Best Legal Workflow Software to Keep Law Firms Organized in 2024

As a law firm, staying organized is crucial, and the right tools can make all the difference. Legal workflow software is designed to do just that—it's an essential tool to streamline and manage various processes and tasks within law firms and legal departments.

The right software can help lawyers and other legal professionals create standardized workflows, automate repetitive tasks, and ensure the smooth flow of documents and information. It's about simplifying your day-to-day tasks, from document management to time tracking and client communication.

Wondering which software will actually maximize your productivity and boost your ROI? Our team at Grow Law Firm has put together this guide, where we'll explore everything you need to know about workflow software for law firms. We'll discuss what law firm workflow software is, its applications, key features to look for, the top software solutions, and how to automate your workflows. We will also explore the difference between workflow management and business process management.

What Is Law Firm Workflow Software?

Law firm workflow software is a tool designed to streamline and automate various processes and tasks within a law firm, helping legal professionals stay organized and efficient. A good law firm workflow software adapts to how you work. This software takes all those time-consuming, repetitive tasks that eat up your day and automates them, freeing you up to focus on what really matters — practicing law and winning cases. 

Applications of Workflow Management Software for Law Firms

Managing workflows can seem daunting — especially for small teams. But with the right solutions, small law firm workflows can become a well-oiled machine. Let's explore how this technology empowers small firms to automate routine tasks.

— Client Intake Optimization

First impressions count, and that's what law firm client intake is all about. With the right software, you can turn a clunky process into a smooth operation. This means less time on paperwork and more time connecting with potential clients. The software can automatically create new case files when someone fills out your online form. It can schedule initial consultations without you lifting a finger. Even better, it can run conflict checks in the background, saving you from awkward situations later on.

Furthermore, it prompts you to gather all the right info from the start. The software knows what questions to ask based on the type of case. This means you're always starting on the right foot, fully prepared to tackle whatever comes your way.

— Billing Streamlining

Let's face it — billing isn't fun for anyone. But it's necessary for progress and workflow software can make it a whole lot easier. The software tracks your time as you work, so no more guessing how long you spent on that research session last week. When it's time to bill, you've got accurate, detailed timesheets ready to go.

Many systems integrate with accounting software. This means your billing ties directly into your broader financial picture, giving you a clearer view of your firm's financial health.

— Client Communication

Good communication keeps clients happy and cases moving. It sends automatic updates about case progress, reminds clients about meetings, and answers basic questions. All client communications via emails, calls, and meetings get recorded in one place. This means you always know what's going on, even if you're juggling multiple cases.

— Document Management

Workflow software turns your files into a neat digital library. Everything's tagged and easy to find. You can search for exactly what you need in seconds. Team members can work on the same document without confusion. Plus, the tight security of most of these software keeps client information safe.

— Simplifying Accounting

Money matters shouldn't give you a headache. Workflow software makes accounting easier for small law firms. It tracks your work hours automatically and creates detailed bills quickly. It also helps with trust accounting, keeping you on the right side of the rules. When clients are slow to pay, the software sends reminders so you don't have to. It even lets clients pay online. This turns accounting from a chore into a smooth part of your day, giving you more time to focus on actual legal work.

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Key Features to Look for in Legal Workflow Software

With legal case management software available, selecting your software warrants careful consideration. While no single solution may meet all your needs, focusing first on core features like the ones below helps to effectively optimize law firm workflow management. 

• Customization options: You want software that can be tailored to your specific needs, not one that forces you to conform to a rigid system. Look for software that offers a range of customization options, such as configurable workflows, fields, and reports. This will allow you to create a solution that fits your unique workflows and processes, rather than having to adjust your workflows to fit the software.
• Analytics (reporting): To make informed decisions, you need data. Pick a software solution that provides robust analytics and reporting capabilities. This will allow you track key metrics such as case progress, time spent on tasks, and workflow efficiency. With this information, you can identify areas for improvement and optimize your workflows for maximum productivity.
• Integration capabilities: Your workflow software for law firms should integrate seamlessly with other tools and systems you use. Look for options that integrate smoothly with your email, calendars, law firm accounting software, and other essential systems.
• Collaboration: Law is a team sport. Great workflow software facilitates seamless collaboration, allowing team members to share documents, assign tasks, and communicate effortlessly within the platform. This will help you avoid version control issues and ensure that everyone is on the same page.
• Data management: Law firms handle sensitive data, so your software should have robust data management features. Opt for secure storage, easy retrieval, and organization features. This will help you maintain data integrity, comply with data protection laws, and keep your firm's information safe.
• Customer support: Even the most user-friendly software can sometimes pose challenges. Look for providers offering responsive support through multiple channels, like phone, email, and chat. Bonus points for extensive knowledge bases and training resources.
• User-friendly interface: Powerful features mean nothing if you can't figure out how to use them. Prioritize software with an intuitive, clean interface. It should be easy to navigate and require minimal training for your team to get up and running.

Top 10 Law Firm Workflow Software Solutions

There are numerous law firm workflow software solutions available that can help streamline your firm's operations and increase productivity. In this part of the article, we'll be exploring the top 10 law firm workflow software solutions that can help keep your firm organized and running smoothly in 2024. We even use some of these ourselves!

1. ClickUp

ClickUp is a comprehensive project management solution designed to help legal teams plan, organize, and execute their workflows efficiently. You can customize workflows to match your firm's unique processes, whether you're handling complex litigation or routine contract work.

ClickUp also offers over 1,000 ready-to-use templates, including a Legal Project Management Template. The pre-built Legal Project Management Template is a huge time-saver, giving you a running start on organizing research, litigation, and contract work.

Our endorsement even comes from personal experience—our team at Grow Law Firm uses ClickUp every day!

Pros

• All-in-one platform for case management, document storage, and team collaboration.
• Highly customizable workflows to match your firm's specific needs.
• Easy information sharing among team members.
• Clear visualization of project/process status.

Cons

• The learning curve can be steep for non-digital native users.
• The mobile app lacks some functionality of the web version.
• Some valuable features require costlier plans.

Pricing

ClickUp offers a free plan, with paid plans grouped into three tiers: 

• Unlimited ($7 per user/month).
• Business ($12 per user/month).
• Enterprise (contact from pricing).

2. MyCase

MyCase is a web-based legal practice management software designed to effectively manage client communication, document storage, task automation, invoicing and payments, time-tracking, and calendars. Some of MyCase's powerful workflow features include customizable templates that allow users to automate repetitive tasks. 

Legal practitioners can create templates for common legal documents, events, and deadlines. Triggers within templates ensure tasks are automatically assigned and completed on time. This eliminates redundant work and keeps cases progressing smoothly.

Pros

• Online document storage, allowing clients to securely store and access their documents.
• Effective scheduling, enabling users to stay on top of calendars and avoid missing important deadlines.
• Streamlined client communication, allowing users to communicate with clients through the platform.

Cons

• A confusing user interface, making it difficult for some users to navigate the software.
• Limited integration with popular third-party services.
• Inadequate customer support, resulting in delays in issue resolution and a lack of timely assistance.

Pricing

MyCase offers three pricing plans: 

• Basic ($39 per user/month).
• Pro ($79 per user/month).
• Advanced ($99 per user/month).

3. PracticePanther

PracticePanther is a highly-rated, easy-to-use law practice management software designed to help small to large practices automate and streamline their operations. With an intuitive platform, PracticePanther enables law firms to get more done in less time.

Pros

• User-friendly interface that's easy to navigate.
• Efficient time tracking helps stay on top of billable hours.
• Customizable tags and reports provide valuable insights.

Cons

• Gmail add-on for saving correspondence can be unreliable.
• No phone support option, which can delay problem-solving.
• The invoice creation process could be more straightforward.

Pricing

PracticePanther offers three pricing plans: 

• Solo ($49 per user/month).
• Essential ($69 per user/month).
• Business ($89 per user/month).

4. Rocket Matter

Rocket Matter is a legal practice management platform that helps law firms streamline their workflows, capture more time, improve billing efficiency, and offer better client service. With its intuitive interface and robust features, Rocket Matter has become the go-to solution for law firms looking to modernize their practice management systems.

Pros

• Great at capturing billable time, helping you earn more.
• Lets you create custom workflows for different case types.
• Integrates well with other popular software.

Cons

• Can be tricky to run multiple timers at once.
• Some features aren't as intuitive as they could be.
• The invoice system can be confusing, especially when trying to delete invoices.

Pricing

• Essentials ($39 per user/month).
• Pro ($69 per user/month).
• Premier ($89 per user/month).

5. Clio

Clio is a legal workflow management software that streamlines legal workflows through features like time tracking, billing, document management, and communication tools. The platform offers convenient workflows for client intake through Clio Grow. Automated tasks can be applied to the intake process to schedule appointments, collect client information, and send follow-up emails. 

Pros

• Excellent time tracking feature that's easy to use.
• A user-friendly billing system that helps you get paid faster.

• Highly customizable through extensive API integrations.

Cons

• Document management can be clunky compared to standard word processors.
• Lacks advanced legal project management tools some firms might need.
• Trust account management doesn't allow for sub-accounts.

Pricing

Clio has 4 paid plans, each of which caters to different law firm sizes:

• EasyStart ($39 per user/month).
• Essentials ($79 per user/month).
• Advanced ($109 per user/month).
• Complete ($139 per user/month).

Check out our Clio review for attorneys to learn more about its law firm management capabilities!

6. Jotform

Jotform is a digital workspace productivity tool that provides a platform for organizations to make data-driven decisions without compromising on quality and security. For legal firms, Jotform allows the automation of various workflow processes through its intuitive form builder and versatile features.

Firms can create client intake forms, scheduling forms, document submission forms, non-disclosure agreement forms, consultation request forms, and more with pre-built responsive form templates. 

Pros

• Easy to create and link forms with little technical knowledge.
• Integrates easily with various business apps to streamline workflow.
• Offline data collection enables mobile use for fieldwork.

Cons

• Storage space could be an issue if unused forms aren't deleted regularly.
• Calendar scheduling functionality could be more flexible.
• Integration with apps like Google Drive and Sheets lacks customization.

Pricing

Jotform Enterprise offers a free Starter plan and two paid plans:

• Bronze ($34 per user/month).
• Silver ($39 per user/month).

7. Smokeball

Smokeball is a cloud-based legal practice management software that allows users to manage cases, documents, collaboration, and client communication. It offers automatic time tracking, legal form automation, case management, and email integration.

Smokeball also provides automated legal forms, document automation, and assembly tools, as well as case management technology. It stores client case details and related documents in one place and supports electronic signatures.

Pros

• Streamlines otherwise cumbersome practice management tasks.
• Automatic time tracking captures more billable hours.
• Its centralized document repository improves access and collaboration.

Cons

• Cumbersome and difficult to use, especially for replicating client matters and locating files.
• Limited integration with other software suites.
• There's a learning curve associated with advanced features.

Pricing

The platform offers four plans — Bill, Boost, Grow, and Prosper+. However, the prices of these plans are not available on the platform and you need to contact the Smokeball team for more information.

8. Onit

Onit is an AI-enabled legal workflow automation platform that helps corporate legal departments modernize operations. Its flagship product OnitX allows the creation of sophisticated workflow automation experiences for legal processes from a single hub.

OnitX offers versatile modules like matter management, legal spend management, holds management, service management, and contract lifecycle management. It facilitates collaboration, drives efficiencies, and empowers teams with data-driven insights.

Pros

• Streamlines complex workflows for optimal outcomes, leveraging AI and low-code flexibility.
• A centralized cockpit provides a holistic view of legal operations.
• Reduces review times and outside counsel spend.
• Boosts productivity.

Cons

• Pricing is not publicly listed and requires direct inquiry.
• Some reviews report interface could offer faster navigation.

Pricing

Plan and pricing details are not disclosed on the website, potential customers will need to reach out to Onit directly for pricing information on their legal workflow solutions.

9. CARET Legal

CARET Legal is a comprehensive legal practice management software designed to empower legal professionals and streamline their workflows. It aims to help firms maximize billable time, delight clients, and achieve greater efficiency through automation and collaboration.

The software automates repetitive tasks, freeing up your team to focus on higher-value activities. CARET Legal's automated workflows enable teams to collaborate, align, and coordinate on challenges and progress, fostering a sense of empowerment and engagement. Customizable for any practice area, CARET Legal Workflows act as your firm's internal playbook. 

Pros

• Provides instant assignment generation for seamless task delegation.
• Allows easy time tracking and billing for accurate revenue collection.
• Enables monitoring of colleagues' work for effective team management.

Cons

• Email integration has been inconsistent in reliability.
• Pulling detailed reports to capture notes can be challenging.
• Limited customization restricts tailoring to specific firm needs.

Pricing

CARET Legal offers four paid plans:

• Enterprise ($79 per user/month).
• Enterprise Plus ($99 per user/month).
• Enterprise Insights ($109 per user/month) (New pricing plan coming Fall 2024).
• Enterprise Advance ($139 per user/month).

10. Juris

Juris is an end-to-end legal workflow software that streamlines the financial requirements of law firms and maximizes profitability. It offers a comprehensive solution for time tracking, billing, law firm accounting, and financial management, ensuring that firms can manage their finances effectively and efficiently.

The software provides real-time financial tracking, allowing firms to monitor their cash flow and make informed decisions. It also offers advanced analytics and business intelligence, enabling firms to gain deeper insights into their financial performance and make data-driven decisions.

Pros

• The software allows for immediate time entry, improving accuracy and efficiency in tracking attorney billable hours.
• Provides flexibility with customizable features to tailor the software to specific firm needs.
• Can quickly look up client matter information and billing details.

Cons

• Pricing and plans are not available so users do not know what they should expect.
• Users have mentioned that it is expensive, especially for smaller firms or those with tight budgets.
• Delays in communication or difficulty getting timely support from Juris.

Pricing

Juris' pricing is not available on their website, requiring you to contact them for a quote.

Workflow Automation for Law Firms in 7 Steps

Implementing a legal workflow management system can help bring order and growth to your law firm. Follow these seven steps to design automated workflows that boost efficiency and free up your time.

1. Identify Repetitive Tasks

The first step towards automation is identifying the right tasks. Look for repetitive, time-consuming jobs that are non-billable. These could include document management, client intake, administrative work, and billing. Prioritize the most tedious tasks—the ones that everyone dreads—as these will have the biggest impact when automated.

2. Choose the Right Software

Once you know what you need, it's time to find the right software. Research legal workflow automation tools that fit your firm's specific needs. Focus on practice management, document automation, client communication, and billing to match your requirements.

There's a host of options available, from cloud-based platforms to AI-powered solutions. Consider your budget and select a vendor that suits your implementation timeline.

3. Design Workflows

Map out your current processes using flowcharts to visualize them clearly. Identify the start and end points, and document every step in between. This will help you understand the relationships between tasks and design automated workflows with clear triggers, actions, and conditions.

4. Test Your System

Before rolling out automation firm-wide, test the workflows in a controlled environment. Check that all the software and tools you've chosen work together seamlessly and make adjustments as necessary. Ensure that the automated processes function correctly and don't cause more problems than they solve.

5. Train Staff

Provide comprehensive training for your staff to ensure everyone understands how the new legal workflow tools work. This will help them feel more comfortable with the new system and reduce resistance to change. Explain how the automation will benefit the firm, and encourage them to provide feedback during the initial stages.

6. Implement Gradually

Don't rush the rollout — implement the automation gradually. Start with a pilot program or a specific department to monitor the system's performance and address any issues. This cautious approach allows you to troubleshoot any problems without the entire firm being affected.

7. Monitor and Improve

Continuously monitor the automated workflows to ensure they're efficient and effective. Gather feedback from your team and make refinements to keep the systems running efficiently. This proactive approach will help ensure the legal workflow automation software remains effective and up-to-date.

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Workflow Management vs. Business Process Management

Workflow management and business process management are two approaches to improving law firm operations, each with a distinct focus.

Workflow management focuses on automating and optimizing specific tasks within a process. It involves breaking down a process into its individual steps, identifying areas for improvement, and using software to automate those steps. Workflow management is ideal for tasks that are repetitive, time-consuming, and require little to no human intervention.

Business process management (BPM), in contrast, looks at the bigger picture. It examines how all parts of business process management take a broader approach to improving efficiency and productivity. It involves analyzing and optimizing entire processes from start to finish, rather than just individual tasks. Business process management is ideal for complex processes that involve multiple departments or stakeholders.

Boost Productivity with Legal Workflow Software

Remember, the goal isn't just to work harder—it's to work smarter. By leveraging these tools mentioned, you can reduce administrative burdens, minimize human error, and focus more on what truly matters: serving your clients and growing your practice.

But even with the most efficient legal workflow software in place, your practice can't get anywhere without a steady flow of new clients—and those can be hard to get. It's crucial to have a strong marketing strategy to attract new clients and generate more revenue. That's what Grow Law Firm is here for. Our team of experts specializes in law firm SEO, PPC, and web design strategies tailored to the unique needs and goals of law firms. We help firms like yours increase leads and ROI for long-term success.

Contact us and let's discuss how we can complement your improved workflow with a marketing strategy that drives real results.