Tabs3 Practice Management Blog for Law Firms

Consumers have spoken: they prefer electronic payments by an overwhelming margin. As electronic B2B transactions rise, your business clients likely are not far behind. This month, Tabs3Pay rolls out three new electronic payment options, making it even more convenient for your clients to pay their bills. 

Your clients’ needs at the forefront

Tabs3Pay allows you to provide unparalleled client service in the billing function. 

Clients can choose email billing with embedded payment links or a secure payment portal, depending on your Tabs3 configuration. For ongoing clients or complex matters, you can simplify the billing burden with scheduled and/or recurring payments. You can even accept payments over the phone. 

Your clients choose the payment method they prefer: credit card, debit card, or e-check/ACH. Starting in May 2025, clients can also pay via Venmo, PayPal, and PayPay Pay Later, unless you disable those options.

• PayPal is one of the largest, most popular, and most trusted online payment platforms. Users can send money via credit card, debit card, or bank account. Transactions are safe and encrypted. Paypal has 432 million account holders (2024).
• Venmo is a PayPal product, and works much like PayPal. It was originally optimized for transactions among friends and social sharing, but now supports business transactions. Venmo has 64 million monthly users (2024).  
• PayPal Pay Later is a buy now, pay later (BNPL) product. Your firm receives payment immediately, and the client pays PayPal over time (up to 24 months). BNPL use is growing, and is popular among younger people and those with lower credit scores. Accepting BNPL payments can help firms serve clients who are less financially secure, increasing access to legal services, while mitigating financial risk to the firm. 

A trusted platform built for attorneys and legal professionals

Professional staff, attorneys, and firm managers also reap rewards from Tabs3Pay:

• Professional staff: Electronic payment systems make it easy to accept payments, reducing repetitive, error-prone manual processes. Further, Tabs3Pay is the only payment platform that is fully integrated with your existing Tabs3 software, so you can complete all billing and accounting work in a single system. 
• Partners: By reducing friction at the point of payment, firms can get paid sooner, spend less time making collections calls, and reduce write-offs. That can add up to larger bonuses and more compensation.
• Managing partners: Law firm owners have special ethical obligations, and Tabs3Pay was created to meet them. All deposits go into your trust account, while debits (like fees) are only applied to operations accounts. The secure, PCI compliant payment system also reduces the risks of lost checks and check fraud while keeping your clients’ data safe.

Tabs3Pay: Your partner in exceptional client service

You spend your days working tirelessly for your clients. Tabs3Pay can lighten the load. With simple, transparent pricing, quick setup, and expert U.S.-based tech support, Tabs3Pay helps you delight every client.

Ready to learn more? Set up a demo with our payments team today.

Strategic legal document management is how small and mid-size law firms stay organized, secure sensitive information, and maintain compliance. If your firm struggles to quickly locate, securely share, or store and access essential documents, step forward with smarter document management solutions.

Discover tools and best practices to create more efficient workflows while safeguarding confidential data, enhancing productivity, and creating a more collaborative client experience below.

Best Practices for Efficient Legal Document Management

Small and mid-size law firms can see significant benefits from implementing best practices for legal document management. Your systems should focus on organization, security, document automation, seamless collaboration, and integrations to create more efficient workflows.

Consistent File Organization

An organized document system keeps legal files easily accessible and within reach. Following consistent naming conventions and adopting a firm-wide organization structure ensures attorneys and staff can locate essential information quickly without hunting through folders or sifting through paperwork.

Secure Storage Solutions

Prevent unauthorized access to sensitive data with practice management software featuring granular document access controls. Look for tools that enable you to set custom access permissions for critical legal documents. Secure storage protects your law firm and clients, helping ensure compliance with regulations like GDPR and HIPAA.

Enhanced File-Sharing

Secure, cloud-based file-sharing makes collaboration effortless. You need functionality to request eSignatures and documents from clients to keep matters running smoothly. When you can seamlessly import signed and received documents back into your practice management software, information stays coordinated across the firm.

Legal Document Automation

Document creation is less time-consuming and easily billed with automation tools built into your practice management solution. By choosing a system that offers automated document assembly, you can instantly pull all pertinent matter information into new legal documents to streamline forms, contracts, and billing processes.

Collaborative, Real-Time Access

Secure file-sharing opens the door to seamless collaboration across the firm and with your clients. Look for tools that ensure only authorized individuals can access, edit, sign, and share documents in real-time for enhanced collaboration and less time spent chasing updates or file feedback.

Legal Tool Integrations

When document management tools integrate with your most-used platforms, like practice management software, legal CRM, secure sharing tools, and billing solutions, each document is more accurate with all information synchronized across systems.

Leveraging Automated Workflows for Legal Document Management

Automated workflows are revolutionizing the legal field by streamlining and enhancing operational efficiency. Time-saving tools can be used to automate complex processes and increase productivity with less manual effort.

PracticeMaster’s WorkFlows help tasks and processes flow more smoothly. Apply automation to processes including and beyond document management, such as:

• Automatically start tasks when necessary steps are completed
• Receive task reminders when custom triggers occur
• Start emails, assemble legal documents, or automate thank-you letters

These features, combined with real-time collaboration, make document review and approval less time-consuming so you can focus on the work that matters.

Safeguarding Against Conflicts for Compliance

Beyond efficiency, speed, and security benefits, optimized document management is crucial for thorough analysis of conflicts of interest and ensuring compliance with regulations. Properly stored legal documents and emails protect confidentiality and create a consistent “paper trail.”

Conflict of Interest Analysis

Smart legal document management is essential for identifying potential conflicts of interest. You should be able to quickly access all necessary documentation to thoroughly check for potential conflicts. With tools that instantly check for conflicts and complete records of past emails, files, and communications, your law firm can evaluate with clarity.

Compliance and Governance

Adhering to governance policies and legal regulatory requirements is easier with document management tools in place. With structured oversight of document management, you can ensure all legal documents have access-based permissions to protect sensitive information and maintain compliance.

Tools for Comprehensive Legal Document Management

Modern best practices for legal document management require innovative tools that streamline and simplify the way your law firm handles, shares, and stores files. Powerful practice management software that centralizes document management and file-sharing is the best choice to keep information consolidated and accessible.

Whether you manage your practice with traditional on-premises software or in the cloud, find the tools that best fit your law firm for comprehensive document management.

PracticeMaster: Power Your Firm with Secure Document Management Tools

PracticeMaster legal practice management software is available for both on-premises and Tabs3 Cloud environments to keep your law firm aligned on every matter, document, and deadline. With built-in workflow automation and legal document management features, you can easily create documents in seconds, strategically assemble and file documents, and generate client communications quickly.

PracticeMaster is the leading solution for law firms looking to optimize legal document management, storage, assembly, and access with enhanced organization and efficiency.

Organized Document Filing

PracticeMaster automatically names and stores new files under the appropriate matter for seamless access when you need it. Stop the hunt for legal documents with a clear organizational structure that keeps your filing system tidy and easy to use.

Automated WorkFlows and Document Assembly

Built-in Document Assembly and WorkFlows automatically pull information from various sources or integrated software to start emails, assemble legal documents, and fill out contracts accurately. Review the first draft, make edits, and handle approvals faster to keep matters moving forward.

Link Files to Matters

PracticeMaster’s Matter Manager puts client profiles, related documents, and activity timelines at your fingertips. View emails, files, billing summaries, conflicts, and research notes in one place to easily spot next steps for delay-free document management.

LexShare: Share, Request, and eSign Files Securely

LexShare is a cloud-based service designed for secure file sharing and requesting eSignatures from clients. This tool works within PracticeMaster, consolidating your software needs into one place for ease of use. Integrate PracticeMaster with LexShare to protect the files you share with clients, request new documents, get signatures quickly, and offer clients a seamless experience.

Share and Request Files Securely

The LexShare integration allows you to send secure, encrypted files to clients without leaving PracticeMaster. Send important documents to clients for review. Easily manage hassle-free document requests to get the information you need, faster.

Obtain eSignatures

Chasing client signatures is a thing of the past with LexShare eSignature requests. Send secure documents and request eSignatures for faster turnaround times that make your law firm more efficient. Import signed documents into PracticeMaster to keep accurate, comprehensive records.

The Future of Legal Document Management

The right technology simplifies record-keeping and makes smart legal document management a foundational step to securing your firm’s future. From staying in compliance and increasing firm efficiency to offering standout data security, streamlining legal documents with robust tools is key to winning with clients.

Implement WorkFlows, automate document assembly, and adopt secure file-sharing tools to better protect client data and position your firm to keep up with modern best practices. Stay a step ahead with PracticeMaster and LexShare to turn legal document management into one less worry for your firm, and one more reason you stand out from the competition. Schedule a demo today!

Practice management software for law firms is supposed to make admin easier, so your team spends less time entering data into a spreadsheet. With features like client portals, time tracking, and online payments, lawyers have 24/7 access to the tools and data needed to work faster. That’s why 73 percent of law firms implement cloud-based tools like practice management software.

However, these benefits depend upon how easy the software is to use every day. Clunky interfaces, slow page loading times, and lack of integration can cause lawyers to spend more time on an important motion or contract.

If your current practice management software slows your law firm down, it might be time to consider an upgrade.

The growing pains: 7 signs your law firm has outgrown its current software

When your outdated software is critical to your law firm’s operations, it feels impossible to stop using it every day. So how do you know exactly when to cut the cord with your current legal practice management software? Watch for these seven signs:

1. Outdated software racks up non-billable hours

Practice management software should help your team operate faster. If non-billable hours are creeping up, your software could be the culprit. Outdated software starts to load slower over time. If the page takes a long time to load and then lags once it does, your team won’t want to use it. Even worse, if the page crashes and information is not saved, your paralegal will have to draft that memo all over again.

Outdated practice management software causes inefficient manual workarounds. These are temporary methods used to continue critical functions when normal systems or technology are unavailable or inadequate. Some examples your team may have experienced include:

• Tracking time or billing manually in spreadsheets.
• Going back to paper-based systems for record keeping.
• Copy-pasting information between software that doesn’t integrate.

2. Lack of scalability

A successful, small law firm turns mid-sized when it acquires more cases and legal staff. Your legal practice management software should be able to grow with your team, offering more services that help different-sized law firms.

Additionally, access control features are a must, so clients’ sensitive information is only shared with people working on that case. If your software develops performance issues with multiple users, consider other options.

3. Other tools stop working with your software

There are many facets to practice management software, such as billing, CRM (client relationship management), and trust accounting. However, not all legal software comes with built-in tools, so your team may have integrations that you find necessary. If your software has limited third-party integrations or has difficulty syncing with other applications, this can affect productivity.

4. Limited feature set

Your project management software may have been amazing for its automatic invoicing features when you initially chose it. However, it should continue to add top-of-the-line features to provide value for your firm, including:

• Scheduled backups, even when your team members are using it.
• Auto recovery of data to a reliable, usable state, cutting down the possibility of data corruption.
• Accelerated delivery for reports, filtering, and column sorting in large quantities.
• Access to data when you’re away from the office.

Additionally, software should be customizable to fit your firm’s exact needs. You should be able to adjust processes and access dashboard views to maximize time saved on each task.

5. Inadequate data security and compliance

Hackers breached security for 4 out of 10 law firms in 2023. Don’t let your law firm be next. Depending on your practice area or location, you must follow security and compliance rules as written by HIPAA, CCPA, and the SHIELD Act. Your clients expect you to protect their credit card numbers and case details. Outdated security measures and noncompliant legal software are unacceptable in any practice.

6. Poor interface and accessibility

Has your staff complained about how hard it is to find a digital document? Maybe they have a hard time tracking specific agreements due to a lack of search function, or they can never remember what each icon stands for. Roadblocks like these show that your software has a bad user interface, driving your team to manual workarounds that slow processes.

Additionally, legal software should work seamlessly away from the office so staff can use it when working from home. When lawyers have to pick up the phone once they’ve left the office, they still need to track their time. If they can’t, that quickly turns into lost hours and lost revenue.

7. Rising costs without added value

It’s normal for software costs to rise as long as you are seeing extra benefits. But if your current software is costing you more without any new features, it’s time to look at other options. Don’t pay extra for basic functions, such as document storage,  which should be included in the standard pricing.

What to look for in a new practice management solution

If your law firm struggles with any of the issues listed above, it’s time to look for a new option. While researching the plethora of practice management solutions out there, be sure that what you choose has the following options:

1. Scalability: Flexible legal software helps you add features as your firm grows.
2. A comprehensive feature set: Each product is tailored for law firms.
3. Seamless integrations: One software rarely does it all; it should integrate to fill the gaps.
4. Automation: Look for tools like smart client intake and marketing automation.
5. Robust security: SSL encryption, access restrictions, and secure file sharing should be tailored to the legal industry to ensure compliance.
6. Excellent user experience and support: Phone and email support should be available at convenient times, with a knowledge base to find answers on your own.

How to switch to new practice management software

It can be intimidating to transition to a new practice management software. Your team may be hesitant at first because they are comfortable with the previous solution. To make sure everything goes well, follow these steps to move to a new platform:

1. Assess current and future needs: Forecast features you’d like to start using once your firm grows.
2. Conduct research: Look at publications like Lawyerist for reviews from users.
3. Demo new options: Shortlist your top five and schedule a demo with each company to ask questions about how your firm can use their product.
4. Plan out data migration: Work with the company’s IT to migrate your data to the new platform.
5. Schedule staff training: Set aside training time so your employees can practice with the new system.

Reduce non-billable hours with Tabs3 Cloud and PracticeMaster

Outdated software wastes time, money, and resources your law firm desperately needs. Stop spinning your wheels and switch to Tabs3. Our legal practice management software, PracticeMaster, is available in Tabs3 Cloud and has been expertly developed to support law firms’ needs.

Plus, Tabs3 Cloud includes Tabs3 Billing and Tabs3 Financials. Let us show you how we can help you manage your practice better and schedule a demo today.

You face an endless stream of cases, administrative tasks, and client demands on a daily basis, but putting growth on the back burner sharply limits your firm’s potential. Choosing the best law firm CRM software—specifically tailored for the legal industry—can revolutionize how you manage client relationships and operations.  

The right client (or customer) relationship management (CRM) software gives your firm a competitive edge in speed and efficiency. When 78% of firms are already using these platforms to nurture new leads, streamline client communications, and cut admin time, getting lost in tedious day-to-day tasks and spreadsheets hampers your ability to grow.  

This post highlights how key features of a top legal CRM remove common barriers to growth and why it’s the best investment you can make in the future of your practice.  

The Unique Challenges of Growing a Law Firm

Offering exceptional client service is challenging when lead generation takes up a large portion of your time, but this is precisely what law firms today are tasked with. Managing contacts and clients the traditional way, often with spreadsheets and manual follow-ups, comes at the cost of missed opportunities and lost revenue.  

Running your firm without modern software solutions to streamline operations can also leave your client data and documents in disarray, leading to process bottlenecks that slow you down and inhibit growth. With clunky intake processes and no centralized insights to drive your marketing efforts, growth is hard to achieve. 

Profitable growth is only possible when you become more efficient by taking tedious client management tasks off your plate and organizing workflows with automation. Both are areas where a specialized law firm CRM can provide real value. 

How CRM Software Transforms Client Engagement

An effective CRM tool for legal client relationship management acts as a centralized hub for all your client information. With the right platform, you can expect improved client engagement through automation, organization, and personalization:  

• Automate Tedious Tasks: From sending appointment reminders to follow-up emails that nurture new leads, automation does the heavy lifting and frees up valuable time so you can concentrate on legal work. 

• Organize Data Seamlessly: Organized data helps you consolidate contact details, keep up with case notes, and manage communications in one secure system for easy access. 

• Enhance the Client Journey: Create a better client experience by using legal CRM to provide prompt, personalized service from the first contact through ongoing support.

A legal CRM drives client satisfaction and growth by minimizing manual work, ensuring your data is always accurate and current, and empowering your firm to engage clients more effectively. 

Choosing the Right CRM for Your Law Firm

When choosing a CRM, it’s essential to match the tool to your firm’s unique needs. Prioritize:  

• Legal-Specific Features: Your CRM should offer specialized features for the legal field, including custom client intake forms and automated legal appointment reminders. 

• Robust Integrations: Look for CRM integrations that connect with your firm’s practice management, billing and payments, compliant document sharing, and accounting tools. 

• User-Friendliness: Choose a system that is intuitive for both attorneys and support staff, offering easily accessible reports and time-saving automations. 

• Cost-Effectiveness: Balance essential CRM features with your firm’s budget to ensure a strong return on investment that supports your long-term growth.

Making these criteria a priority in your CRM search will ensure a good fit with the platform you choose, giving you the features you need at a price point that makes sense for your firm. 

Key Features of Legal CRM Solutions

Automation Capabilities

Automation is a game-changer for law firms, especially in managing prospective clients. CRM systems streamline many of the daily tasks that power your firm, like: 

• Client and prospect follow-ups 

• Document management 

• Securing client signatures 

• Appointment scheduling 

Templates and automation tools available in legal CRMs save time by handling routine tasks that support growth, like data entry and follow-up reminders, and free your team to focus on tasks that drive revenue.  

Flexibility and Customization

A standout feature of legal CRM software is the level of flexibility and customization the right platform can offer. With the ability to customize contact form fields, you can collect and categorize crucial client information, which helps you qualify leads quickly.  

The top legal CRMs provide substantial personalization options to ensure a tailored fit for your firm, from addressing emails and text messages with client names to setting up custom reports that keep your finger on the pulse of your progress. 

Integration with Existing Tools

Effective integration is essential for every CRM system. Making sure your data flows between your CRM tool and practice management software ensures a seamless transition from prospect to client. 

A CRM that integrates with your most-used tools is especially important during the client intake process to ensure that information flows effortlessly between systems. Integrations also minimize the time your team spends manually entering data to make your firm more efficient.  

Why a Legal CRM Is a Sound Investment  

Investing in a CRM system goes beyond keeping up with technology. It is a strategic move that drives efficiency and revenue. With benefits like these, think of a legal CRM as an investment in your firm’s future:  

• Save Time: CRM automation tools handle your firm’s most repetitive work and allow your team to focus on practicing law, not administrative tasks. 

• Improve Accuracy: Using a CRM to streamline data input reduces errors and ensures every client interaction is handled promptly. 

• Enhance Client Relationships: Personalized follow-ups, appointment reminders, and smooth intake lead to better client engagement and satisfaction. 

• Scalable Growth: As your firm expands, a flexible CRM adapts to your evolving needs without sacrificing billable time or dealing with process bottlenecks that slow you down.

The right legal CRM is a comprehensive tool that unites and centralizes your law firm’s operations, making it a sound investment in your firm’s ability to grow and thrive. 

Tabs3 CRM: Transforming Client Management  

Tabs3 CRM integrates directly within PracticeMaster. It makes client management simple for busy law firms with features that automate, personalize, and track every client interaction. Built-in tools enable you to be consistent with the marketing and communications tasks that drive revenue and client engagement.  

Nurture leads with personalized marketing campaigns and timely follow-ups, quickly qualify leads with automated client intake, and keep client and case data centralized with practice management software integrations.  

Power your firm’s ability to build strong client relationships with tools and features like these:  

• Automated Marketing Campaigns: Build personalized email and text message templates with drip automation tools to keep leads engaged with no forgotten follow-ups. 

• Customizable Intake Forms: Intelligent logic-based forms adapt to client responses to keep questions relevant, speed up intake, and make data collection easier with fewer manual errors. 

• PracticeMaster Integration: Tabs3 CRM works within PracticeMaster, which seamlessly integrates with other Tabs3 products and keeps prospect and client information synchronized across the suite of software.

With no data gaps and consistent contact monitoring in every stage of the funnel, your firm develops more streamlined workflows that set the stage for productivity and growth.  

Law Firm CRMs: A Smart Investment in Growth

A robust legal CRM system is indispensable for modern law firms who want to create room for expansion with more efficient workflows. Manual data entry and client management prevent scalable growth, but investing in the right CRM will remove those barriers and unlock more opportunities for your law firm.  

With time-saving features that optimize client intake, contact management, marketing, and synchronize with your top tools, Tabs3 CRM may be the proactive solution your firm needs to flourish. Schedule a demo now to learn how Tabs3 CRM can elevate your client management and secure the best future for your firm. 

Websites today play a critical role in making strong first impressions and conveying professionalism to potential clients. Poorly designed or underwhelming websites can harm a firm’s credibility, which directly impacts client trust and business growth. 

To convey the message that your firm is capable, professional, and trustworthy, you need a website that’s as informative and engaging as your legal arguments. Is there an easy way to get a polished, user-friendly site without the added cost, time, and hassle of outsourcing or building it from scratch? 

Using a service like Tabs3 Websites is a good solution for law firms looking for an affordable and efficient way to create a quality online presence. If your law firm’s website is lackluster, an attorney website solution that’s affordable and easy to manage is now within reach with Tabs3 Websites. 

6 Benefits that Tabs3 Website Provides  

1. Secure and compliant website designs built for attorneys 

Many well-meaning attorneys enter contracts with industry-agnostic web developers who boast strong security standards, yet don’t understand the specific risks and regulations law firms face. This can lead to data breaches and compliance violations that put your clients—and license to practice law—at risk.  

Attorneys often collect sensitive data from their clients, such as credit card numbers and birth dates. Depending on the practice areas served, they may even collect medical records, employment history, or proprietary business information. This makes your website a prime target for hackers who constantly seek ways to steal this information.   

When you choose Tabs3 Websites, you can rest assured that your site is hosted on a reliable platform with industry-leading, bank-grade SSL security. Your clients also benefit from a malware-resistant firewall and multiple layers of spam protection. SSAe, SOC2, and ADA compliance keep your site in good legal and ethical standing.  

2. Improve your law firm’s website ranking 

If potential clients can’t find you, they can’t contact you.   

A website that doesn’t appear on a Google search can be a major turnoff for prospects who have heard great things about your firm from referral sources and are considering working with you. It may even lead to them choosing a different attorney altogether.   

People who are just beginning their search for an attorney in their area often start with the number one search result and work their way down the list. This isn’t ideal if your site doesn’t rank on the first page of Google.   

Figuring out how to improve your website’s search engine optimization (SEO) ranking on your own is a never-ending experiment and often yields poor results if you don’t have experienced professional support. Plus, repeatedly changing your site in an effort to please the algorithm is confusing and off-putting for your current legal clients.  

Tabs3 Websites uses data-driven best practices to optimize your website for search engines so that finding your site is convenient for potential clients, with no guesswork necessary.   

3. Client and mobile-friendly website design 

Successful websites are both easy to use and visually appealing. Still, all too often, designers encourage law firms to include features that look nice but slow down load times and glitch out on mobile devices.  

When potential clients are pressed for time and seeking urgent legal help, they don’t have time to waste waiting for pictures or video to load, nor spend precious minutes (or even seconds) figuring out how to navigate your site for contact information.   

Law firm websites designed with an intuitive navigation system and clear, skimmable content stand out because they reduce stress for clients at an otherwise overwhelming time.   

That said, you don’t have to resort to dull imagery or forget about branding. Vivid visuals do a lot to create a positive impression. Tabs3 Websites strikes the right balance between form and function with high-quality photos, vibrant customization options, and a user-friendly interface that’s easy to use on any device. 

4. Legal website functionality to meet your needs 

From scheduling a consultation to paying their final bill, every interaction your clients make with your website shapes their opinion of your firm. When it comes to showing your clients that you care about their convenience, a one-size-fits-all “solution” that only includes static information won’t cut it. Your website should offer access to the resources and services your clients want most.

We work with you to determine which features suit your workflow and ideal clients best, including client intake forms, payment processing, and client portal access. From there, we work behind the scenes to make sure they flow together seamlessly.   

While many web designers consider these options to be “extras,” we consider them integral to the function of any legal practice’s website.  

5. Ready in weeks, not months  

You don’t have the time (or patience) to go back and forth between your firm and a design team over your website’s structure or minor details. And you shouldn’t have to.   

You need a team that understands how critical your website is to your clients and your workflow. Our team prioritizes efficiency to get the job done quickly. Instead of waiting months, you can receive a complete website draft within three weeks.  

6. Cost-effective website solution 

Your legal clients want a high-quality client experience, not higher prices.  

With traditional web design options, unexpected speed bumps can arise. Plus, upcharges for features that should be basic for law firms can easily cause you to exceed your budget. You may even need to recoup the cost by raising your rates.

With Tabs3 Websites, you get the service Tabs3 clients come to expect without paying extra for the features your firm requires to function at its best. 

Improve your website ranking and attract more clients with Tabs3 Websites 

If you want to ensure you’re doing all you can to maximize your web presence while maintaining compliance and security, you want a legal-specific website solution.  

That’s where Tabs3 Websites comes in. This exciting addition to the Tabs3 product line can help impress your clients, convert leads, and improve your firm’s profitability.

Schedule your free demo of Tabs3 Websites today.   

For law firms, time is quite literally money. With a finite number of billable hours in a day, the way you structure, track, and plan for time can make a significant difference in areas across your legal practice. 

Beyond accurate time management, incorrect timekeeping has far-reaching consequences for: 

• Company profits 
• ABA compliance 
• Staff management 
• Client trust 

The best way to improve all of the above? Implementing time-tracking software for attorneys.  

Six benefits of accurate legal time tracking software

Time tracking is key to accurately staffing and allocating resources for every facet of firm operations. Here are six major benefits of proper time tracking, and how you can step up your system today. 

1. Track and plan matter budgets

Because law firms build matter and case plans based on previous experience and knowledge, it can be difficult to scope projects correctly without accurate background information for similar tasks. If your firm chronically under-tracks time, then team members will consistently fall victim to underfunded projects and impossible timelines. Crucially, this can also negatively impact the client experience (and ultimately, client satisfaction). 

Under-tracking time doesn’t just impact billable hour projects, either. For non-billable business operations, under-budgeted projects lead to wasted work, inefficient systems, and poor project rollout. 

No matter how you frame it, knowing how much associate and partner time is needed for a project will have a significant impact on a matter’s overall success. Otherwise, you may not have the time and resources you need to succeed. 

Using an attorney time tracking software like Tabs3 helps your team track time in as little as two clicks. Once you’ve recorded time, you’ll be able to benchmark future projects against that time, so you budget appropriately.  

2. Allocate resources accurately

Similar to budget allocation, historical project data is critical to accurately allocating resources for billable and non-billable initiatives in a legal practice. An underestimated project will take up more than the projected time, costing the firm more money and potentially leading to stressful working conditions for attorneys and staff. 

On the other hand, if a firm overestimates necessary resources, it can have the opposite problem. Projects can be overstaffed. If staff time isn’t allocated correctly, it can cost associates and partners much-needed billable hours. What’s more, other client work may suffer and profitability can decrease across the board. 

Tabs3’s legal time tracking software not only helps you track time, our built-in journal function allows your team to keep detailed notes on each matter. This is vital for budgeting time for future tasks, as notes can inform where the most time was spent and how that can be expedited in the future.  

3. Set profitable rates and fee structures

Many firms provide different fee structures to cater to client needs, including flat fees, retainers, fee splitting, and contingency. 

If your firm uses flat fees or task-based billing, your profitability depends on accurately pricing your services based on how much time a matter will take to resolve. Without accurate legal time tracking software, you could be severely underselling your services. It’s as simple as that. 

4. Maintain compliance with ABA regulations

Beyond your own firm’s needs, time tracking is essential to maintaining compliance with ABA Model Rules of Professional Conduct 1.5, 1.6, and 1.15. 

Per the American Bar Association, improper attorney time tracking can lead to serious ethical dilemmas, disciplinary measures, and even disbarment. 

It’s important to note that compliance matters for every team member, not just partners. According to Model Rule 1.5, firms can only charge reasonable fees (the definition of which varies based on several factors). If an associate charges a client unreasonable or padded fees, they are accountable for their actions, even if they were directed to do so by a supervising lawyer. 

To keep this issue to a minimum, the ABA suggests that legal staff, especially new lawyers, take care to review bills to avoid allegations of padding, especially when logging time for multiple cases at the same time. 

The ABA’s top tip for compliance? Use a desktop- and mobile-friendly time-tracking tool as part of a larger practice management system for accurate billing practices. With Tabs3, turning a legal timer on and off is so easy that it will become muscle memory.  

5. Improve client relationships

As previously noted, padded fees and invoices are a serious breach of ABA regulations. Beyond the risk of disciplinary measures, improperly tracked attorney time can compromise client trust, and trust is the cornerstone of strong client relationships for a law firm. Clients come to law firms to deal with serious and often stressful legal matters. They need someone they can trust to resolve their matters. If your firm loses that trust via padded billing practices or unreasonable fees, it’s nearly impossible to get back. 

On the other hand, consistent, transparent time tracking and fee structures promote open and honest communication which will lead to increased client satisfaction stemming from the level of transparency regarding pricing. This level of understanding fosters mutual trust, which is key to a law firm’s long-term growth. 

6. Better understand your staff’s performance

Attorney time tracking is an important measure of your firm’s efficiency and productivity, and it tells you how much staff worked on specific projects, or with certain clients. In addition to the financial, ethical, and reputational risks associated with derelict legal time tracking, inaccurate time tracking can hinder your firm’s ability to support staff who may need more help and reward staff who go above and beyond. 

All of these factors play into performance reviews, employee recognition, fair compensation, and keeping track of potential high or low performers at your firm. 

How to improve your firm’s time-tracking system

The biggest way to improve a firm’s time-tracking system is to implement automated time tracking throughout the day, rather than tracking time at the end of the day or week. 

According to the ABA, lawyers who wait until the end of the day can lose 10% of their billable time. For lawyers who wait until the end of the week, that number goes up to a 25% loss of billable time. 

We get the pushback: attorneys are busy, and they don’t want to be distracted by turning timers on and off. However, modern legal time tracking software like Tabs3 is incredibly easy to use. It takes just two clicks to start or stop a time, and it can be managed from your computer or phone, meaning your ability to track billable hours isn’t tethered to your desk.  

Simplify your time tracking with Tabs3 Software

Nobody wants tedious, menial tasks added on top of day-to-day work. But attorney time tracking doesn’t have to be that way anymore. Today, attorney time tracking software like Tabs3 make time tracking simple and help firms save time later by automatically translating tracked time to bills.   

To see how we can help transform your time tracking and firm productivity, schedule a demo today. 

Providing a seamless, secure, and convenient payment experience for your clients is crucial in today’s fast-paced world. Clients increasingly expect digital solutions that are not only efficient but also user-friendly and secure.

This digital-first approach also promotes transparency, which can build trust and reduce potential misunderstandings. Automated reminders also help avoid late payments while maintaining a professional relationship with clients.

Incorporating Tabs3Pay into your legal practice could be a game-changer for your firm and clients. The ability to securely accept online payments adds a level of convenience that today’s clients appreciate. All in all, your clients will love the efficiency, flexibility, and ease of use that Tabs3Pay provides, making the entire payment experience smoother and more transparent for them.

The role of payment convenience in client satisfaction

In today’s on-demand world, convenience is a top priority. Clients are no longer satisfied with outdated payment methods that require them to physically visit your office or mail a check. They want a hassle-free way to pay their bills quickly and efficiently.

Secure online payments

With a legal credit card processing solution, your clients can pay their bills anytime, anywhere. This is particularly beneficial for clients who are unable to visit your office in person. With a few clicks, they can settle their accounts from the comfort of their home or on the go from any mobile device.

Online payments are not just about convenience; they also provide a critical layer of security. Clients can rest assured that their sensitive financial information is protected by top-tier security measures to reduce the risk of fraud or theft. Tabs3Pay offers secure online payments that are compliant with the Payment Card Industry Data Security Standard (PCI DSS), which offers an exceptional level of security and safeguards credit card information against fraud and data breaches.

Optimized for mobile devices

The ability to pay for goods and services by phone or tablet is expected by today’s consumers. Tabs3Pay is mobile-optimized, providing a seamless and user-friendly experience on all devices.

Your clients can easily view their bills, make payments, and receive instant confirmation of their transactions, all from their mobile devices. This feature is particularly beneficial for tech-savvy clients who prefer to manage their finances digitally.

With the ability to pay with Apple Pay or Google Pay using a digital wallet, your clients will appreciate the convenience of not having to enter card information each time they need to make a payment.

Building client trust through payment transparency

Trust is key for any attorney-client relationship. Clients entrust you with their sensitive information, and in return, they expect honesty, integrity, and transparency. This extends to all aspects of your services, including the payment process.

Surcharging

One of the standout features of Tabs3Pay is surcharging. This optional service allows your firm to pass on the expense of credit card processing fees to the cardholder. While this might seem like a minor detail, it plays a significant role in promoting transparency. With surcharging, clients can see exactly what they are being charged for. Everything is laid out clearly, which can enhance trust and satisfaction.

Automated payment options

Another feature that promotes transparency is scheduling automated payments with your clients. With Tabs3Pay, you can schedule payments to automatically process on a specified day of the month or on a one-time basis. Setting up a payment schedule is both convenient for your clients and your firm.

Scheduled payments also provide a clear record of payment and amounts, which can be helpful for clients who like to keep track of their finances. By keeping your clients informed and up to date, you show them that you respect their time and financial obligations, bolstering their trust in your firm.

Enhance client experience

Legal-specific software solutions are designed to streamline your practice and enhance your clients’ overall experience with your firm. Look for the tool that can do the most for your clients. Tabs3Pay isn’t just a payment processor; it’s a solution that offers a range of convenient features that can help you meet your clients needs.

Trust account support

For clients who have funds in trust with your firm, the proper handling of these funds is a matter of significant concern. Tabs3Pay is designed with trust accounting in mind, offering an easy way for clients to deposit trust funds into their account separately from the way they pay for billed work. It’s another way that Tabs3Pay promotes transparency and builds trust between your firm and your clients.

Securely emailed payment link

These days, law firms can offer clients the option to pay their bill safely and securely via a link included with their emailed statement. The Tabs3 Payment Link feature makes it easy for clients to settle their accounts, reducing the potential for confusion or misunderstandings about billing. This seamless integration saves time for your firm and ensures that your clients’ payments are processed and recorded accurately.

Seamless integration

Tabs3Pay’s strength is attributed to its seamless integration with other Tabs3 products, providing a unified, efficient experience for both law firms and clients. Consolidate your tech stack with Tabs3 Cloud, which includes:

• Tabs3 Billing
• Tabs3 Financials
• PracticeMaster

Tabs3Pay integrated with Tabs3 Billing and Trust Accounting to provide a comprehensive solution for managing law firm finances and payments, enhancing the client experience with a smooth, easy-to-use payment solution.

Improve client satisfaction with Tabs3Pay

In the increasingly competitive legal field, providing an exceptional client experience is a necessity. By adopting Tabs3Pay, you’re not just improving your payment process but also enhancing your clients’ overall experience with your firm.

Show your clients that you understand their needs and are committed to meeting them. In doing so, you build stronger, more trusting relationships that can lead to increased client satisfaction, loyalty, and ultimately, greater success for your firm. Ready to see how Tabs3Pay can increase client satisfaction? Schedule a demo today and see the difference it can make.

As an estate planning practice, you work with clients on emotional subjects: deciding what their legacy will be, mapping out their long-term care needs, and ensuring that their loved ones are provided for. Not only are you helping to plan for potentially difficult experiences for them and their loved ones, but the work itself also requires detailed and extensive documentation.  

As an attorney, your goal is to help your clients solve their problems and prevent friction on often-contentious subjects, not to add further confusion with poor communication or less-than-perfect documentation. You can do this by supporting your clients with the right tools in place to streamline communications and accounting.  

One of the most effective ways to elevate your practice is by integrating estate planning software tailored specifically for attorneys. This includes not only general legal practice management software but also solutions designed specifically for the intricacies of estate planning. Let’s explore why estate planning practice management software is essential for modern law firms. 

What is legal practice management software?

Legal practice management software is software designed specifically for law firms to help manage their practices more efficiently. Practice management software can range from comprehensive, all-in-one solutions to highly customized packages tailored to a law firm’s specific needs.  

Practice management software performs a number of different functions, including:  

• Contact management 

• Task and workflow management 

• Calendaring 

• Time and expense tracking 

• Reporting and analytics

Legal practice management software may also offer trust accounting, billing, payments, and client relationship management features. These features tie into the basic practice management functionalities, ensuring that information is accurate and easily accessible no matter how you’re putting it to use. 

Three reasons your firm needs estate planning practice management software

Estate planning is a unique area of law, involving a high level of client interaction, extensive documentation, and the need for precise legal advice. Here’s why estate planning software for attorneys is indispensable: 

1. Improve your client experience with better communication

Client communications are a critical component of estate planning law practices. Clients often seek legal assistance during emotionally challenging times, and estate planning practice management software can help attorneys maintain strong, organized relationships by providing tools for effective communication and data management. 

Legal client relationship management (CRM)

A strong first impression is vital to converting leads into clients. One of the best ways to make a strong first impression? Being responsive with your communication.  

A robust legal client relationship management (CRM) system within your estate planning practice management software ensures that you can track every interaction with your clients. From the initial consultation to ongoing communications, the CRM system helps you maintain a clear record of client needs, preferences, and concerns. This not only improves the client experience but also increases the likelihood of repeat business and referrals.  

For example, the CRM can automate follow-up emails, schedule reminders for key estate planning milestones, and even provide clients with updates on their case status. This level of personalized service builds trust and loyalty, which is crucial in estate planning law.  

Streamlined email management

A solid email strategy helps build long-term relationships with clients. It allows you to educate them on topics related to their needs, build rapport, and remind them of upcoming deadlines and appointments.  

That said, it can be difficult to stay on top of consistent communication for all clients without the tools to back it up.  

Practice management software is a great way to simplify email management and keep everyone on the same page. For example, PracticeMaster’s built-in email management software syncs with Outlook and allows you to add client emails to their corresponding matter. With this feature, you don’t have to go digging through hundreds of email threads to find where your last conversation left off or forward email after email to colleagues. 

2. Automate tasks to save time

Estate planning requires meticulous organization and record-keeping to ensure your client’s needs and wishes are followed correctly. If one task slips through the cracks, it can create a host of problems for both you and your clients. However, estate planning practice management functionalities can make it easier to stay organized without losing billable hours to project management work. 

Secure file-sharing and eSignature

With clients increasingly expecting digital solutions, secure file-sharing and eSignature capabilities are must-haves for any estate planning practice. These tools allow clients to sign documents and share sensitive information from anywhere, at any time, without the need for physical meetings. This not only speeds up the estate planning process but also enhances client satisfaction by providing a convenient, secure way to manage their affairs.  

Besides being user-friendly, file-sharing and eSignature tools also provide a high degree of security compared to paper documents. With bank-level security for sensitive client data, your clients will feel safe sharing their data, and you can rest assured that you’ll be protected from compliance risks. 

Document automation

Organization is vital to an effective estate planning practice, but ongoing document tracking and assembly can be a tedious and time-consuming task. When you use robust practice management software like PracticeMaster, it’s easier for legal teams to automate document assembly, importing, and sharing. PracticeMaster offers features like:  

• Document assembly: pull client information to fill forms and contracts with document assembly features, shaving hours off of traditionally tedious document assembly tasks. 

• Import documents: import documents and data. System plug-ins enable integration across Word, Excel®, Windows, Adobe® Acrobat, and more. 

• Built-in document management: track document changes, including which staff member made them. Firms can also link to documents and clients in their communications to keep everyone on the same page. 

3. Utilize accounting software that caters to your fee structure

Robust accounting features in practice management software can cater to different fee structures and simplify billing for all parties.  

Estate planning law firms in particular utilize a variety of fee arrangements to provide convenient solutions for clients. Some clients may rely on ongoing service agreements and trust accounts to secure services, while others may benefit from flat fee arrangements for more straightforward needs, such as drafting a last will and testament.  

Tabs3 Billing gives you virtually unlimited billing rate flexibility. Use attorneys’ standard rate, bill by timekeeper level (partner, associate, etc.), or create custom rates for any timekeeper for any client. You can also use contingency, split fee, flat fee, retainer, progress, and electronic task-based billing when needed.  

In addition to the features you need to create flexible billing structures, practice management software can also help you send your bills and accept payments faster, providing your firm with the tools needed to improve your cash flow. With Tabs3 Billing, your firm can:  

• Accept credit cards and online payments, and include a credit card remittance form on a bill for faster payment with Tabs3Pay 

• Print statements and email them as PDFs, one at a time or in large batches 

• Print draft statements and track which ones are still under internal review 

• Easily edit and update transactions on any bill to ensure accuracy for your clients 

Do your best work with Tabs3 Software’s full suite of legal practice management tools

Tabs3 Software is the ideal legal practice management software for estate planning law firms because it provides the tools you need to run an efficient and profitable practice. Tabs3’s powerful features can be customized to meet the precise needs of your firm, so you can spend more time focusing on the needs of your clients.  

See for yourself why Tabs3 Software has been trusted by law firms for decades and schedule a demo with us today. 

Along with securing the best possible outcome for matters and delivering a great client experience, client confidentiality should always be a top priority for law firms. Because client privacy is such a priority, though, many firms are hesitant to introduce new tools or technologies that deal with client data. Instead, they tend to stick to tried-and-true practices.

The reality, though, is that the practices that protected client privacy ten or twenty years ago may not be as effective as they once were. Technology has led to incredible breakthroughs, but it’s also introduced vulnerabilities when it comes to data and data security.

Law firms have a duty to their clients to protect their data, and one of the best ways they can do so is by keeping pace with the digital age. Employee training, secure offices, and firm privacy policies are all essential for protecting sensitive information. However, secure file-sharing and eSignature software are also critical tools that should not be overlooked.

Why digital security is critical for law firms in the U.S.

For law firms in the U.S., data breaches are more prevalent than ever. In 2021, law firm data breaches affected 720,000 Americans, and some of these breaches have led to significant financial burdens for the law firms themselves.

Case in point: in 2022, mid-sized Ohio firm Bricker & Eckler agreed to a $1.95 million settlement for a class action lawsuit stemming from a 2021 data breach at their firm.

To protect your clients’ information and your law firm’s reputation, it’s critical now more than ever to take proactive measures for data security and file encryption. One place to start is by implementing secure file-sharing and eSignature software solutions.

Secure file sharing software provides peace of mind and added convenience

Sharing sensitive documents via email or paper files opens the door to human error, which increases the risk of compromised client data. Secure file-sharing software is an essential way to eliminate human error and maintain document security. For example, Tabs3 Software’s practice management solution PracticeMaster integrates with LexShare, a file-sharing software that provides bank-level security measures.

With secure file-sharing software, you and your clients send and receive files of any size with an extra layer of protection while collaborating with clients and colleagues, no matter where they are located.

Remote work means secure file sharing is more important than ever

In the past few years, law firms have transformed to allow for remote work for many employees. In 2022, 87% of lawyers reported that their law firms allow for remote work. Additionally, nearly two-thirds of private practice lawyers can work remotely 100% of the time, while 23% follow a hybrid work schedule.

For firms that enable remote work for their employees, security is a significant concern. In addition to employee training and privacy policies, secure data access is critical to maintaining ABA compliance and protecting your clients’ data. Secure file-sharing software, combined with eSignature features, allows lawyers and clients alike to make progress on case matters without ever having to enter the office.

eSignatures are legally binding and secure for clients

Digital signatures have been around since the 1970s but became legally binding with the ESIGN Act in 2000.

Contrary to popular belief, eSignatures provide more layers of security than email or the postal service. For legal documents, eSignatures feature specialized encryption tools, knowledge-based authentication, and secure links to protect clients’ data security.

eSignatures don’t just protect client data online. While paper documents are vulnerable to theft, fire, flood, and other physical damage, electronic client signatures ensure document preservation. When combined with practice management software, this digital documentation also helps prevent incorrect storage, misplacement, or filing errors that could lead to additional security breaches.

Cost and time savings provide an added bonus

While security is the primary concern of eSignature and file-sharing software, the cost and time savings for law firms shouldn’t be ignored.

The average office worker goes through 10,000 sheets of paper per year. By switching to more paperless practices, law firms can save hundreds, if not thousands, of dollars per year in paper costs alone.

eSignatures also drastically decrease the wait time for signed documents. While many attorneys can spend hours requesting and collecting client signatures, eSignatures diminish document turnaround times by 80% (and prevent the likelihood of missing or incorrect signatures).

Combined with the security provided by eSignature and secure file-sharing software, these advantages can lead to expansive benefits and peace of mind for law firms.

Protect your clients’ sensitive data with Tabs3 Software

Tabs3 Software is dedicated to following the industry’s strictest compliance and data security regulations while offering attorneys a flexible working experience.

When it comes to protecting sensitive data, Tabs3’s fully integrated suite of products can provide your firm and your clients the privacy, security, and efficiency you need to operate with confidence.

Schedule a demo to see how Tabs3’s legal practice management software can provide digital security while also improving administrative and operational efficiency.

You’ve done the work. Your client is happy. Two weeks later, they get your bill. It sits on their dining table for a night, then a week, and is then buried under countless other pieces of mail. If you’re lucky, they’ll find it a month later and pay. But for many firms, accounts receivable are ultimately not received.

Getting paid for your work is essential for your firm’s ability to continue serving clients, and yet it often seems that getting paid is harder than the actual work. If you are getting fed up with this cycle, see how these four tips can help simplify your law firm’s collections to benefit your practice.

Tip #1: Start by setting expectations for the billing experience

As a practice management and legal billing software provider, we lean heavily on technology. However, no matter how much we like to think software can solve every issue, the truth is that people are what matter most in the legal sector.

Therefore, before we talk about collections, remember that every interaction you have with a client will influence the impression they have of you. Considering how vital referrals can be in the legal sector, it’s critical that your firm’s billing experience doesn’t alienate a client who could send business your way in the future. And while collections isn’t any client’s favorite topic, it is an opportunity to establish a strong relationship with them. So, take the time to set expectations upfront. Be sure to explain:

• How your rates are calculated
• How and when the client’s invoice(s) will be delivered
• What your client’s payment options are

Naturally, how this is communicated matters. Your clients could be going through an incredibly painful period in their lives. Communicate your billing practices clearly and concisely, and let your clients know how they can reach you if they have questions about your billing.

Finally, give them an opportunity to ask questions about your billing process. If a client is concerned about whether they’ll be able to pay, having that discussion can help them understand what they should do before starting. Building this foundation of clarity, transparency, and trust early can improve both your collections as well as your ability to work with the client.

Tip #2: Review your collection policies, procedures, and reporting practices

Consistency makes billing and collections easier, both for clients and your firm’s internal team. For example, when is a bill sent? When is a follow-up reminder sent? When is a client’s balance written off, and how is that squared in your books? Having a consistent approach to these situations makes it easier to automate, increasing your firm’s ability to collect and eliminating opportunities for client frustration.

Many firms don’t have these collections policies in place, and those that do often implement them inconsistently. This leads to two common outcomes:

1. Clients are billed, followed up with, or written down or off, but this isn’t clearly communicated internally. When this happens regularly, it can leave your accounts receivable in a confused state, putting your firm’s cash flow at risk.
2. Clients don’t know what to expect and, therefore, have a poor experience when they finally do receive your invoice. This can leave clients on a sour note, impacting their likelihood of being promoters of your firm.

Take the time to review your collections policies, procedures, and reporting practices. Doing so can improve your internal and external communications, make your teams more efficient, leave clients happier, and remove ambiguity from the billing process.

Tip #3: Provide clear and timely statements

We started by saying that one of the most important parts of billing is setting expectations, and we stand by that. Clients are more likely to pay when their service is recent and they know what’s coming. Alternatively, if your clients are surprised by a bill or there’s been a lapse between their service and your invoice, it’s almost always harder for your firm to collect. That means more time spent following up and less time on what drives your firm forward. Providing clients with easily-understood invoices promptly after their service is crucial to maintaining a predictable revenue cycle.

How can you do it? Dozens of ways. If you use a customer relationship management platform, you can enter notes and reminders there and add notifications letting you know when to bill. Then, you can execute those tasks in your accounting platform. You can then set a reminder for when to follow up. You can repeat this process until you’re able to collect. 

Tabs3 can help you quickly manage billing, follow-ups, and the rest of your firm’s collection needs. From sending invoices by email immediately after service to writing off client balances, Tabs3 helps your firm administrators accurately and efficiently enter billable hours, leaving them with more time for the work that drives your law firm forward.

Tip #4: Make it easy for clients to pay

The use of checks and cash is declining, and with so many forms of cashless payment available, each client may have different preferences for how they pay. Therefore, we recommend you avoid forcing a single payment method on your clients. For example, some clients may not have a PayPal account set up, so having your default payment method as PayPal may create enough friction to delay or prevent your collection.

Instead, offer as many payment options as you can. That way, clients can pick whatever they’re most comfortable with. Done manually, offering multiple payment options can be tedious, but it doesn’t need to be. Tabs3Pay allows you to share a single payment link in your emailed bills, letting clients pay securely as soon as they get your message.

Increase your connections to increase your collections

There are dozens of reasons a client might not pay their bill on time. They may have forgotten it, ignored it, or not understood it. No matter what the reason is, it can be prevented with quality communication upfront and a prompt, user-friendly billing process after. 

While you focus on setting expectations, lean on Tabs3 to simplify your billing process so your firm’s administrators can manage their time, not collections.

To learn more about how Tabs3 can help you bill better, schedule a demo today!