7 Workflow Software for Law Firms – Streamlining Legal Processes

7 Workflow Software for Law Firms – Streamlining Legal Processes

Jelena Lukic
Written by Jelena Lukic
November 29, 2023

Workflow software for law firms has become an essential tool for practitioners looking to enhance efficiency.

The ever-evolving solutions allow practices to improve collaboration and reduce operational costs.

With the increasing complexity of legal processes, traditional manual workflows are no longer sufficient to meet the demands of modern law practices.

Hence, we are here to explore seven powerful workflow software solutions tailored for law firms.

Hopefully, you will find the app that fits you like a glove in our Best-of.

Without further ado – let’s dive in!

1. Time Analytics – Streamline Law Firm Operations and Enhance Billing Accuracy

Time Analytics is a comprehensive workflow software for law firms.

Designed specifically for service businesses, the platform offers a range of benefits.

The main ones –  simplifying case management and optimizing billing accuracy.

Let’s explore the key features and advantages of the platform!

1. Precise Time Tracking

With Time Analytics, time tracking becomes effortless. The software provides automatic time clocks and timesheets, associating each entry with the relevant project and client. This ensures accurate tracking of billable hours and minimizes errors. Most importantly, it enhances client satisfaction.

2. Customizable Billing Rates

Managers can establish default billing rates for team members within the app. On the other hand, the employees have the flexibility to adjust them for specific projects. This feature enables precise invoicing and ensures that clients are billed accurately based on the agreed-upon rates.

3. Categorized Activities

Time Analytics allows you to categorize activities as billable or non-billable. This is a great way to promote transparency in your client interactions. This clarity ensures that clients are aware of the services they are being billed for, enhancing trust and fostering stronger relationships.

4. Invoicing Companion

The application allows you to generate precise work documentation based on the collected time data. To put it simply – Time Analytics actively ensures accuracy in invoicing. The software offers customizable appendices, allowing you to craft clear and concise invoice attachments. Export options enable seamless delivery of invoices to clients, either in print or via email, enhancing efficiency in your invoicing process.

5. Efficient Timesheets

Time Analytics provides comprehensive timesheets for internal purposes. This way, it helps in issue recognition and highlighting your firm’s greatest strengths. The software offers a comprehensive overview of completed and pending tasks, ensuring no crucial information is overlooked.

6. Insightful Project and Client Reports

Time Analytics’ robust reporting capabilities provide valuable insights into your law firm’s financial aspects. You can identify patterns of profit generation, assess project costs and earnings, and evaluate the performance of different clients. Make the right decisions and plan your future steps in the best direction!

Time Analytics Pricing

Time analytics pricing

Time Analytics offers two flexible plans, both available for a risk-free 14-day trial with no credit card required. This allows you to experience the benefits of the software firsthand and determine which plan best suits your law firm’s needs.

  • Starter Plan – $5.99 per user per month (billed monthly) or $4.99 if billed annually
  • Optimum Plan – $8.45 per user per month (billed monthly) or $6.99 if billed annually

2. Smokeball

Smokeball is a cloud-based and desktop workflow software for law firms. It helps firms streamline cases with collaborative management. Additionally, you can automate documents with a single click. Access 20,000+ court forms effortlessly. Track billable hours across programs. Simplify billing, e-filing, and collection in one place.

Key Features

  • Automation features – document creation, email management, and task scheduling.
  • Document management system – organize and search your files from anywhere with easy access to crucial information.
  • Financial management – tools to handle expenses, track billable hours, and automate invoice creation.

Smokeball’s Limitations

  • Some user reviews mention that the service is not entirely cloud-based, which may impact accessibility and collaboration.
  • Browser incompatibility issues have been reported. This can potentially lead to communication challenges with clients.

How Much Does Smokeball Cost?

Smokeball offers four plans:

  • Bill – $39/month per user
  • Boost – $89/month per user
  • Grow – $179/month per user
  • Prosper+ – $219/month per user

User Ratings

  • G2 rates Smokeball at 4.8/5 stars.
  • Capterra rates Smokeball at 4.8/5 stars.

3. Clio

Clio is a comprehensive workflow software for law firms of all sizes. With the platform, lawyers can access and manage all aspects of their work in one centralized system. From matters and contacts to documents, billing, and payments, everything you need is conveniently located in a single place.

The platform’s dashboard provides visibility into billable hour targets and performance tracking. Clio Payments enables convenient payment processing. The billing feature allows for customizable bill plans, fee management, automated or manual time entry, email billing, and client access via a secure portal. Finally, the document management features include automation, custom fields, and electronic signature capture.

Key Features

  • Cloud-based storage – easy access and sharing of case information and documents from anywhere.
  • Client onboarding – automate follow-up emails and correspondence reminders to enhance client communication.
  • Billing and invoicing – create, send, and track invoices, automate financial reports, and streamline the payment process.

Clio’s limitations

  • Some users have reported difficulties accepting payments through checks or ACH, potentially impacting payment options for clients.
  • There are no file restoration features, which can be problematic if files are accidentally deleted.

How Much Does Clio Cost?

Clio also offers four pricing options:

  • EasyStart – $39/month per user
  • Essentials – $69/month per user
  • Advanced – $99/month per user
  • Complete – $129/month per user

User Ratings

  • G2 rates Clio at 4.6/5 stars.
  • Capterra rates Clio at 4.7/5 stars.

4. TeamConnect

TeamConnect is a matter management and eBilling software legal teams worldwide use and love. It offers an end-to-end Enterprise Legal Management (ELM) platform. Key features include matter management, e-billing, legal spend management, document management, reporting and analytics, and processing automation. With TeamConnect, businesses can enhance collaboration, create contract templates, configure approval processes, and track workflows through reminders.

Key Features

  • Centralized data management – easy access to documents from anywhere.
  • Legal workflow automation – streamlining processes and minimizing errors.
  • Custom reporting – generate tailored reports for actionable insights.

TeamConnect’s Limitations

  • Some users have expressed the need for a faster and more intuitive user interface.
  • Pricing information for TeamConnect is not readily available on their website or popular review platforms.

User Ratings

  • G2 rates TeamConnect at 4.7/5 stars.
  • Capterra rates TeamConnect at 5/5 stars.

5. Osprey Approach

Osprey Approach is a cloud-based solution designed to streamline legal operations for law firms.

It offers a range of features to enhance efficiency and collaboration.

This workflow software for law firms provides a self-service portal for clients, allowing them to access details of ongoing matters. You can securely share confidential documents with specific users.

The solution supports automation of processes such as cheque requisition authorization and notifications for case updates.

Key Features

  • Centralized database – Store documents, correspondence details, time entries, key dates, and previous transactions.
  • Time recording – Track and record billable hours for accurate timekeeping and invoicing.
  • Messaging – Communicate and collaborate with team members and clients through the messaging feature.

Osprey Approach’s Limitations

  • Some user reviews mention difficulties with navigating the interface and using add-ons.
  • Pricing information for the Osprey Approach is not readily available on their website or popular review platforms.

User Ratings

  • G2 rates Osprey Approach at 4.7/5 stars.
  • Capterra rates Osprey Approach at 4.7/5 stars.

6. ClickUp

ClickUp is a cloud-based collaboration and project management tool. It was designed to cater to businesses of all sizes and industries. The workflow software for lawyers offers a range of features to enhance communication, collaboration, and task management. Some key features of ClickUp include communication channels and comments. Users can assign tasks and keep track of their development.

Key Features

  • Customizable or pre-built Automations – streamline legal workflows by automating project handoffs, client intake processes, and task assignments.
  • Ready-to-use templates – over 1,000 templates, including contract templates, client management templates, and a Legal Case Tracking Template.
  • Client relationship management (CRM) functions – ClickUp offers hundreds of CRM functions to ensure fast and secure connections with clients throughout the project management process.

ClickUp’s Limitations

  • Learning curve – There might be a learning curve for users getting accustomed to ClickUp due to the amount of features.
  • Limited mobile app views – Not all views are currently available in the mobile app, potentially limiting accessibility for on-the-go users.

How Much Does ClickUp Cost?

There are four pricing plans.

  • Free Forever
  • Unlimited – $7/month per user paid annually
  • Business – $12/month per user
  • Enterprise – custom plan and pricing

User Ratings

  • G2 rates ClickUp at 4.7/5 stars.
  • Capterra rates ClickUp at 4.7/5 stars.

7. Filestage

Filestage is a cloud-based solution designed to enable file sharing, review, and approval processes for organizations. It offers a unified portal where users can collaborate on files and content. Users can invite multiple reviewers to provide feedback and comments on files, streamlining the review process. They can also add annotations to files using markup tools, allowing for clear and visual feedback.

Key Features

  • Real-time commenting – get instant feedback and foster collaboration among team members.
    • Version control – ensure that team members are always working with the most up-to-date file versions to reduce errors and confusion.
    • Secure file sharing – controlled access to sensitive information and case documents

– Paid plans offer unlimited team members, eliminating additional charges based on the number of users.

Filestage’s Limitations

  • Filestage may lack some specialized law-based features that are available in software specifically designed for legal matter management.
    • The free version of Filestage has limitations on the number of active projects and storage capacity.

How Much Does Filestage Cost?

Filestage offers a range of pricing plans:

  • Free – Limited to two active projects and 2 GB of storage.
  • Basic – $59/month.
  • Professional – $299/month.
  • Enterprise – custom plan and pricing

User Ratings

  • G2 rates Filestage at 4.6/5 stars.
  • Capterra rates Filestage at 4.7/5 stars.

Selecting the Best Workflow Software for Law Firms

Choosing the right workflow software is crucial for maximizing efficiency and productivity in your law firm. Here are key factors to consider when evaluating workflow software options:

  • Alignment with Legal Processes – Look for software that understands the unique needs of the legal industry. Ensure it offers features specifically designed for legal workflows, such as document management, case tracking, and deadline management.
  • Customization and Scalability – Every law firm has its own processes and requirements. Opt for software that allows customization to adapt to your firm’s specific workflows. Additionally, consider scalability to accommodate future growth and evolving needs.
  • User-Friendliness – User adoption is essential for successful implementation. Choose software with an intuitive interface and user-friendly features that make it easy for your team to learn and navigate the system.
  • Integration Capabilities – Seamless integration with existing tools and software is vital. Ensure the workflow software can integrate with your document management system, email platform, calendar, and other essential applications to streamline your workflow.
  • Collaboration and Communication Features – Effective collaboration is key in a law firm. Look for software that enables real-time collaboration, document sharing, and communication among team members, clients, and external stakeholders.
  • Security and Compliance – Protecting sensitive client information is paramount. Prioritize workflow software that offers robust security measures, such as data encryption, access controls, and compliance with industry regulations like HIPAA or GDPR.
  • Reporting and Analytics – Gain insights into your firm’s performance with reporting and analytics features. Track productivity, monitor deadlines, and identify bottlenecks to make informed decisions and drive continuous improvement.
  • Vendor Reputation and Support – Research the vendor’s reputation and stability in the industry. Evaluate their customer support offerings, including training resources, technical assistance, and regular software updates.
  • Cost Considerations – Assess the software’s pricing structure and compare it with your budget. Determine if the pricing aligns with the value and features offered.


Workflow software for law firms is a game-changer, making work easier and more efficient for legal professionals. By automating tasks, it saves time and reduces errors, allowing lawyers to focus on strategic work.

Collaboration and communication are improved through a centralized platform, enabling seamless file sharing and real-time feedback. Organization and task management become a breeze with customized workflows, task assignments, and progress tracking. Document management is simplified too, with secure storage, version control, and easy retrieval.

Say goodbye to manual handling and hello to streamlined processes. With workflow software, law firms can optimize their operations, boost productivity, and deliver better outcomes for clients. It’s a powerful tool that revolutionizes the way legal teams work, making their lives easier and their work more impactful.

We chose seven options to help you narrow your choices. Hopefully, you will be able to find one that will suit your needs.

Good luck!

Jelena Lukic

Jelena has a Master’s Degree in teaching Serbian literature and language. Creative writing is her biggest passion.

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