver, capture waived_until — during that period evaluation is skipped

32. IP docket + annuities

For each industrial property (trademark, patent, utility model, industrial design) you keep an append-only docket of events: application, publication, opposition, response, observation, grant, renewal, etc.

The system auto-generates the annuity calendar by registration type: 5/10/15/20 years for patents, 5/10/15 for utility models, 5/10/15/20/25 for industrial designs, 10 years for trademarks.

33. Auto-detect permit renewals

A daily cron detects active permits whose expires_at falls within the next 60 days and auto-moves them to pending_renewal. This ensures no permit goes unnoticed and surfaces in Actionables on time.

34. Retention policies + legal holds

Retention policies define how long documents are kept by category before purging (e.g. contracts 10 years, RFC 5 years, emails 3 years).

Legal holds suspend retention on documents linked to active litigation. While the hold exists, in-scope documents are not deleted even if their retention policy expires.

35. CLOC Core 12 metrics + ACC Maturity

The Analytics dashboard exposes the 12 standard CLOC (Corporate Legal Operations Consortium) metrics used to report to CFO/Board: matter volume, cycle time, outside counsel spend, in-house vs outside, spend by matter type, top 10 firms, AFA percentage, avg matter cost, win rate, settlements ratio, contracts cycle time and compliance posture.

Additionally, the ACC Maturity Model rates your legal ops on 5 dimensions (Strategy, Financial, Technology, People, Service Delivery) with score 1-5 auto-derived from system signals.

36. DOF impact assessment with AI

The DOF watcher detects new publications daily. For each one, a cron evaluates with Claude the impact: severity (low/medium/high/critical), affected modules (contracts, permits, tax_audits, etc.), industries and concrete action_items for your team.

Smart routing auto-creates dof_impact_routes for each tenant society potentially affected, with severity and reason. Legal team can acknowledge each route.

37. Intake triage with AI

Requests arriving via the public intake portal are auto-classified by similarity with historical cases (pg_trgm) and by Claude categorization (urgency, legal area, likely society).

Triage assigns tentative SLA, suggests assignee and proposes target module. Reduces manual routing time for the legal director.

38. Cap table + authority matrix

The cap table runs append-only on cap_table_events: each issuance, transfer, repurchase, split, conversion or cancellation is recorded with date. Endpoint cap-table?as_of=YYYY-MM-DD reconstructs holdings at any past date from the events list.

The authority matrix defines what role/signers are required for each act (contract signing, expense authorization, power of attorney) by amount range and society.

• 1Capture each event in cap_table_events with its event_date, holders and shares
• 2Query the snapshot at any past date with as_of
• 3Define rules in authority_matrix: act_type + amount range + required_role + required_signers_count
• 4Before an act, call /authority-matrix/check to validate who must sign

39. Outside counsel scorecards + diversity

For each external_firm you capture: practice areas, hourly rate, SLA, internal rating and optionally diversity flags (woman-owned, minority, LGBT, veteran).

Firm detail shows T12 KPIs: amount billed, active/closed cases, win rate, average response time and average rating from the client's legal team.

40. Async board e-voting + AI minutes

For board matters resolvable by unanimous consent without an in-person meeting, this module lets you create a resolution with agenda + proposal + deadline. Each director receives a link to vote (in favor/against/abstain).

When voting closes, the system tallies automatically and, if quorum + majority per bylaws is met, generates the minutes with Claude based on the proposal + each director's comments.