Legal case management software has become a vital tool for firms of all sizes and fields of practice. A poll by Statista found that following 2020, the vast majority of firms saw a “moderate to high” positive impact on their operations, primarily with their document management (83%), finance management (76%), and time tracking (74%). Cloud-based technology has expanded how software can support attorney work — and legal case management software is the product of that expansion. 

From solo practitioners to large firms, every practice can now find the best legal case management software for them — but reviews can only provide so much information. This guide will address every aspect of selecting a legal case management software, including:

Do Law Firms Use Case Management Software

Do Law Firms Use Case Management Software?

A majority of law firms use case management software — and that majority grows every year. The American Bar Association has kept a close watch on the rising usage of case management software, most notably with small to midsize firms. From 2021 to 2022, the ABA saw a 13% increase in use in solo practitioners (32% to 45%) and a near doubling of use for firms of 10-49 attorneys (22% to 40%).

It’s worth noting that while small to midsize firms saw a huge uptick in their use of case management software, large firms’ usage remained constant. This is possibly due to the increased accessibility and affordability of software providers today. Legal software providers today often offer several budget-friendly plans that firms with less resources and capital can reasonably afford.

What Are Some Key Features To Look for in Legal Case Management Software?

Some of the most important features to pay attention to when browsing case management software include document management, time tracking, payment processing, e-signature capabilities, and client communications. Each of these is critical to any case management software worth its salt — that is, software that offers security, organization, and convenience for both the firm and the client.

Document Management

For any law firm, file security and organization are paramount to the practice. Thankfully, cloud-based technology not only centralizes document storage, but places it somewhere that is much easier to protect and much harder for bad actors to reach. Cloud servers also allow attorneys to access these documents wherever and whenever they’re needed, whether it’s in the office or just outside the courtroom.

You can also use legal case management software to organize your documents in a variety of ways. Software with a custom tagging feature is especially great for this purpose, as it allows you to categorize your documents with specific labels, or “tags.” 

For example, consider a family law attorney handling a complex case where divorcing parents are disputing custody, and the grandparents are simultaneously seeking legal guardianship of the children. Using PracticePanther’s custom tagging feature, they might label documents with tags like “Custody,” “Guardianship,” and “Minor Representation.” When that attorney or others in the firm encounter similar cases in the future, they can easily search for those tags to locate all the documents from a prior case to use as examples, saving significant time and energy.

Time Tracking

One of the most time-consuming parts of your work can be — ironically enough — tracking billable hours for the work you do. Detailed time tracking is critical not only for maintaining an ethical practice but also for providing clients with information about the work you do. 

Legal case management software makes it much easier for you to track and organize your hours. Many include built-in timers that you can start and stop as you work on a task, even if you get interrupted in the middle of it. The software you choose should also be able to associate each time entry with a specific case, and there should be features to categorize time by activity type, allowing you to easily generate detailed reports or time records.

When it comes to invoicing your time, legal software simplifies the entire process. Rather than using a basic spreadsheet that must then be translated into a coherent invoice, case management software can help you quickly describe and calculate your time, then automatically turn that data into a templated, easy-to-understand invoice.

Payment Processing

As attorneys today know, the finances of legal work can sometimes be one of its most challenging aspects. From ensuring proper trust accounting practices to collecting payments, there are several pain points that legal case management software addresses directly. 

Your firm can use case management software to schedule automated payment reminders for clients, send payment links, and consolidate your billing and payments into one place. In rare cases, some software providers even offer native payment processing, such as PracticePanther’s built-in PantherPayments. Having native payment processing in your legal case management software is nice, as it eliminates the need for an additional subscription to an outside payment processor.

E-Signatures

Digital signatures are all but necessary in today’s world, and the practice of law is no exception. Legal case management software facilitates the signing of client documents, speeding up the key steps in any case. You can request signatures in bulk, track the status of signatures, and much more — all from any smart device. 

An important note: not every software provider offers unlimited e-signatures, so make sure to verify prices. Some will charge per signature, which can get costly quickly. With PracticePanther’s Business plan, you can send unlimited documents for e-signature and then easily file them away into the associated case using PracticePanther’s intuitive document management features.

Client Communications

Perhaps the most important part of practicing law is how one builds client relationships, much of which comes back to quality communication. Many of the previous features mentioned focus on providing better experiences for the client and the attorney alike. However, case management software can also help with general client correspondence, from helping you organize your meetings and court calendars to communicating via two-way business texting.

High-quality legal software will also include a secure attorney-client portal to further facilitate safe communication between you and your clients. You can notify clients of upcoming court dates, send messages, upload and share documents, and so much more. Plus, clients can access the portal at any time to check on the status of their cases and pay outstanding invoices, saving you additional time addressing these issues.

In short, case management software with the above features will make running a law firm simpler, more secure, efficient, and responsive to client needs.

What Are Some Key Features To Look for in Legal Case Management Software

How To Choose Legal Case Management Software

When searching for case management software, there are several key criteria to consider:

  • Cybersecurity | Above all, this is the most important aspect of using cloud technology for your law firm: knowing who has access to your data, why they have access, and how they gain access. The most reputable service providers will have clear guidelines around data ownership, client confidentiality, and the levels of encryption they provide — but as the customer, it’s your responsibility to perform your due diligence and maintain compliance.
  • Ease of Use | Possibly the next most important aspect of legal software is how simple, convenient, and user-friendly it is. Even the most robust software solutions are effectively useless if you or your staff can’t quickly learn how it works and adopt it into your day-to-day work habits. Customer testimonies will be a good indicator of how easy a software is to use and will show what the software is like in practical applications. You should also test out options using any available free trials. 
  • Customer Support | Even the most user-friendly software will leave new customers with a few questions. As such, a good provider will offer consistent support — not just during the onboarding process, but beyond — to ensure you are successful at using their software. Lack of customer support is common with cheaper software, which is one of many reasons “cheaper” does not mean “better” in the legal software world.
  • Scalability | One major benefit of cloud technology is how easily it grows with the practice. Expanding your IT infrastructure no longer requires updating a ton of hardware and physical devices; instead, cloud-based technology makes this as simple as a phone call or email and a few clicks from the provider to upgrade your subscription level as you grow.
  • Third-Party Integrations | Given that the average company implements dozens of software programs in its business operations, quality software should be able to co-mingle with other common applications. When shopping for case management software, keep in mind all the programs you already use and whether this new software will fit your current setup. However, make sure the legal software you choose can still function well even without the support of integrations.
  • Reporting and Analytics | Another massive benefit of legal case management software is the ability to get a bird’s eye view of your practice: caseload progress, outstanding invoices, and billable hours reports are just a few examples. Some software can even provide firm business analytics that can inform future decisions for your firm, furthering its profitability.

Need tips on selecting the right provider for your firm? Start with the suggestions below.

  • Get clear on their data ownership policies. Under what circumstances can the provider access your data? What safeguards are in place to prevent unauthorized access, and how do they handle data requests from third parties or law enforcement? These questions are critical for firms to ask up-front, as compliance and confidentiality are the first priorities when using cloud software.
  • Compare their features to your firm’s needs. Most case management software providers offer tiered service plans, with higher-priced tiers often including advanced features designed for more complex or specialized needs. Make sure that the plan your firm wants to use has all the features you need (and if not, know how much extra it’ll cost). Also, note their compatibility with your operating system — for example, whether theirs is the best legal case management software for a Mac versus a PC.
  • Don’t let price deter you from quality. To quote the American Bar Association, “In the world of cybersecurity, you often get what you pay for.” While it may be tempting to go for the cheapest legal case management software, these options will almost never have the utility or security to warrant use. Similarly, using free legal case management software is practically asking for trouble, especially since they will likely not offer customer support and far less data security.
  • Ask for a demo. All of the explanations in the world won’t beat trying the software firsthand. The provider should always offer a demo, which is often a good sign they have a product they’re confident in.
How Much Does Legal Case Management Software Cost Per Month

How Much Does Legal Case Management Software Cost Per Month?

Typically, prices range from $50 to hundreds of dollars per user, depending on the provider and the specific plans they offer. Most case management software providers follow these pricing structures:

  1. Subscription-Based | The firm pays a recurring fee (either monthly or annually) that scales depending on the features they use.
  1. Per-User | The provider charges based on the number of individual users, which often works great for small to midsize firms. Most software providers follow both subscription-based pricing and per-user pricing.
  1. Tiered | Multiple “levels” of access to the software that create simplified choices for how customers can use the software. Most providers will set up their tiers so it’s easy to scale up or down as the firm’s needs change. As an example, PracticePanther offers three tiers of plans for law firms, all of which scale per individual user.
  1. Custom Pricing | Occasionally, the provider may offer a unique price for each client. This pricing is most common when the provider allows clients to select each feature they want or need from the software.

One thing to always remember when looking at software is not just trying to find the cheapest option but the best value for your money. And notably, it’s most likely a bad idea to use legal case management software that’s free. If you download this kind of software for no monetary cost, you’ll most likely end up paying a much worse cost later, or at the very least, you’ll just end up abandoning the software because it’s not useful enough.

Is There a Legal Case Management App?

Some case management software providers offer mobile-friendly solutions, which are convenient and often critical to maintaining a successful practice. Many attorneys spend much of their time outside of the office, so having a mobile app for case management makes it much easier to access key documents, keep tabs on calendars, and even track billable hours, all without having to go back to the office. 

Similarly, the mobile-friendly case management app that comes with a PracticePanther subscription often makes for the best work-from-home legal case management software solution, as it’s easy to set up and only requires a smart device to use. It’s the same platform you’d access on your desktop, so you can keep up with cases no matter where you are.

Do Courts Prefer One Legal Case Management Software Over Others?

Courts typically do not care which software an attorney uses as long as the software complies with model rules and supports legal procedures. Most states and counties have their own rules around digital technology, such as electronic filing formats and document submission formats, so it’s best to check your local rules to see what your legal software needs to support.

One benefit of legal case management software is that it not only helps with following court document filing rules, but it also offers template creation features. If you know your court requires 1-inch margins and a specific font type and size, you can set up various templates that abide by these rules. Then, anyone in your firm can access these templates, and you can rest assured everyone is following the court’s rules.

Plus, software like PracticePanther offers various caseload management features that make it easier to meet court deadlines with great attention to detail, including not just template creation but workflow automation to handle the repetitive steps of managing individual cases and complying with court rules.

If you’ve been browsing for the best legal case management software on Reddit, Google, or any other search engine, look no further: the answer is PracticePanther. As the best case management software in the legal industry, PracticePanther is the only all-in-one software for caseload management. From client intake to payment processing, PracticePanther assists with every step of managing a firm’s operations and even helps make future decisions, thanks to detailed business analytics and reporting.

PracticePanther aims to make the practice of law easier, more secure, and more efficient for firms. Customers like Haber Blank see great results from using PracticePanther, including cutting case prep time in half. To quote co-founder Jason Blank, “The money you pay for PracticePanther is a value that’s worth it.” 

See firsthand the value PracticePanther can bring to your operations. Sign up for a free demo by clicking the button below, and we’ll be happy to answer any questions you have!

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