Legal case management software provides support for the entire lifecycle of every case in your workload — from the first intake to the final payment. Many firms use this software to organize their caseload, communicate with clients, provide a secure platform for payment, and much more.
The best legal case management software companies will also provide customizable workflows and consistent tech support as you get started. Overall, these systems help your practice be more efficient, profitable, and sustainable to run.
Case management in law firms is a tough undertaking, especially for smaller firms where attorneys have to wear multiple hats. But the good news is with the right system in place, it’s much easier to handle the complex, demanding practice of law. Keep reading to learn more about the benefits of using legal case management software and what the top legal case management software has to offer firms of all sizes and specializations.
What Is the Meaning of “Case Management System”?
A case management system, or case management software (CMS), is a digital system for managing the entire process of legal cases. But unlike accounting software or task management software, a CMS entails multiple tools and features that give it a much broader functionality. The versatility of a CMS is what makes it best suited to industries such as law, which must balance a tightrope of strict confidentiality and time management.
Case management systems make it easier for you to keep track of all the moving parts in your practice. From billable hours to court dates, a CMS brings all of those elements into a single source of truth. The best options are even mobile-friendly!
Legal Case Management Software Features and Capabilities
Let’s take a look at some core features that most software has, along with advanced features that are less common but result in higher-quality software.
Core Features
- Billing and Invoicing | PracticePanther simplifies all aspects of legal billing with automated, custom invoicing that lets you generate branded invoices in just a few clicks, apply flat fees or hourly rates, and send them directly to clients for faster payment — all without needing a separate billing system, since it’s built directly into the platform.
- Time and Expense Tracking | With PracticePanther, time and expense tracking lives in the same platform as invoicing and trust/operating accounting. This ensures every logged cost flows automatically into the next invoice without any disconnect. There’s no exporting spreadsheets, no re-entering numbers into a separate billing platform, and no risk of an expense getting lost between tools that don’t talk to each other. For firms handling reimbursable costs through trust accounts, PracticePanther also connects expense entries to trust ledgers, helping ensure client cost advances are tracked and reconciled accurately. The result is a firm that captures more billable and reimbursable expenses with less administrative effort, directly protecting the firm’s bottom line.
- Client Communication | As an attorney, making yourself available to clients is always a best practice — but it’s rarely easy, especially with a full caseload. Some legal case management software, like PracticePanther, provides numerous means to stay in touch with your client, including two-way texting and a secure client portal.
- Document Management | When it comes to managing client information, attorneys have to balance strict security with convenient access. By using case management software, you’ll have a much easier time not only storing information but also sharing it — whether you need an eSignature for a client or want to develop templates for future documents.
- Automated Workflows | In many cases, it’s tough to know where to focus your time, especially if you’re a smaller firm with fewer resources to go around. Software can help you automate much of the rote, mindless work — such as template creation and data entry for documents you use frequently in your practice. PracticePanther’s workflow automation handles these repetitive tasks, offering workflow templates to standardize your firm’s responsibilities and customize every step. This frees your team to focus on billable, higher-value work rather than administrative upkeep.
Advanced Features
- Client Intake and Lead Management | Turning prospective clients into signed clients requires speed and organization — leads left unanswered for more than 24 hours are often lost. PracticePanther streamlines this process with customizable intake forms, automated follow-ups, and a centralized dashboard that tracks every prospect from first contact to signed engagement letter. Because intake connects directly to billing, document management, and communication within the same platform, a converted lead becomes a fully set-up client instantly, with no manual data re-entry required.
- Operating and Trust Accounting | Legal-specific accounting requires strict separation between operating and trust accounts, along with detailed audit trails. PracticePanther’s built-in legal accounting software is designed to help firms stay compliant with IOLTA regulations, automatically tracking every transaction, flagging discrepancies, and generating three-way reconciliation reports — all within the same platform where you’re already managing billing and cases, rather than a bolt-on accounting add-on.
- Customizable Workflows | Automation can enhance several processes in a case’s life cycle — like onboarding and payment processing — but these processes are often unique to your firm. Getting high-quality case management software means you’ll be able to alter these automations in a way that fits your practice.
- Integrated Payment Processing | It’s best if your software has its own legal payment processing, not just for convenience, but security as well. When comparing different systems, pay attention to the fee percentages charged by their payment processors. PracticePanther stands out with some of the lowest rates available — 2.95% for all card transactions and only 1% per eCheck.
- Native eSignature | Advanced CMS software should offer built-in eSignature functionality, enabling both you and your clients to send, sign, and store documents digitally. ESignatures eliminate the hassle of paper documents and speed up the process.
- Advanced Reporting and Analytics | Law firms are also businesses, so having access to detailed analytics and metrics is essential for identifying growth opportunities. Understanding key data points like billable hours, case progress, and financial performance allows firms to make informed decisions that drive efficiency and profitability. PracticePanther offers advanced reporting tools that give you real-time insights into your firm’s performance, helping you track key metrics effortlessly and optimize operations for continued success.
What Is the Best Case Management Tool in Legal Software?
While it’s tough to name a “best” option, some features are more noteworthy than others. The best case management software supports a smoother, more efficient overall process — which benefits not only you but your clients. Certain software can provide more touch points between you and your clients, with some even offering two-way texting and client portals to make communication all the more convenient.
A quality CMS can be especially helpful for small-to-midsize practices, where time and resources are both limited. For solo practitioners like Greg Barthlette, a personal injury lawyer, using a CMS has been critical for supporting each aspect of his practice. To quote Barthlette, CMS “gave me the ability to hit the ground running setting up my billing software. I was able to immediately send out client invoices and get my hourly practice running smoothly.”
As someone who’s run his own practice for nearly a decade, Barthlette has seen a huge difference in his ability to handle work since using CMS. He did note, however, that it’s important to “pick a practice management software that is user-friendly and intuitive. You shouldn’t experience an extreme learning curve with your software.”
“If you’re spending more time learning the software or tied up with support than getting your practice going, it’s not the one for you. Practice management software is there to serve you — not the other way around. For me, that’s PracticePanther.” You can see PracticePanther in action yourself by clicking the button below.
PracticePanther: The Best Online Legal Case Management System
PracticePanther is the only all-in-one legal case management software: a solution that brings efficiency, flexibility, and a better client experience to your law firms. With organized time tracking, improved client intake, and business insights, you’ll make strides in efficiency and plans for the future — all of which will be backed by data from your practice.
If you’re ready to see the same success as many other firms who use our software, sign up for a free trial or a free demo. We’re looking forward to meeting you and helping your firm shine!
