How Gilbert + Tobin Scales AI with OpenAI

Overview

Australian corporate law firm Gilbert + Tobin has integrated OpenAI's ChatGPT Enterprise and Codex to optimize operational workflows across the firm. By focusing on enhancing operational efficiency rather than replacing professional legal judgment, the firm has achieved an 87% active user rate among enabled seats as of June 2026.

Leadership-Driven Adoption Strategy

Gilbert + Tobin achieved firm-wide adoption by combining visible leadership support with role-specific enablement. CEO Sam Nickless positioned AI as a tool for applying professional judgment rather than a shortcut, stating, "AI is not cheating."

To ensure the technology was relevant to specific roles, the business transformation team conducted tailored demonstrations for marketing, finance, recruitment, and operations teams. This approach avoided generic training in favor of workflows tailored to the specific needs of each function. Adoption was supported by internal videos, showcases, and use-case stories to keep employees current on new capabilities.

Governance and Data Residency

To manage the handling of confidential client and business information, the firm implemented a governance framework based on clear guidance on approved tasks, input restrictions, and output review processes. This framework included assessments of contractual protections, role-based access, and administrative controls.

Confidence in expanding access was further supported by OpenAI's provision of Australian data residency, allowing the firm to meet internal requirements and client expectations regarding data processing.

Operational Impact Across Business Functions

ChatGPT Enterprise is used across various business functions to reduce manual labor and improve output quality:

  • Recruitment: A research and data-extraction task was reduced from four hours to 20 minutes; a reference-processing workflow saves an estimated 25 minutes per candidate.
  • Marketing and Business Development: Teams synthesize previous pitch materials to prepare 400 to 500 annual pitches more efficiently, while using deep research to support industry reports and client strategies.
  • Finance and Technology: Finance teams utilize the tool for spreadsheet and data analysis, while technology teams use it for documentation, scripts, and internal guidance.
  • Executive Alignment: A custom GPT, trained on the CEO's writing, priorities, and professional background, allows executives to pressure-test ideas against the CEO's priorities before presenting them to him.

For legal-specific workflows, the firm utilizes approved platforms such as the AI-powered Harvey platform.

Transitioning to Workflow Execution with Codex

Gilbert + Tobin uses Codex to move from individual task assistance to the execution of multistep operational workflows under human review:

  • Audit and File Management: Codex prepared audit reports for 300 entities and renamed 1,100 files for system upload, replacing days of manual work.
  • Compliance Checks: The firm built an AI-enabled workflow for conflict, anti-money laundering (AML), politically exposed person (PEP), and know-your-customer (KYC) checks. Research and processing steps that previously took up to eight hours can now be completed in minutes.
  • Infrastructure Monitoring: A DevOps team member used Codex to build a monitoring "watchtower" for the AWS environment to consolidate operational signals and escalate issues requiring human attention.
  • Application Development: The business transformation team used Codex to turn requirements and specifications into a working Python application.

Future Objectives

Gilbert + Tobin aims to extend access to ChatGPT Work and Codex while implementing necessary controls. The firm's long-term goal is an interconnected working environment where employees can access approved organizational context and deliver finished outputs without manual navigation between disparate systems.

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