Running a law firm has many challenges, especially if you’re managing a lean team or scaling a growing practice. But legal case management software can greatly lighten that load by giving you a unified system for all operations — especially case management. And, now with cloud technology, case management software can fill yet another need for legal work: convenience.

Whether you’re looking to expand your practice, buff up security measures, or just improve how your practice runs, quality case management software will make things go all the more smoothly. Keep reading for more about cloud-based legal software and the features you should expect as we compare and contrast some of 2025’s best options.

What Features Should a Good Case Management Software for Lawyers Include?

Case management software should feel like a personal assistant, providing support for every phase of your caseload. Using this software shouldn’t feel like another list of things to manage, but instead a list of things you can offload.

Here’s what using case management software might look like in practice:

  • A digital command center, where all your matters, documents, case notes, and court dates exist in one single source of truth.
  • Billing that works like you do, with customizable workflows that make it easy to accommodate trust accounting, different payment structures, and invoice generation.
  • An improved client experience with easy-to-use portals, convenient messaging, and secure file-sharing channels that you (and your clients) can feel comfortable using.
  • A backup brain for deadlines, including reminders and automation to help you delegate, monitor, and stay on top of your ever-changing calendar.
  • Insightful reports: not just fancy charts and data, but actionable information. Track each teammate’s workload, know where you’re spending the most time, and see which cases are most profitable for your business.

Using web-based case management software for your legal operations will save you not only time but also stress and energy. You’ll spend much less time on repetitive tasks that have zero room for error, and more time focused on your caseload. But for this to happen, the software needs to have certain features. Let’s take a look at those very features!

Woman at a computer looking through the colorful activities dashboard in PracticePanther

Cloud-based software should give your firm more flexibility, protection, and cost savings — especially compared to traditional, general software. Some of the biggest benefits include:

  • Mobile Access | In the office or the courtroom, you’ll have your firm at your fingertips
  • Automatic Updates | Providers handle all software improvements and maintenance
  • Data Storage | Off-site backups ensure your data is not only protected, but resilient
  • Less Upfront Investment | No money spent on servers, hardware, or future growth
  • Easy Scaling | As your caseload grows and/or fluctuates with the seasons, your operations’ structure can adjust too — all without needing new hardware or devices

Software solutions like PracticePanther, MyCase, and Clio are all cloud-based platforms that take full advantage of cloud technology, providing the structure you need now — and the ability to adapt later. While more traditional software may require more substantial, costly infrastructure, quality cloud-based software works on any device with an internet connection.

Is Cloud-Based Case Management Software Secure Enough for Law Firms?

Absolutely, if you work with a reputable provider. The best legal software companies use several layers of protection; high-grade encryption, two-factor authentication, secure servers, and role-based access are some of the most prominent security measures.

As an example, the legal software PracticePanther uses 256-bit SSL encryption, automatic data backups, and user-specific access to ensure it is secure enough for even the most sensitive legal work. Look for providers that give you full control over who has access to your data.

A man in a suit looking at various PracticePanther dashboards on a tablet in his left hand

The following section compares five popular case management software providers — PracticePanther, Smokeball, Clio, MyCase, and Filevine — and how their product performs. To get a better understanding of how these software compare to each other, we analyzed how they handle the following aspects of legal work:

  1. Client Intake
  2. Document Organization
  3. Case Notes and Communications
  4. Time Tracking
  5. Intake-to-Resolution Workflows

#1: Client Intake

Your first impression matters, and that starts with your intake process. A quality software helps you onboard with professionalism and speed, while minimizing back-and-forth communication.

PracticePanther

  • Customizable intake forms that can be embedded into your website
  • Automated client follow-ups and easy-to-use workflows
  • Native eSignature for quick signings
  • Customizable matter templates, form fields, and more

Clio

  • Customizable intake forms
  • Integrations with Clio Grow, an add-on program for a separate subscription cost
  • Intake forms can be embedded in a web page

Smokeball

  • Uses guided workflows post-intake
  • Automation tools greatly assist form-heavy firms
  • Works well for standardized matters

MyCase

  • Streamlined forms and eSignature features
  • Intake forms double as client communication tools

Filevine

  • Customizable project phases and task flows
  • Degrees of customization right at matter creation

#2: Document Organization

The processes of storing, retrieving, and accessing documents can quickly become messy. How does this software help you keep everything in order and at the ready when you need it?

PracticePanther

  • Customizable document templates that auto-fill with client and case details
  • Secure and encrypted cloud-based storage that syncs with most storage databases
  • Version tracking that shows document edits, uploads, and history
  • Task automation rules that connect documents to deadlines and workflows

Clio

  • Built-in document templates that can be reused across matters
  • Cloud-based storage that links with most storage databases

Smokeball

  • Time tracking that logs document editing and viewing activity
  • Activity monitoring tied to tasks

MyCase

  • Simple task assignment to case files
  • Cloud-based file storage

Filevine

  • Create interdependent tasks across teams
  • Secure document repository with encryption
  • Version-controlled editing that tracks document history and changes

#3: Case Notes & Communications

Good client communication builds better relationships, and ultimately more client trust in your work. In what ways do these softwares support collaboration, sharing, and transparency?

PracticePanther

  • Secure client portal that supports messaging, file sharing, and invoice access
  • Two-way texting that logs messages directly in the case file
  • Internal chat linked to specific matters for easy staff communication
  • Permission settings that control who can view and edit specific notes or messages

Clio

  • Client portal that allows secure file sharing and messaging
  • Communication logs that track emails, calls, and notes under each matter

Smokeball

  • Client portal enabling secure client communications and document sharing
  • Internal messaging channels for real-time staff collaboration on cases

MyCase

  • Portal messaging and built-in texting logged within the case file
  • Internal chat and notes attached to matters

Filevine

  • Threaded case discussions that capture context with every comment
  • Integrated texting and trigger-based task creation
  • Activity feed for a running log of all team and client interactions

#4: Accounting & Time Tracking

From your first hour to the final invoice, time tracking is critical to trust accounting, recording billable hours, and invoice generation, But compliance doesn’t have to be a burden if you have software assisting your efforts. So how do these tools handle billing inside the case flow?

PracticePanther

  • Timers with custom rates for each client or matter
  • Time entries linked to tasks, events, and deadlines with manual entry options if needed
  • Batch billing and recurring invoice options for fast turnaround
  • Includes built-in financial reporting
  • One-click invoice creation with custom templates
  • Online payment processing through PantherPayments

Clio

  • Timers with adjustable hourly rates by matter
  • Batch invoicing to reduce admin work
  • Expense tracking with business reporting

Smokeball

  • Manual time entries with options for edits
  • Tracks time across cases and activities

MyCase

  • Time tracking tied to tasks and calendar items
  • Payment processing and recurring billing options

Filevine

  • Time entries created through tasks or event triggers
  • Invoicing inside the workflow with integrations
  • Supports flexible billing across case types

#5: Intake-to-Resolution Workflows

Every firm has its own way of doing things that is specific to its practice, headcount, budget, and so on. So you don’t just need software that tracks; you need software that adapts.

PracticePanther

  • Task templates to build and reuse structured workflows
  • Matter health dashboard that monitors overall case progress
  • Audit-ready exports and end-of-matter reporting tools
  • End-of-matter exports and reports for internal reviews or client summaries

Clio

  • Custom task lists to build out case workflows
  • Integration with numerous tools with separate subscriptions to extend functionality

Smokeball

  • Audit trails via activity logs across the case file
  • Automated documentation linked to case phases

MyCase

  • Billing, file sharing, and client messaging built into the workflow
  • Basic structure for straightforward, standardized case types

Filevine

  • Customizable final workflows
  • Trigger-based task assignment for internal handoffs
  • Reporting features for compliance and performance tracking
A woman lawyer showing her male coworker the PracticePanther software documents dashboard on a tablet in her left hand

By far, PracticePanther’s greatest strength is a powerful yet user-friendly design. Especially for those who are newer to legal software or need to train staff quickly, PracticePanther makes this the easiest. Its built-in payment processor, PantherPayments, allows for secure and efficient payment collection without relying on third-party integrations. Additionally, PracticePanther provides customizable workflows, document automation, and comprehensive customer support.

Smokeball emphasizes automation and ease of use, catering primarily to small and midsize firms. Their accessible approach makes it ideal for small to midsize firms; where larger software companies focus on having more flexibility and customization, Smokeball aims for an easy learning curve and simple workflows.

Similar to PracticePanther, MyCase aims to give its customers everything they need in one solution — without the need for integrations or other software. And if you’re wondering, “Is MyCase cloud-based?” it’s good to know that it is indeed cloud-based, along with many other options on this list like PracticePanther and Clio.

As an older software, Clio has a history of working with law firms of all sizes. They also offer a wide range of integrations, each capable of performing very specific functions. While these numerous integrations can become unwieldy for some, they are all but essential for performing some of the most critical tasks for legal work.

Filevine places high priority on creating unique, customizable workflows to completely mesh with their clients’ existing processes. While this does mean Filevine’s software has a higher learning curve, those who have the time and space to learn the software will be rewarded with a unique workflow, which is especially good for firms with a process-first approach.

Why Should My Law Firm Use Case Management Software?

For a law firm to succeed, you need more than excellent attorneys; you need organization, security, efficiency, and quality customer service. Case management software helps streamline the operations, administrative tasks, and services required to make your firm successful. And through cloud technology, your legal workflows can be more flexible and accessible than ever. All these improvements take stress off your team and let you focus more on high-value tasks.

While a cloud-based case management system is helpful with operations, the biggest reason why firms need case management software is to build better client relationships. People don’t just look for firms with great attorneys; they also look for a good experience. Your clients will hire you if they trust you — and for law firms, client trust is built through having prompt communication, clear billing processes, and staying accessible to clients when they need you.

The best software for your firm shouldn’t just support you; it should empower you. No matter your team size, practice type, or caseload, the best software will do one thing above all else: let you focus on your clients. For KKOS Lawyers, a leading tax law firm, they wanted software that could help cut down their outstanding invoices — and PracticePanther was their choice.

Since adopting the software, KKOS has been able to automate its invoicing, cut down on AR, and most notably, create more transparent, intuitive communications with its customers. “The client portal has been super convenient,” said Shantelle Urquidez, Executive and Accounts Receivable Manager. “Especially for our clients who have high standards for security. PracticePanther also doesn’t have a cap on the number of client portals, unlike other services.”

“With PracticePanther, we’re more efficient in every department,” said Shantelle.

If your case management feels like it’s dragging you down (or worse, holding you back), it may be time to try something smarter, faster, more affordable, and more secure. If you’d like to give PracticePanther a try, click below to schedule a free demo or start your free trial today.

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