Law Firm Software: Overview

Law firm software is an integrated application suite used by law firms & practitioners to manage case files & records, client information and, legal documents. It’s software that can also be used to track appointments, court schedules and, deadlines, alongside managing accounting and billing.

Legal firm software can also be used by smaller firms with few employees and fewer resources, for workflow automation and to manage things such as monitoring billable time, appointment scheduling and maintaining records of classified legal data. It’s software that helps companies maximize their revenue, save time spent on redundant tasks, and improve overall efficiency. Law firm software solutions help law firms operate smoothly and easily handle the different business verticals of a law firm.

Why Do You Need Law Firm Software?

A law firm has to process lots of highly sensitive cases and client data. Such data is obtained through various means like phone calls, emails, documents & transcripts containing verbally stated information. Aside from such data, law firms also have deadlines to meet, schedules to comply by and process client bills & spending.

Law firm management software helps practitioners manage client and case data effectively with little to no reliance on the manual process. It comes with features for case management (consolidated database, double-checking for conflict of interest, statutes of limitations, etc.), document management, contact calendar, and appointment scheduling, client communication, time tracking (for billing purpose), etc. The software’s capabilities make it useful for law firms through the inclusion of secure storage options, encryption, password-based security, email management, and CRM. All in all, it helps practices improve efficiency and client handling to attract more clients.

Law firms must use this software for: -

• Easier client management
• Advanced document management capabilities
• Efficient time tracking for billing & accounting
• Improved workflow
• Easier information sharing for better collaboration

Features of Law Firm Software

Case management software helps legal practitioners & companies in streamlining their business processes and make client handling easier. The main features of law firm software include: -

Centralized Database

Case management software provides a centralized database to store client data, legal information & information pertaining to your practice. It comes with a search function for quick access alongside data import & export functionality. The database allows legal professionals to store and retrieve case information easily, including details like contact information, case files, and email correspondence. Data stored in the database can also be shared among employees, with the option to add restrictive access.

Case Management

You can use this feature to effectively manage ongoing & past cases. Different functions of legal case management software such as quick search, task management, tracking appointments, and recording communication, help in making case management simpler for a law firm.

Contact Management & CRM

Law firm software can effectively track and record client details, including data acquired through emails and phone calls. You can use it to manage contacts & maintain an effective feedback cycle. Client status can be assessed with this feature and customers can be contacted for their feedback, using this feature. It also provides follow up & call back reminders.

Document Assembly

Some legal document software can be used to create legal documents using pre-defined templates. Such templates can be both pre-programmed at the time of purchase or one’s designed by the user.

Transcript Management

Using legal document software, you can manage & view transcripts generated during court proceeding transcripts, depositions & meetings. You can view them to assess and handle cases effectively, to achieve the best results.

Billing & Accounting

Law firm billing software lets you manage employee payroll, receivables, trust accounts, and client billing. The software can generate invoices and can also be programmed to include relevant taxes. Bills can be generated on a different basis- hourly, consultation, requirement, etc.

Conflict Checking

Law firm software allows users to quickly check for applicable conflict of interest and statutes of limitations. Your employees can use it to run a database-wide search and the software scans the available data to flag potential issues. It helps your employees save time and reduce chances of errors which are common with manual checking methods.

Calendar & Appointment Scheduling

The software can be used to schedule appointments, adhere to deadlines, set reminders, and view upcoming meetings. Its calendar feature syncs your appointments & reminds you of the same before time. You can also sync this feature with common email solutions such as Microsoft Outlook & Gmail.

Time Tracking

This feature of law firm software allows users to track billable time. You can also customize the billable time feature to set different rates for different clients & requirements. Lastly, you can also record billable time based on hours, transactions, or user-defined fee basis.

Task Tracking

Use law firm software to efficiently manage to-do lists, assign cases to specific employees and, monitor time spent on each case. This lets you improve overall workflow efficiency & productivity.

Report Generation

Reports based on different factors such as case success & failure rate, billable hours, productivity & conversion rates etc., can be viewed using this software.

Client Portal

Certain software comes with a client portal, using which you can share relevant files & data with clients in real-time. The transfer channel is secure, so any information sent doesn’t end up with the wrong person or entity.

Online Legal Research Databases

Some legal document software offers this feature wherein, users can access legal research services like LexisNexis or Westlaw. Users can access legal information, refer to past cases for precedent check, & access important resources such as constitution-defined laws, litigation resources, judicial information and publicly available records.

Advantages of Law Firm Software

Law firm software allows advocates, attorneys & lawyers to focus on the important legal stuff while the software handles and assists with the rest. The main advantages of law firm software are: -

Improve Workplace Collaboration

Legal document software helps practitioners improve task collaboration & coordination among employees. Lawyers and paralegals can share data & information easily, with this software, and collaborate on cases. The software improves overall efficiency as deadlines can be met easily and workflow can be appropriately defined.

Easier Case Management

By giving the users the ability to link their contacts, sync calendar, track task status, and assign notes to specific cases, this software makes case management easier. Legal case management software also helps users save time by making the case management process smoother and more organized.

Less Manual Dependency

Law firm software can be used to automate redundant tasks such as documentation & information retrieval. Using the repository of legal information offered by this software, you can skip shuffling through stacks of paper Heading files and perform faster and be more efficient at your work. It’s particularly useful when you’re on a client call and need to refer to a document at a moment’s notice. You can simply type down the client’s name or any other relevant keyword and find the file among the search results.

Comprehensive Reporting & Analytics

Best legal software can be used to generate comprehensive, visual reports. Detailed reports obtained can be used to get an overall picture of the different verticals of your law firm and make informed business decisions. You can analyse closure rates, win/loss ratio & other legal factors to keep your legal business on the right track.

Simpler Schedule Management

Legal firm software helps users increase efficiency by ensuring that they remain aware of appointments & schedules. This feature makes it easy to streamline & sync calendar events and notifies you when an appointment date/time is near. It prevents you from scheduling overlapping appointments & meetings, by flagging the entry upon input. Law firm software makes sure that your schedule stays on track and improves overall efficiency.

Legal Office Management

With top law firm software, you get access to a centralised storage location that stores all business-related information. Law firm software ensures that your client data & information are safe, documents are organised & well-managed and the tasks list is defined. Through these, your legal workforce can stay on track & you can ensure that your different practice verticals work in tandem.

Time Tracking

Law firm billing software is an efficient time tracking solution. It’s capable of tracking billable time, both online and offline, thus enabling employees to manage accurate client timesheets. Furthermore, this plays an important role during invoice generation and billing and ensures that you get paid accurately for the service your practice has offered to clients.

Encrypted Data Transfer & Sharing

You can use this software to send encrypted emails to clients. Sensitive information sent this way is protected with standardised encryption, to ensure that the data is only shared with the concerned person and no one else.

Mobile Phone Compatibility

Certain law firm software come with mobile apps that allow users to stay connected outside of work. A lawyer can know the status of a case & manage ongoing action in real-time, using this feature.

Things to Consider Before Buying A Law Firm Software

Before investing in a law practice management software, consider the factors below to make an informed purchase decision: -

Check for Security Features

Since a law firm deals with extremely sensitive & personal data, go for a solution that offers high-grade security. Storing confidential files & sharing them among employees will be a common occurrence, so ask vendors what security capabilities does the law practice management software offer. In case your data is attacked or hacked, what kind of failsafe are in place and what support can the vendor offer? Make sure you have absolute clarity on this before purchasing a law firm management software.

Get a Free Trial

Most vendors offer free trial or demos of their products. It allows users to familiarise themselves with a software, understand how it works and get clarity on how the solution will fit in with existing business functions. Make sure you ask for a free trial or demo before purchasing law firm management software.

Schedule Management Capability

Lawyers have strict timelines to adhere to. Court dates, depositions, hearings etc, are different appointments that lawyers need to attend. A law firm software must be capable of reminding your employees about upcoming appointments & follow-ups, to maximise efficiency & productivity. This feature streamlines & syncs calendar events, so do go for a software that offers it.

Office Management

A law firm software that you choose to purchase, should help you effectively manage your legal practice. Through features such as centralised database, case management, billable time tracking, accounting, etc., the software should make your business smoother to run.

Billable Time Tracking

You get paid based on the time spent with a client. To that end, a law firm billing software should be capable of tracking your billable hours, to ensure that you get paid accurately. Client timesheet management should be a feature the software offers, for easy tracking & invoicing.