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Introduction
In the fast-paced world of law, case management software is a crucial part of any firm. The right software can streamline operations, improve client communication, and enhance overall productivity, ultimately helping law firms stay competitive and increasing your bottom line. In this article, we'll compare some of the top practice management systems options available today. We'll break down what each software offers, its pros and cons, and who it's best suited for. As one of the only legally focussed VoIP phone systems on the market, our clients are all dealing with similar issues, giving us a unique perspective into what makes a practice management system shine compared to others.
So what is practice management software?
Practice management software (PMS) is a specialized tool designed to help legal professionals efficiently manage their cases, clients, and overall practice. It serves as a centralized platform for organizing, tracking, and automating various aspects of legal work. This software typically handles tasks such as case filing, document management, time tracking, billing, client communication, and scheduling. It can do more or less depending on the software you choose and your requirements. Practice management software aims to increase productivity, reduce errors, and improve client service by streamlining the administrative tasks that attorneys face.
Practice management software is often referred to as case management software and the terms are semi interchangeable. “Case management” focusses on managing specific legal cases, whereas “practice management” has a much broader focus on everything relating to the operations of a law practice. Depending on who you talk to, they may use either term to mean the same thing.
Key features to look out for when selecting a PMS
Key features to look for in practice management software include things such as robust document management, time tracking and billing capabilities, client portals for improved communication, calendar and task management, and integration with other essential tools like emailing, accounting and communication software.
Document management is vital in a law firm. Lawyers are dealing with up to 70 documents a day on average. (Source) These documents all need to be tracked, managed and ensured that the right people have access to the right documents.
Time tracking and billing capabilities are the backbone of a law firm. Accurate time keeping, and easy to use billing software help increase billable hours and track your firms time management.
Client portals make it easy for clients to access their relevant documents and and relevant details about a matter. The benefits are obvious. Clients get a smoother experience with your firm, and communications with clients can be managed in a way that keeps everything in one place.
Integration with your business tools is another key feature to look out for. More practice management systems come with integrations with a variety of business tools such as emailing, accounting software and communication software like VXT.
Advanced features such as workflow automation, reporting and analytics, and mobile accessibility are also becoming increasingly important for law firms seeking to optimize their operations and stay competitive in the digital age. We are also seeing a push of practice management systems including artificial intelligence in their products, from summarizing case notes, to drafting documents, AI can be a valuable asset in a PMS, both saving time and increasing accuracy.
Our list of recommended practice management systems
Without further ado, here’s our list of practice management software on the market, reviewed and compared so you can get a better understanding of whats right for you. All of the following options have been used by VXT customers, and feature everything you would need in a practice management system to be successful.
1. MyCase
Overview
MyCase is a web-based legal practice management system designed for solo practitioners and small law firms. Founded in 2010, the company is headquartered in San Diego, California. The platform offers all the expected features such as case management, document automation, client communication, time tracking, and billing. MyCase integrates with various business tools like Dropbox, Google Calendar, QuickBooks and VXT, providing a centralized hub for managing all aspects of a legal practice. Serving over 11,000 law firms throughout the world, MyCase is a safe and reliable solution for any firm.
Pros
- Very popular solution with a lot of support
- Ability to automate a lot of normally manual tasks
- Excellent organisation with an easy to use interact
Cons
- Limited advanced reporting features
- Not as scalable for very large firms
- Can be a tricky to implement and customise MyCase for your firm
Key Features
- Client portal for better communication
- Time entry & expense tracking
- eSigning documents
- Document automation
- VXT VoIP integration
Pricing
- Basic plan starts at $39 USD/month/user (billed annually)
- Pro plan starts at $79 USD/month/user (billed annually)
- Advanced plan starts at $99 USD/month/user (billed annually)
MyCase Reviews
MyCase is one of the most reviewed systems on this list, with thousands of users all over the world, we think the reviews speak for themselves.
Who we think MyCase is best for:
MyCase is ideal for anyone from solo practitioners to mid-sized firms looking for a comprehensive solution. We think it's best for solo practitioners and small firms, looking for a simple and affordable practice management system.
2. Clio
Overview
Clio is a cloud-based legal practice management system aimed at simplifying the operations of law firms. Founded in 2008, the company is headquartered in Vancouver, Canada, and serves law firms of all sizes globally. The platform provides comprehensive tools for case management, document management, time tracking, billing, and client communication. Clio’s user-friendly interface and extensive third-party integrations make it a popular choice for legal professionals seeking to enhance their practice management. With over 150,000 individual users, a majority of those are in the US, showing that it's a popular system, built to be used by firms of all types and sizes.
Pros
- Useful reporting and analytics
- An extensive range of 250+ integrations
- Intuitive interface, making it easy to learn from scratch
Cons
- Learning curve for some advanced features and integrations
- Costs can add up with add-ons
- Reliance on 3rd party integrations to achieve what other platforms can do in one
Key Features
- Detailed reporting tools
- Open platform made to be combined
- Timekeeping which is easy and convenient to use
- Extensive API integrations for 3rd party tools
- Customizable billing and time tracking
- VXT VoIP integration
Pricing
- EasyStart plan starts at $39 USD/user/month (billed annually)
- Essentials plan starts at $79 USD/user/month (billed annually)
- Advanced plan starts at $109 USD/user/month (billed annually)
- Complete plan starts at $139 USD/user/month (billed annually)
Clio Reviews
Clio is another excellent option with hundreds of reviews available online.
Who we think Clio is best for:
Clio is well-suited for firms of all sizes that need a robust, scalable solution with strong reporting and a wide range of integrations. Clio is best for firms who are happy to get their hands dirty with integrations as Clio is best used when integrated fully into your workflow.
Interested in Clio and MyCase so far?
We've done a deep dive into the two practice management systems, putting them head to head to see which is the best solution for you.
Check out our Clio vs MyCase comparison
3. Filevine
Overview
Filevine, founded in 2014, is headquartered in Salt Lake City, Utah, and primarily serves mid-sized law firms in the United States. The platform offers a cloud-based solution that integrates case management, document management, client communication, and task management. Filevine streamlines complex legal workflows with features like text-to-case-file and auto-tagging. Filevine has originally been used mainly by personal injury attorneys, however, their recently developed time tracking functionality is growing in popularity with other practice types. Filevine has a focus on AI-powered solutions, implementing AI into all aspects of their product.
Pros
- Excellent for team collaboration and file management
- Easy to use with customizable workflows for your team
- Strong document automation
Cons
- Pricing structure may be complex with plenty of add on features
- Time consuming to get up and running
- Not a traditional “practice management system”
Key Features
- Automated document generation
- Task management
- Customizable workflows and reports
- VXT VoIP integration
Pricing
You must contact Filevine’s sales team for a customized quote. Some online reports state that Filevine plans start from $87 USD/user/month, but we couldn’t validate that information.
We would expect it to fall within a similar range to other tools on this list of $40-120 USD/user/month.
Filevine Reviews
Filevine reviewers love the features available to them, with the occasionally reviewer finding it hard to set up. Overall it's overwhelmingly positive.
Who we think Filevine is best for:
Filevine is ideal for law firms that require strong collaboration tools and customizable workflows to manage complex cases. Filevine is used commonly by Personal Injury Firms due to the nature of the product, but new modules such as time tracking have been introduced, they are growing in popularity in other practice areas as well.
4. Smokeball
Overview
Smokeball, founded in 2010, is a cloud-based legal practice management software company with its global head office in Sydney, Australia, and additional offices in Chicago and London. They primarily serve small law firms, offering features like automatic time tracking, document automation, and legal billing to help firms stay organized and boost productivity. The name "Smokeball" comes from a famous British legal case from 1893: Carlill v. Carbolic Smoke Ball Company. In this case, a company promised £100 to anyone who used their flu remedy, the “smoke ball,” and still got sick. When someone did and successfully sued for the reward, it became a landmark case in contract law.
Pros
- Personalized onboarding and training
- Easy to learn with a user-friendly interface
- 50+ integrations with business tools
Cons
- High price point for similar features to other systems
- Mobile application needs work
- Limited advanced features for larger firms
Key Features
- Automated document creation
- Detailed time and task tracking
- Tailored training for smooth implementation
- VXT VoIP integration
Pricing
Smokeball has four plans, and you must contact their sales team to get a customised quote.
Online resources report that these are the costs for their plans.
- Bill Plan starts from $39 USD/user/month
- Boost Plan starts from $89 USD/user/month
- Grow Plan starts from $179 USD/user/month
- Propser+ Plan starts from $219 USD/user/month
Smokeball Reviews
Smokeball reviewers love the platforms features and ease of use, with only a few small issues reported across the platform that seemed to be promptly addressed.
Who we think Smokeball is best for:
Smokeball is best suited for smaller law firms that want to leverage automation to increase efficiency without a steep learning curve.
5. LEAP
Overview
LEAP is a legal practice management system founded in 1992, the company is headquartered in Sydney, Australia, and primarily targets small to mid-sized law firms across various regions, including the United States, the United Kingdom, and Australia. Over 66,000 users trust LEAP with their productivity in Australia, Canada, the United States, the United Kingdom, the Republic of Ireland, and New Zealand.
Pros
- Specialized tools for different legal fields
- Customizable feature set with plenty of integrations
- Simple to use billing system and document management
Cons
- Can be expensive for smaller firms
- Complex and sometimes expensive setup process
- Reports of technical issues online
Key Features
- Practice-specific document automation
- Dynamic case management tools
- Integrated client communication platform
- VXT VoIP integration
Pricing
LEAP pricing is unclear and you’ll need to contact their sales team for a personalized quote. Reports online state that LEAP has pricing from $49 USD/user/month up to $125 USD/user/month.
LEAP Reviews
People love LEAPs document management system, a few users found LEAPs integrations tricky to manage, but reviews are overwhelmingly positive.
Who we think LEAP is best for:
LEAP is perfect for small to medium law firms that require specialized features to manage cases in specific legal domains or practice areas.
6. Practice Evolve
Overview
Practice Evolve is a legal practice management system designed to enhance the efficiency of law firms. Founded in 2012, the company is headquartered in Sydney, Australia, and primarily serves mid-tier law firms internationally. The platform offers a comprehensive suite of tools, including case management, document handling, and legal accounting, all integrated into a cloud-based solution. Over 1,200 law firms use Practice Evolve to streamline their operations, improve collaboration, and manage their practices effectively from any location.
Pros
- Comprehensive feature set
- Customizable pricing and features
- Strong document and financial management
Cons
- Customization can be time-consuming
- May be overwhelming for smaller firms
Key Features
- Integrated document and case management
- Advanced financial reporting
- Tailored solutions for mid-sized firms
- VXT VoIP integration
Pricing
Pricing is not publicly available and personalized to the organisation. Contact their sales team for a demo to try it out.
Practice Evolve Reviews
There's a lot less Practice Evolve reviews out there, but users found it easy to use and intuitive, with ounly a few minor complaints to mention.
Who we think Practice Evolve is best for:
Practice Evolve is best suited for mid-sized firms that need a comprehensive, integrated system to manage their growing practice efficiently.
7. Actionstep
Overview
Actionstep is a legal practice management system designed to optimize the operations of law firms. Founded in 2004, the company is headquartered in Auckland, New Zealand, and primarily serves mid-sized law firms globally. The platform offers a cloud-based solution that integrates case management, document management, time tracking, billing, and accounting. With customizable workflows and automation capabilities, Actionstep helps over 22,000 users to improve efficiency and deliver better client service.
Pros
- Highly customizable workflows for automation
- Integrated email and document management
- User-friendly interface
Cons
- Can be complex to set up initially
- Higher cost for advanced features
- Limited offline functionality
Key Features
- Document automation and management
- Client portal for secure communication
- Workflow automation tools
- Integrated email
- VXT VoIP Integration
Pricing
Pricing is not publicly available and varies based on the number of users and the specific features required. Typically, it starts at around $49 per user per month.
Actionstep Reviews
Actionstep is loved by it's users, with the customizability, support and features being a key part of users satisfaction. Most negative reviews mentioned the initial setup being a bit harder thatn expected.
Who we think Actionstep is best for:
Actionstep is ideal for small to mid-sized law firms looking for a highly customizable and comprehensive practice management solution that can be tailored to their specific workflows and needs.
8. Aderant Expert Sierra
Overview
Aderant Expert Sierra is Aderant's cloud-based practice management system designed to support the complex needs of law firms. Founded in 1978, Aderant is headquartered in Atlanta, Georgia, and primarily serves mid-sized to large law firms globally. The platform offers a comprehensive suite of tools, including case and matter management, global financial management, time and expense tracking, and fully-featured billing and e-billing capabilities. With both on-premise and cloud-based deployment options available, Aderant Expert offers an extremely customizable solution for firms looking to make a significant investment into their IT.
Pros
- Comprehensive financial management tools
- Advanced reporting and analytics
- Scalable for very large firms
Cons
- Higher cost compared to other solutions
- Steeper learning curve to learn and be proficient with the platform
- Requires significant customization for optimal use
Key Features
- Financial management and accounting
- Billing and invoicing
- Advanced reporting and analytics
Pricing
Pricing is customized based on the firm’s size and specific needs. It generally starts at a higher price point due to its advanced features and scalability.
Aderant Expert Reviews
Being a full ERP system, Aderant Expert Sierra doesn't have many or any reviews online making it hard to judge. It appears that users find it to be very feature rich, but complex to set up which is in line with our research.
Who we think Aderant is best For:
Aderant Expert Sierra is best suited for large law firms that require advanced financial management and reporting capabilities, and are looking for a scalable solution that can grow with their practice.
Table Summary
*Based on online reports. **Our opinion
Summary and Recommendations
So these are the best practice management systems that we think will be perfect for you! From solo practitioners to large, multi-national law firms there's an option in this list for law firms of every type. Choosing the right practice management software depends on your firm's size, needs, and budget. We recommend you book a demo with to try out these options for yourselves, as only you know your firms requirements best.
While choosing the right practice management software is crucial, don't overlook the importance of a communication system to match. VXT, a VoIP phone system built for lawyers, can help your firm save time, increase billable hours, and mitigate risk.
- Seamless integration with your legal practice management system
- Send and receive SMS
- Automatically record time from your calls in your PMS
- Transcribe and record calls for better record keeping
By combining one of the practice management systems above with VXT's VoIP solution, you can create a powerhouse tech stack that works together to elevate every aspect of your legal practice.
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