Gilbert + Tobin Accelerates Operations with ChatGPT and Codex

The Australian law firm Gilbert + Tobin is deploying OpenAI's AI with a governance framework and data residency in Australia. Teams report quantified time savings, while the firm prepares to extend to ChatGPT Work and enhance automation with Codex, under human supervision.

Codex Executes Complex Tasks and Reduces Timelines by Several Hours

The firm uses Codex to perform structured operations involving multiple steps, which are then overseen by humans. Audits concerning 300 entities have been generated, saving an entire day of manual work across the process. The tool also handled the verification and renaming of 1,100 files intended for another system, a task that previously required several days. This approach targets occasional tasks or those that are difficult to automate using traditional methods. The business transformation team utilized it to convert existing requirements and specifications into a functional Python application. An AI workflow built with Codex supports conflict checks, anti-money laundering, politically exposed persons, and customer knowledge, conducting research and processing before submitting a report for human approval. Some checks that took up to eight hours are now completed in just a few minutes. On the infrastructure side, a DevOps member built a watchtower for the firm's AWS environment, aggregating signals, assisting with diagnostics and remediation, and escalating incidents requiring intervention.

Data Residency in Australia and Usage Rules Govern AI

The firm manages confidential client information subject to various requirements. Its AI deployment is based on specific guidelines indicating which tasks are approved, what data can be entered, and how results should be reviewed. Contractual protections, role-based access, data processing requirements, and administrative controls have been evaluated. The transition to an OpenAI environment with data residency in Australia has increased confidence to broaden access while respecting internal imperatives and client expectations.

Structured Adoption Without Quotas and Supported by Management

Management has acted as a catalyst. CEO Sam Nickless introduced ChatGPT with concrete examples from his work, emphasizing that AI is not cheating but a tool to aid judgment. Other leaders have echoed this approach daily. Rather than generic training, the business transformation team attended team meetings to showcase workflows tailored to each role, supplemented by videos, presentations, challenges, and feedback. No usage threshold has been imposed, with the responsibility for results remaining with the employees. By June 2026, 87% of positions with access were utilized, more than double the rate observed for other solutions, with profiles ranging from partners to non-technical staff.

Tangible Gains in HR, Marketing, Finance, Technology, and Legal

ChatGPT now supports several functions. For recruitment, the time needed for research and data extraction has decreased from about four hours to around twenty minutes, while reference processing saves approximately 25 minutes per candidate for a team handling large volumes. In marketing and business development, the tool is used to summarize previous presentations and tailor responses to new opportunities; the firm produces between 400 and 500 presentations each year, resulting in gains in speed, quality, and compliance with editorial standards. In-depth investigations support industry reports and business strategies. Financial teams use it for spreadsheets and data analysis, while technology teams utilize it for documentation, scripts, training, and internal guidelines. Lawyers use it for operational tasks, while legal workflows rely on approved platforms, including Harvey, with individuals retaining responsibility for task definition, verification, and final validation.

A Digital Twin of the CEO to Test Ideas

A custom GPT allows executives to explore different options before consulting the CEO. Its design is based on validated examples of Sam Nickless's writing, his priorities, experiences, feedback, and professional environment. This system functions as a digital twin, without making decisions or speaking on behalf of the executive.

Extension to ChatGPT Work and Tool Interconnection in Sight

The firm plans to extend access to ChatGPT Work and Codex, alongside implementing necessary controls. In the long term, the goal is an interconnected work environment where ChatGPT provides access to approved organizational context, drives operational tasks, and delivers finalized results without manual navigation between systems. This trajectory extends an initial strategy focused on elevating operational work, initiated by a controlled deployment of ChatGPT Enterprise within operational teams and then expanded to support functions and certain legal activities, all while preserving professional judgment.