Questions to Ask Before Choosing Practice Management Software
Functionality & Features
- Does the system support matter and case management, including document automation and task tracking?
- How does the system handle billing and time tracking, and can it accommodate different billing structures (e.g., hourly, fixed fee, contingency)?
- Does it include built-in conflict checking, and how robust is its search capability?
- What workflow automation features are available for approvals, document generation, and client communication?
- Does the system offer a mobile-friendly interface or an app for remote access?
Integration & Compatibility
- What third-party applications does the system integrate with (e.g., accounting software, document management, e-signature platforms)?
- Does it support third-party payment processing?
- How does it handle API integrations, and is there an open API for custom connections?
- Can it handle multi-currency and multi-jurisdiction billing?
- What level of IT support is required for integrations, and how often are updates released?
Scalability & Configuration
- Can the system scale with our firm’s growth, supporting additional users, offices, and practice areas?
- How configurable are the dashboards, workflows, and reports?
- Can we create custom fields, templates, and automations tailored to our specific legal practice?
- What are the limitations on storage, data retention, and processing capacity?
- Are there different pricing tiers or modules that allow us to scale features as needed?
Security & Compliance
- How does the system ensure data encryption for client confidentiality and cybersecurity?
- Does it comply with GDPR, POPI, and other legal data protection regulations in our operating regions?
- What access controls and user permissions can be configured to restrict sensitive data?
- Where is the data stored, and what disaster recovery measures are in place?
- What auditing and activity tracking features exist to monitor data usage?
User Experience
- How intuitive is the user interface, and what training is provided for onboarding?
- Can workflows be configured without IT support, or does customization require coding?
- How responsive is the customer support team, and what are the typical response times?
- Is there a knowledge base, help center, or community forum for troubleshooting?
- What do existing law firms say about the learning curve and day-to-day usability?
Reporting & Analytics
- What built-in reports are available for financials, case progress, and compliance?
- Can reports be configured, and what visualization tools are included?
- Does it provide real-time dashboards for tracking firm performance?
- How does it handle budgeting, forecasting, and KPI tracking?
- Can reports be automatically scheduled and sent to stakeholders?
Cost Transparency
- What is the total cost of ownership, including implementation, licensing, and ongoing support?
- Are there hidden costs, such as additional fees for storage, integrations, or advanced reporting?
- Is pricing based on per-user, per-matter, or a flat monthly/annual fee?
- What is the implementation timeline, and does the vendor provide hands-on support?
- Are there early termination fees or long-term contracts, or is it a flexible subscription model?