Tabs3 Practice Management Blog for Law Firms

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.

The best place to start? A practice management system built for you.

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 estate planning law firms need practice management software

Estate planning law can be complex, but the right tools can make it simpler for both you and your clients. Put your practice management to use for your law firm in these three ways.

1.   Improve your client experience with better communication

Client communications are a critical component of estate planning law practices. It is at the heart of a client’s experience and can make the difference between a positive and negative experience with your firm. With this in mind, estate planning law firms need communication practices that simplify complex legal matters and bolster client confidence in your firm.

Legal client relationship management

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 legal client relationship management (CRM) tool can make it easier to stay in touch with your clients from the moment they reach out with features like text and email communication, automated drip campaigns, and logic-based intake forms that help you qualify leads.

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, practice management functionalities can make it easier to stay organized without losing billable hours to project management work.

Secure file-sharing and eSignature

Secure file-sharing and eSignature tools remove the need to print, mail, and return documents, saving you and your clients valuable time. Clients can also sign a contract or upload documents from their smartphones. This tool provides added convenience for your clients, increasing the likelihood that they will return documents in a timely manner.

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 walkthrough demo with us today.

When you work in the field of family law, you often work with clients who are experiencing difficult moments in their lives, working through life-changing problems such as divorce and child custody disputes. From splitting shared property or child custody to determining whether alimony is needed or how much child support is owed, navigating these matters can be an emotionally draining time.

As an attorney, your goal is to help your clients solve their problems, not add to their challenges by being disorganized or slow to respond. Support your clients by keeping things running smoothly with the right tools.

The best place to start? Choosing the right practice management software.

What is legal practice management software?

Legal practice management software is a type of software solution designed to help law firms manage their practices efficiently and profitably. Practice management software can range from providing all-in-one solutions to customizable packages designed for a law firm’s unique needs.

Functions typically included in practice management software include:

• Task and workflow management
• Contact management
• Calendars
• Time and expense tracking
• Reporting and analytics

Legal practice management providers may also offer billing, payments, trust accounting, and client relationship management features either as part of the package or as add-ons.

5 reasons family law firms need practice management software

Because family law matters can be complex and time-sensitive, staying organized is a challenge. With the right practice management software to support law firm operations, though, this is entirely possible.

Consider the following five ways your family law firm can benefit from legal practice management software.

1.   Create repeatable workflows to provide a better client experience

Family law matters can move quickly. If you’re relying on inefficient workflows, it can damage the client experience. Missing a filing deadline, responding slowly to a client in crisis, and depending on inconvenient processes can all lead to subpar legal results, damage client trust, and impede your family law firm’s growth.

Legal practice management software can mitigate these problems by helping you create workflows that work better for your firm and your clients alike.

2.   Stay ahead of the curve with built-in calendars

Staying on track with deadlines and schedules is vital for your family law practice, but you need more than a pen-and-paper calendar or an industry-agnostic calendar. To maximize your time and energy, your practice will benefit from an integrated calendar management system that syncs with your email and allows you to create firm-wide calendars. Other valuable uses of practice management calendaring tools include:

• Setting up recurring reminders for regular meetings and color coding events by staff member, activity, or matter type
• Applying federal, state, county, or even jurisdiction-specific criteria to reminders and due dates
• Implementing customizable security settings that determine which employees see appointments for certain attorneys and/or clients

3.   Manage tasks more efficiently

While the calendar in your practice management software gives you a big-picture view of your schedule, a task management system helps you manage your day-to-day work. With task management features, you can establish repeatable workflows, delegate tasks, and communicate progress on matters. The beauty of task management tools is that they help you better collaborate with other attorneys and legal staff to ensure no one falls behind on important client work.

Your task management tools also help you provide a strong client experience. Task management enhances visibility as to matter progress, which means that your team can better answer client questions and provide updates. No more shuffling through notes or documents to figure out the status of a client’s case.

Automate tasks and save time

Speaking of workflows, there are few things more tedious than endlessly building and rebuilding tasks. Thankfully, this is a problem that practice management software can resolve for you. For example, within PracticeMaster, you can use the WorkFlows function to automatically start tasks and send reminders after an action is taken, including:

• Starting emails
• Adding appointments
• Assembling documents
• Displaying messages
• Running reports
• Launching other PracticeMaster features
• Launching other software programs

Not only does this save your team time, but automation leads to fewer errors and creates consistency in assignments.

4.   Support better billing processes

When it comes to supporting profitability, your practice management software plays a significant role. Not only does maximizing productivity impact your billable hours, but it also helps you bill more efficiently when you:

• Implement robust time and expense tracking processes
• Convert activity into fees for billing
• Track the status of clients’ bills with matter management dashboards
• Access in-depth financial reports
• And more

5.   Improve the client experience with better communication and greater convenience

When a client is dealing with a family law matter, they want their lives to become less complicated, not more complicated. With practice management software at your disposal, your law firm can do a great deal to simplify complex legal matters.

Email management

Communicating with clients is essential for family law firms, and a big part of communicating with clients is managing your emails effectively.

Good client email practices start with using an email management system that helps you stay organized. 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.

Secure file-sharing and eSignature

Family law matters are time-sensitive. It’s vital to get signatures and send information as quickly as possible. Secure file-sharing and eSignature tools expedite the process by removing the need to print, mail, and return documents. Clients can sign a contract or scan and send documents from their smartphone, removing added hassle.

Besides being incredibly user-friendly, file-sharing and eSignature tools provide a higher degree of security than paper versions. With bank-level security for sensitive client data, your clients will feel safer sharing their data and you can rest assured that you’ll be protected from compliance risks.

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

There are lots of legal practice management software options out there, but Tabs3 stands out because it provides everything a law firm needs to run an efficient and profitable practice. Tabs3’s powerful features can be customized to meet the precise needs of your firm.

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

The early bird gets the worm, but what about the proactive attorney? A less stressful tax season awaits. If you haven’t already, now’s the time to get a head start on the upcoming tax season.  

Getting started 

Your law firms’ exact tax obligations and procedures can differ depending on:  

• Entity type (Partnership, Limited Liability Company, S-Corp, etc.)  
• Number of owners
• Financing
• Location

No matter what, though, one thing stays (mostly) the same: Form 1099. If you’re wondering whether your law firm should be sending or receiving 1099s, the answer is likely both. Law firms of all sizes and business structures are required to generate and report them.  

It sounds simple enough, but the Internal Revenue Service (IRS) has hundreds of pages of regulations regarding 1099 forms. What’s more, the IRS recently reintroduced Form 1099-NEC, creating an additional layer of confusion about tax obligations for law firms.  

Why law firms should pay special attention to Form 1099 

Failing to properly report income and payments can lead to serious consequences for any business, but law firms, in particular, tend to receive extra scrutiny from tax authorities. 

Litigation settlements, judgments, and attorneys’ fees are of particular interest to the IRS, and precise record-keeping is a must. Since law firms manage large sums of client funds, they make for easy audit targets.  

In fact, certain tax laws specifically target law firms. Among these are laws that make attorneys responsible for a flood of incoming and outgoing 1099 forms.  

Keeping track of all the requisite information and forms can seem daunting while managing your caseload. However, accuracy is crucial to avoid a notice or, worse, a penalty from the IRS.  

Strategies for managing 1099s successfully 

Having a concrete plan for the season can alleviate the overwhelming feeling that accompanies seemingly constant changes to tax laws and forms. 

1. Track tax forms year-round.  

Most people, and even businesses, pay the most attention to tax forms when they arrive at the end of the year. However, this strategy doesn’t work well for law firms, thanks to the sheer volume of 1099 forms to be sent and reported.  

Tracking and providing forms at the time of payment, year-round, is the best way to prepare for tax time.  

2. Make sure you’re using the right form for the right application.  

It’s easy to get confused. To prepare for the season ahead, it helps to have a basic understanding of each tax form’s purpose.  

By no means is the information below comprehensive, but it may help you better understand each form’s purpose and applications.  

For either form, the due date is the next business day if any of these dates fall on Saturday, Sunday, or a legal holiday. 

3. Be proactive about recipient data. 

For a complete filing, you will need each 1099 recipient’s legal name and taxpayer identification (or social security) number. Make sure you have these details handy well before the filing deadlines. You’ll also need to confirm whether the recipient of the form is a U.S. taxpayer.   

Throughout the year, ensure any professional contracted by your firm fills out a Form W-9 to assist you in tracking and verifying this information.  

4. Call in the experts. 

In addition to using the reporting features built into your legal-specific accounting software, we recommend consulting with a tax professional about your firm’s specific obligations to report and send 1099 forms. 

This is the best way to double-check that all incoming and outgoing payments are recorded on the proper form and in the correct blank. 

Tabs3 Trust Accounting and Accounts Payable Software Make Tax Season Simple 

With Tabs3 Software, 1099s can be prepared easily online by either your firm or your client (the trust account holder), depending on the payor.   

When your firm is the payor, 1099 information can be combined with your accounts payable information to create a combined 1099 form or electronic file for even more convenience. Tabs3 Software has partnered with Nelco to provide Tabs3 E-file, a complete solution to filing your 1099-MISC, 1099-NEC, and 1096 forms. In just a few clicks, you can meet all federal, state, and recipient requirements. Nelco will even print and mail recipient copies for you.   

To learn more about how you can enjoy a more straightforward and less stressful tax season with Tabs3’s robust reporting and compliance features, schedule your free demo today.   

Disclaimer: You should always consult a professional accountant or CPA for any tax questions regarding your legal fees or law services at the end of each tax year.  

While computer hardware started the digital age and catapulted our technology to where we stand now, software is what has transformed our daily lives, and what will lead to exponential growth moving forward.  

But what is software, exactly? How did it begin? How did we end up here today, and where might we go tomorrow?  

The answer is surprisingly complicated. Not because the history is unclear, but because the inherent properties of software have made it one of the most collaborative and influential global inventions of the modern era. With such an abundance of incredible breakthroughs, innovative scientists, and memorable moments, it’s impossible to identify every critical step along the way.  

And it’s just getting started. 

What is desktop software? 

First, let’s take a step back and define what exactly desktop software is (and even then, the answer has changed over time).   

Today, we understand software as a set of instructions given to a computer to help it accomplish a set of goals. Software in general is a collective term for applications, programs, and scripts that run on a computer or any other programmable device.   

Desktop software can also be referred to as application software, and it’s typically installed over the personal or work computer. It’s a version of a service or web application located on your device, which allows that computer to interact with the application without directly connecting to the app’s website.   

As a whole, desktop software today provides useful cross-platform solutions that don’t require intensive web services and don’t impact your computer’s core architecture. Desktop software is designed to be user-friendly, stable, responsible, and customizable to fit the user’s preferred operating system.  

In other words, it’s a great option that gives you the best of both worlds when efficiently accessing information and services from your computer.  

The early days of software 

The first desktop software is difficult to trace, and even more difficult to trace outside of the origin of the computer. This is because as long as computers have existed, we’ve been telling them what to do. Furthermore, as mentioned earlier, the development of the computer and its software was an incremental process, with hundreds of individuals contributing to its development over time.  

While the concept of the computer dates all the way back to 1822, it took a while for scientists and mathematicians to construct a useful model.  

• 1822: English mathematician Charles Babbage conceives of a calculating machine run on steam power. 
• 1890: Herman Hollerith develops a punch card system to use during the American census (his company would eventually become IBM). 
• 1936: Konrad Zuse creates the first programmable computer. 
• 1946: John Mauchly creates the ENIAC, a programmable computer, during World War II. The ENIAC was the first computer to house multiple sets of instructors. It was programmed mostly by women who had been previously working as human computers.  
• 1948: The Manchester Baby at the University of Manchester is the first stored-program computer to execute a piece of software, created by Tom Kilburn. 
• 1950: Kathleen Booth develops the first assembly language to make it easier to program the computers she worked on.

The 1940s can claim the first software, even if the idea of “desktop software” didn’t come around until decades later. The term “software” itself became popular in the late 1950s. Before that time, computers weren’t available commercially, and scientists mostly created their own programs (aka software).   

Everything changed in the 1960s, when the Programma 101 became the first desktop computer sold to the average consumer. The Programma 101 offered the general public a desktop computer that anyone could use. The 65-pound machine was the size of a typewriter and had 37 keys and a built-in printer.  

Desktop software through the years 

The 1960s 

At the advent of the personal computer, most software could only be purchased alongside the computer itself as a bundled purchase, directly through the manufacturer. When a customer bought a “minicomputer” (which could still clock in at upwards of 50 pounds), the computer did not come with pre-installed software. Any software had to be installed by computer engineers.  

The 1970s 

Microcomputers ushered in the age of the personal computer. The first generation of personal computers started with the Apple II, Commodore PET, and TRS-80, which were followed much later by IBM’s PC desktop system.  

IBM began selling software in the late ‘60s and early ‘70s, which was the first time commercial software was available to the average computer. This means that users could add different types of programs to any computer.  

The first version of Tabs3 Billing Software was installed at a law firm in Lincoln, NE in 1979. 

The 1980s 

The 1980s were a big decade for computers, particularly personal computers. First, the Osbourne 1, the first portable computer, was released in 1981. While it was the predecessor to the modern laptop, it still weighed more than 24 pounds.   

Also in 1981, IBM released its first personal computer, which included one of the earliest operating systems, the Microsoft MS-DOS. IBM’s brand recognition launched personal computers into mass-market use. The IBM PC led to the creation of a vast ecosystem of software for use with the platform.  

Then in 1983, a company called Microsoft Corporation announced a Graphical User Interface (GUI) for its operating system. The product was first called Interface Manager, and Bill Gates would later change the name to Windows.   

Microsoft 1.0 was introduced in 1985. 

The 1990s 

In 1991, the Linux operating system created the first major competitor for Microsoft (and it’s still one of the most common operating systems in Android phones and supercomputers today).   

Prior to the 1990s, most software was distributed via floppy disks. With the rise of CD-ROMs, users could download programs faster and more efficiently.    

Web browser software also emerged in the 1990s, bringing the Internet (and video games) to the masses. 

The 2000s 

Personal data assistants (PDAs) and smartphones flourished in the early 2000s, making it possible for consumers to take computers wherever they went. Operating systems such as Apple iOS and Google Android led to programs known as “apps” becoming commonplace.  

Desktop software today 

After evolving from manual programming to floppy disks to CD-ROMs, users can now download software directly from the internet, cutting out middlemen manufacturers and cutting down costs.   

Software has also become increasingly complex, able to accommodate a variety of functions that would have been unimaginable even 30 years ago.    

Take practice management software, for example. At first, practice management software was much more single-purpose: a program to track time and billing. Today, desktop practice management software encompasses a whole suite of services that dramatically reduce the time required to execute tasks. Many products are available on the cloud, but desktop options meet critical needs for law firms, providing them with deep functionality, security, and flexibility.   

Just like the ENIAC helped replace human computers to solve complex mathematical equations, modern practice management software is a fully integrated ecosystem capable of replacing time-consuming labor with the speed of a machine. And just like the ENIAC in 1948, it’s not replacing people. It’s allowing people to work smarter, freeing up time to focus on the things that truly matter. 

The future of desktop software 

Computers and software are still evolving. Artificial intelligence is changing the face of technology at exponential rates, and advanced programs are capable of more and more every day. Desktop software is more important than ever, and its programs are becoming increasingly complex.   

When it comes to software, the only limit is your imagination. With near-limitless possibilities as one of the world’s most innovative industries, it’s only going to get better from here.   

Ready to get started with Tabs3 Software, the desktop solution that will grow with your firm? Get in touch or schedule a walkthrough demo. 

A review of your law firm’s finances and general performance is non-negotiable before the end of the year. Let’s walk through some key considerations to keep in mind as you wrap up Q4 so you can finish 2022 on a high note and set yourself up for success in 2023. 

Client service 

The end of the year is the perfect time to reach out to existing clients and touch base. Go the extra mile to let them know you value them as clients and make it clear that you continually strive to find new ways to serve them in the best way possible. Simple outreach expressing your gratitude for their business goes a long way. Your clients like to know they’re valued.  

This time of year is also an opportunity to review how you’re welcoming new clients to your practice. Review your intake process thoroughly. Are there ways it could be improved? Is there something you could do to make the process simpler? Make a thorough assessment to determine where you could save time, and what would make the process a smoother experience for your clients.  

If you have any outstanding client issues, now is the time to resolve them. Don’t bring lingering problem areas with you into the new year. 

Operational review 

Hopefully, you’ve been keeping meticulous time records. If you haven’t, now is the time to start. Tracking time as you go plays an important role in billing accurately, setting appropriate rates, sustaining trust with clients, and maintaining compliance. It also provides important operational data for your practice by helping you assess whether your team members are working efficiently.

 Take a look at your existing time records and other reports. Where can processes and workflows be streamlined to increase efficiency and profitability? Are workloads appropriately assigned? Are you making the best possible use of your practice management software and its features?    

One way to do this is by updating your tech stack so you can reduce the time spent on tasks that could be automated. With legal practice software like Tabs3, you can access detailed reports to inform decision-making and automation tools to streamline your processes.     

Financial 

Don’t wait until the last minute to tackle your year-end accounting. Give your EOY accounting the extra attention it deserves to guarantee that you maximize your profits for the year. Make sure you prioritize the tasks listed below. 

Look at cash flow 

Make a detailed estimate of what kind of cash you’ll have on hand come the end of the year. Make sure you take into account quarterly tax payments, staff bonuses, old payables, reserves for capital improvements, and any other unusual end-of-year cash disbursements.   

Be sure there is sufficient cash flow to cover operating costs for the first quarter of 2023. 

Review your timekeeping 

We know we mentioned this already, but diligent timekeeping is critical to both profitability and compliance. As we turn the page on 2022, check that all staff members are up to date with their time entries. As you move into the new year, set a goal for all team members to track their time on a daily basis.   

Studies show that the sooner you capture your time, the more you realize. In fact, law firms that track time as they go generate 25-40% more revenue than firms that do not. That’s a pretty compelling reason to make a point of going into the new year with better timekeeping habits.  

If timekeeping habits have been slipping lately, consider updating (or establishing) your timekeeping policies so everyone is on the same page about the hows and whys of timekeeping at your law firm.  

Check in with accounts receivable 

Don’t bring outstanding balances with you into the new year. The longer you wait, the less likely you’ll be able to actually collect. Once an invoice passes the 180-day mark, there’s a 56% chance it will never be paid. Create a list of outstanding balances and try to recover them before year-end. Anything deemed uncollectible should be written off before the start of 2023.  

Be sure to account for unreimbursed client expenses, as well as attorney expense reports. Write them off by the end of the quarter. 

Review your current retainers 

Check in with your current retainer balances. There should be enough there to cover your remaining anticipated work and expenses. If not, request replenishment in line with your firm’s retainer policy.  

EOY accounting deserves your extra care and attention. Do a thorough review of your budget. Do your EOY reports align? Where are the gaps, and what can you do to stay on budget for 2023?  

Lastly, do an audit of which areas of your business were most profitable, and which were less so. Your law firm is a business, after all. Examine where your revenue is coming from.  

If the vast majority of your revenue stream is driven by two main practice areas and a third area generates only a trickle, perhaps your resources would be best spent focused on your money-makers. Consider scaling back on the areas that show little return. And if you don’t know which areas your revenue is coming from, adjust your financial reporting so that next year you will. Don’t continue feeding resources into an area of your business that doesn’t show sufficient returns. 

Marketing 

As you wrap up Q4, have a look at your marketing spend for the year. Where are you seeing returns? Double down on what’s working and cut whatever is not.  

If you’re using legal customer relationship management (CRM) software, check whether you’re getting everything you can out of it. When used efficiently, a CRM with law firm-specific functionality will help you win more business, impress your clients, and maximize your billable hours.  

Just as you should reach out to your current clients at the end of the year to express your gratitude for your business, you should also make the same gesture to your referral network so you can ensure you’re top-of-mind as you enter the new year. 

HR 

You’ve already gone out of your way to make your clients feel appreciated. Now is the time to make the same gesture with regard to your staff. Thank them for their hard work! Start thinking about what opportunities you can provide for your team to grow and progress in their careers as you head into the new year. 

Looking forward to 2023 

Now that you’ve done a thorough analysis of the year to date, it’s time to set goals for moving forward. Outline these goals in clear, actionable ways, and get your entire team on board.  

If there are improvements you can make in your client services by updating your tech, streamlining your intake processes, or automating day-to-day tasks, start implementing these changes now so that you can kick off a profitable and productive 2023.  

If you’re ready to learn how Tabs3 can help set you up to see your most profitable year yet, request a free trial or walkthrough demo today. 

The end of the year is always an important period for goal-setting and preparation in a legal practice. From business planning to year-over-year analysis, Q4 is the time to set your practice up for success in the year to come, especially when it comes to finance.  

While the end of the year is critical for any business, it is also a time to celebrate, travel, and spend time with loved ones. These things are important, and it’s equally important to account for these disruptions in your end-of-year goals. After all, the holidays can take weeks of productivity away from teams as they split hours between work and home.  

At this time of the year, efficiency is the name of the game. With the right tools to help you accomplish your goals faster, it is in fact possible to achieve a balance between these competing priorities. From billing and trusts to accounts payable and long-term analyses, there are a number of systems that can help your team complete robust financial business planning, whether they’re in the office or working from home. 

Stay on top of your goals and check off items on your to-do list faster by using the right software for your team. Tabs3 Platinum enables attorneys to work smarter, so they can spend more time doing what matters. 

Deal with Overdue Accounts 

Many business owners have experienced the frustration of trying to collect on past-due accounts. Before you begin, you need to know which accounts are past due and how late they are before you can take action. With Tabs3 Platinum, users can run advanced reporting on accounts receivable. 

The Accounts Receivable by Timekeeper Report breaks down clients with receivables by working timekeeper. This helps your billing department understand which attorneys may need collections assistance, opening up opportunities to better support your team. The report also makes it easier to see how much each timekeeper is currently owed, which presents a clear view of priorities for collections. 

If the customer is having cash flow problems, consider using Tabs3Pay to schedule payments ahead of time or offer payment plans for your clients. 

Best of all, Tabs3 Platinum compiles all of your data for you faster than ever before. With its accelerator feature, users can get reports, filtering, and column sorting 10-30 times faster. For legal practices with large data sets, lots of users, or a congested network, this can save your team significant time. 

Stay on top of appointments during the holiday season 

It is all too easy to let meetings and appointments slip through the cracks with everything that goes on during the holidays. Emails can get lost in your inbox amongst the plethora of “season’s greetings” messages.   

Rather than frantically tracking down colleagues or rummaging through your own inbox to find a meeting invite, use Tabs3 Platinum’s eNote and Exchange Connector features to stay on top of your team’s schedule even when you are away from the office.  

eNote is an in-office messaging tool built into PracticeMaster. It allows users to send quick messages that won’t get lost in an email inbox, such as links to appointments or any other record for quick reference. When you receive an eNote, it pops up on your screen, and you can easily reply, forward, or dismiss it. With the Platinum Edition, you can send or receive eNotes on any internet enabled device. 

On the other hand, Platinum’s Exchange Connector synchronizes PracticeMaster calendars and contacts with Microsoft 365. Through the Exchange Connector, appointments and contacts on your smart device are synchronized with PracticeMaster, even if your computer is off. By keeping information synced between devices, communication and keeping track of appointments is easier to manage.  

As an added bonus, people at the office will be able to see appointments that you add on any device, so you don’t have to constantly go back and forth on scheduling.  

Remote working for the holidays 

The holidays are a time to gather with loved ones, relax, and look forward to the year to come. They are also a time when colleagues may rely on remote working to tie up any loose ends in the current calendar year. And with travel, remote working, and a hectic atmosphere, cyber threats are amplified during holidays. It’s important to ensure that your team is taking the proper precautions with sensitive financial and client data. 

While remote working can be difficult without the proper software in place, Tabs3 makes it easy! Tabs3 Connect provides access to Tabs3 Billing and PracticeMaster when you are away from the office. Users can access the Matter Manager, clients, contacts, calendar, fees, and costs from a phone, tablet, laptop, or computer at home. So even if you end up on your in-laws’ desktop PC, we’ve still got you covered.  

Furthermore, Tabs3 Connect allows attorneys to enter fees and costs, check their calendar, view documents, and more with ease from anywhere in the world. To protect data security, sensitive client information is stored on the law firm server, rather than on attorneys’ mobile devices.  

To achieve secure remote access, pair a VPN with your remote access software of choice. Remote access software provides secure access to your legal practice management software through an internet connection between your office server and home computer. When configured properly, remote access software gives your legal staff secure access to all Tabs3 Software features from almost anywhere. With this method, only a minimal amount of data travels between attorneys’ home devices and office computers. 

By working with a secure remote access software, you can spend less time worrying about security or data breaches, and more time achieving your end-of-year goals. With over 40 years of experience providing cutting-edge legal technology to law firms just like yours, Tabs3 software is built to uphold the industry’s strictest compliance and data security regulations. 

Peace of mind features 

To protect your data, Tabs3 Platinum enables HotBackUps, which allows users to back up data at any time, even when others are working. Users can start a backup whenever they want, or schedule them in advance to occur throughout the day. What’s more, they can control how many backups are stored on their server, and where the backups are stored.  

Users can work without fear of data loss from poor network connections or power outages through the Auto-Recovery function. If something goes wrong, Auto-Recovery restores your data to a reliable, usable state, reducing the risk of data corruption. 

See the results for yourself 

You can achieve your end-of-year goals without working into the midnight hours or staying at your desk during the holidays.  

Check out the Platinum Edition product page to learn more about what Tabs3 Connect has to offer. Request your free trial or schedule a walkthrough demo to see how Tabs3 Software’s fully integrated suite of software products can revolutionize the day-to-day functioning of your law firm. 

October is Cybersecurity Awareness Month. Secure technology is important to all industries, but it is especially important for law firms to ensure high levels of cybersecurity.

As a lawyer, you are certainly aware that you have an ethical and legal obligation to protect your clients’ information. As stated in the American Bar Association (ABA) Rule 1.6: Confidentiality of Information, “a lawyer shall make reasonable efforts to prevent the inadvertent or unauthorized disclosure of, or unauthorized access to, information relating to the representation of a client.”

This means that, in the event of a cyberattack, even if you are not at fault, you and your law firm will be held responsible for any data breaches that affect clients. And data breaches are not uncommon. According to ABA’s 2021 Legal Technology Survey Report, 25% of respondents reported a data breach (such as a lost or stolen device, hacker, break-in, or website exploit) at some point.

Fortunately, there are steps you can take to protect your firm and clients’ sensitive data against cyber threats: using secure tools, implementing effective backup and recovery, training employees to use best cybersecurity practices, and more.

Not sure where to start? Keep reading to learn about how Tabs3 can enhance your law firm’s cybersecurity.

Five ways that Tabs3 supports a secure legal practice

1.   Secure file sharing

When you share sensitive documents via email, flash drive, or even paper files, you run the risk of having lost, misplaced, or stolen data. Even if your clients give you the green light to send unsecured information, it’s your responsibility to follow the law by protecting their confidentiality.

With software integrations like LexShare, a file-sharing software that provides bank-level security measures, you and your clients can collaborate from anywhere, sharing confidential information without compromising data security or compliance. Not only does this offer an extra layer of protection against hackers, but it also allows you to share files of any size, a feature often limited by email capabilities.

2.   eSignature

In a world that is becoming increasingly virtual, the thought of scheduling a time to meet with your clients to obtain a signature in person can be daunting. As noted above, though, companies and consumers alike are aware that choosing to share files and obtain signatures via email can increase your risk of data breaches.

This is where eSignature comes into the picture. With LexSign, you can share files and obtain signatures in just a few clicks. This feature significantly increases client convenience and improves your law firm’s workflows, and it also deploys secure cloud technology to prevent files from being tampered with, stolen, or lost.

3.   Tabs3 Connect

While Tabs3 software secures the technology at your firm, you may be wary of accessing your information from another location or device and putting yourself at risk of a cybersecurity breach. It’s understandable that you would have this concern. But with the right software, there is no reason to worry.

Tabs3 Connect allows for secure, efficient remote work by providing mobile access to your Tabs3 software. Use your smartphone to enter fees and costs, access documents, schedule appointments, and more, without worrying about data security. Our state-of-the-art technology ensures that encrypted data stays where it belongs and will never be stored on someone else’s server or even on your device (should it be lost or stolen).

4.   Data Encryption

While it’s important to protect your data when working remotely or when sharing documents, it is equally important to protect your internal files. Encrypting your files helps your firm protect data that contains sensitive information by preventing files from being read by software other than Tabs3 Billing or PracticeMaster.

This Platinum feature adds a layer of security to your data without compromising functionality. As an additional layer of protection, you can restrict access even further by determining which software users can interact with encrypted files. 

5.   Security benefits of on-premise software

While much has been said about the security benefits of cloud-based software, it’s important to distinguish the advantages of on-premises software. On-premise software allows law firms significantly more control over how software and servers are configured, as well as where and how data is stored. The ability to customize means that compliance requirements for personally identifiable information, data retention, and data storage may be easier to meet. You can work closely with your IT staff and any technology consultants to come up with a plan that meets your law firm’s unique needs.

On-premises software also is more convenient to access if your practice needs to conduct security audits. Security audits are a smart way to ensure that your practice is taking all the necessary steps to protect client information.

Secure your law firm with Tabs3

With Tabs3 Software, you can improve workflows while also gaining the peace of mind that your firm and clients’ sensitive information is safe from cyber-attacks.

Ready to enhance your law firm’s cybersecurity? Request a free trial or schedule a walkthrough demo today.

October is Cybersecurity Awareness Month, a collaborative effort between The Cybersecurity and Infrastructure Security Agency (CISA) and the National Cybersecurity Alliance (NCA) to raise global awareness about cybersecurity.

Why is this important to law firms, though?

According to the American Bar Association (ABA)’s 2021 Legal Technology Survey Report, 25% of respondents reported a law firm breach at some point. With the vast amount of sensitive, valuable information involved in the day-to-day tasks of legal work, it’s no surprise that law firms, and their legal technology, are a common target for hackers.

To keep your firm and clients protected from cyberattacks, it’s important that you implement strong company-wide cybersecurity practices. Read on to learn more about the importance of secure technology for law firms.

Unsecure technology risks for law firms

Cybersecurity attacks can result in compromised communications, loss of access to essential information, data leaks, loss of trust in your law firm, and even malpractice claims.

These attacks don’t just impact your law firm, though. They also put your clients at risk. As a lawyer, you have ethical and legal obligations to protect your clients’ information. As stated in ABA Rule 1.6: Confidentiality of Information, “a lawyer shall make reasonable efforts to prevent the inadvertent or unauthorized disclosure of, or unauthorized access to, information relating to the representation of a client.”

Additionally, three ABA formal opinions you should be familiar with include:

• ABA Formal Opinion 477R: Securing Communication of Protected Client Information
• ABA Formal Opinion 483: Lawyers’ Obligations After an Electronic Data Breach or Cyberattack
• ABA Formal Opinion 498: Virtual Practice

Even in the event of a cyberattack, you as a lawyer can be held responsible for any privacy breach that affects your clients.

Five ways to secure your law firm’s technology

To protect your law firm from cyber-attacks, it’s important to stay up-to-date with technology best practices and implement company-wide cybersecurity policies. The five tips below are a great place to start.

1.   Be cautious with emails

Emails are common targets for phishing scams. Some common traits of phishing include:

• Offers or statements that are too good to be true
• Odd requests with a sense of urgency
• Hyperlinks
• Attachments that are unexpected or don’t seem to make sense

If you receive an out-of-character email from a colleague or client, check the email address to see if it’s legitimate. If you’re unsure about a link, hover over the link to see where it goes, and if it’s a popular site, be sure to check that everything is spelled correctly. If you find an email to be suspicious, it never hurts to get a second opinion or confirm with the sender through another form of communication.

2.   Browse safely

Whether it’s a pop-up, fake site, or questionable link, one wrong click can harm your device in a matter of seconds. When you’re working online, there are a few steps you can take to avoid compromising your data or device.

For example, make sure you’re using Google Chrome as your default browser to access your preferred legal journal. This will allow you to add privacy extensions to block activity such as spying ads and hidden trackers.

It’s especially important to browse safely when you’re working remotely. If you’re away from your secure workplace network, use a virtual private network (VPN) to hide your IP address and keep your browsing activity from being tracked. This is crucial when accessing legal documents or transmitting client information.

3.   Use secure passwords

How many online accounts do you log in to on a regular basis? Ideally, each of these accounts should have its own unique password. If your accounts share the same password, keep in mind that one compromised account likely means multiple compromised accounts.

In addition to having strong, unique passwords, you should also change them on a regular basis to keep them hack-proof. It’s also a good idea to enable two-factor authentication, which adds an additional layer of security to your accounts.

If you’re concerned about being locked out of your own accounts, consider implementing a password management tool such as 1Password or LastPass to keep your passwords safe, secure, and all in one place.

You’ll also want to train everyone at your law firm, from paralegals to partners, on how to create secure passwords and remind them of the dangers of sharing or reusing passwords.

4.   Prepare an incident response plan

According to the ABA’s 2021 Legal Technology Survey, only 36% of respondents said their firm has an incident response plan (IRP). While implementing an IRP can be an expensive and time-consuming process, the aftermath of a cyberattack or data breach can be far more costly.

Your IRP should include provisions for cybersecurity issues and natural disasters alike.

5.   Use secure practice management technology

With remote work on the rise, now is a good time to invest in practice management software that keeps your law firm up-to-date, efficient, and secure.

Secure file-sharing software eliminates the need for sharing sensitive information through emails, flash drives, and paper documents. Not only does this allow you to access your files from anywhere, but it also helps to protect your clients’ confidentiality and keep your firm compliant.

Keep your law firm secure with Tabs3

Our reliable, easy-to-use practice management software is designed to help law firms boost productivity, stay organized, and maintain client confidentiality. With secure file-sharing and e-signature features, clients can rest assured that their data is protected.

For added security, try the Platinum edition, which includes:

• Tabs3 Connect, which allows for more efficient remote work
• HotBackup, which backs up your data on an ongoing basis
• Auto-Recovery, which protects your data from power outages, lost network connections, and data corruption

Interested in learning more? Request a free trial or schedule a walkthrough demo today.

The end of the year can often be a hectic time for any business. From strategic planning to client appreciation and wrapping up long-term projects, it can be overwhelming to enter this quarter without a structured plan in place.

Instead of diving in headfirst, eliminate unnecessary stress and administrative tasks by sitting down and planning out your priorities for the end of the year. By cutting out the “should do’s” in favor of the “must do’s,” you can establish clarity about shared goals amongst attorneys and legal staff, and give your entire legal practice the gift of an easier end of the year.

Here are the steps you can take in Q4 for a strong wrap-up in 2022, and an even stronger start to 2023.

1.  Check in with your business goals

Ideally, law firms should evaluate business goals every quarter, not just to see if you’re on track, but also to make sure that your current business goals still make sense for your firm. But time is a precious resource, and it’s normal for larger business goals to get lost in the day-to-day of running a profitable operation.

If that happens, then Q4 is the time to check in on the goals you set at the start of the year. Take a look and assess them to decide if they’re still applicable. Then, pick your path:

• If they aren’t, set them aside and craft appropriate new short-term goals for the end of the year
• If your original business goals are still relevant, identify what steps you can take in the next few months to achieve them

This process is a good opportunity to reflect on why achieving certain business goals ended up taking a back seat. What could you do next year to ensure that they remain an ongoing priority?

2.  Review your KPIs

Key Performance Indicators (KPIs) are the metrics we use to evaluate success. Q4 is the perfect time to review how you’ve performed against the KPIs you set for yourself. Where is there room for improvement? Where did you go above and beyond, and what made that possible? What KPIs are unrealistic, or impractical?

Focus on the KPIs that matter, and make sure that you’re reviewing your firm’s performance against only the most relevant metrics, so you can gain a more accurate picture of overall successes or opportunities for improvement.

3.  Identify areas to improve operational and administrative processes

Operational and administrative processes can be some of the most time-consuming (and least billable) tasks in a business. In Q4, take the time to review them and evaluate how you can increase efficiency while eliminating pain points or redundant manual work.

For example, tasks related to billing and calendar tracking are all too often pushed to the last minute, or late in the evening when everyone else has gone home. Consider billing management software that can automate these tedious tasks and sync data to cut down on administrative work.

For example, Tabs3 Financials are specifically designed to increase efficiency and improve accounting processes for law firms. With minimal setup and no workarounds needed to satisfy bar association compliance requirements, you can print financial statements, write checks, reconcile bank statements, and manage client trust accounts in one easy-to-use and fully integrated system.

4.  Analyze growth goals for next year

Review your strategic priorities for 2023 and consider where you can cut down on costs or increase growth. Whether it’s ramping up marketing efforts, improving billing efficiency, or growing your client base, there are always opportunities to enhance existing processes.

For example, perhaps you want to focus on attracting clients that are a better fit for your particular legal practice. Teams can use the billing and collections process to improve your client base. Take a look at your best clients and consider how you can optimize a retainer to incentivize them to continue with your practice.

Alternatively, look at clients that regularly pose slow-payment issues, demand excessive discounting, or are otherwise disproportionately problematic. Are these clients the right fit for your firm? Or would letting them go free up time needed to focus on clients who are a better fit for your team?

5.  Connect with your clients

Many people use the end of the year to review what’s working and what isn’t, and that includes your clients. Build a strong fourth quarter by revisiting your client relationships and seeing how they can improve. Now is a great time to follow up on past clients, check in with your current ones, and listen to their priorities for the coming months.

If you understand your clients’ needs, you’ll be better positioned to advocate for your firm and discuss how you can help with their upcoming issues. This time is also ideal for sharing new services or end-of-year promotions with clients.

Furthermore, connecting with your clients and listening to their feedback with an open mind is an important opportunity to learn what your firm could be doing better. Rather than just shaking hands and thanking them for their business, capitalize on this interaction to ask for their thoughts about your services. When done right, this will make your client feel valued and heard, and provide you with important considerations to take back to your practice’s stakeholders.

6.  Plan for the holidays in advance

Q4 is full of holidays and celebrations, and it can also be the month of endless client gifts: cards, gift baskets, and other tokens of appreciation pile up on countless desks. It can be hard to stand out from every other business.

To ensure your firm isn’t lost in the crowd, don’t treat the holiday season as a rote chore. Start planning early to brainstorm, plan, and execute a holiday marketing plan that fits your goals and priorities. Rather than just mailing out a standard gift, be intentional with your holiday plans. Tailor your gifts and marketing to your clients’ needs and be sure to leave time for connecting with clients and other practices on a social level.

7.  Start your 2023 marketing plan

Marketing is an important part of any business, and that includes legal practices. Use this time to realistically evaluate your existing marketing plan and how you can improve it in 2023.

You can examine your marketing through a number of different lenses:

• Are you exceeding or underutilizing your marketing budget? If so, why?
• Are you intentionally focusing your marketing efforts with a clear plan for strategic growth priorities, or are you just going through the motions?
• Are your marketing efforts focusing on the areas of your practice with the most growth or profit potential?
• How are you evaluating your marketing? What data metrics are you using, and are those the right marketing KPIs?
• Are your marketing efforts reaching your desired audience?
• How can your marketing efforts be more efficient and deliver better results?

These are all important questions to ask when designing an effective 2023 marketing plan and can help build a better strategic agenda in the coming year.

Kick off a successful Q4 with Tabs3

With a robust suite of practice management, time tracking, billing, and accounting tools designed specifically to meet the needs of busy law firms, Tabs3 Software has all the necessities to help you achieve your law office’s goals, both in Q4 and 2023.

Experience the difference that Tabs3 software can make! Schedule your free walkthrough demo today.