Wild Wild West Shootout
Law Office Software Solutions
PanelistsJames Betzold Attorney: Betzold Law, Holland, Grand Rapids MI Founder: PrimaFacie Founder: Bella Legal [email protected]
Amber Weeks, Attorney/Partner: Noble & Vrapi, P.A.Offices in Albuquerque, Santa Fe, and Las Cruces, NM
Don’t Google“Butt-Naked in a Snowstorm”
Do I need law office software?Do I want to be organized, and
do I have enough clients to warrant this?
Probably, Pilgrim.
Suggested Analysis
How many clients do you have now?
How many clients do you want to have with open cases at once?
Will you have periods of time when you are waiting for further eligibility or decision from USCIS?
Are you a 1-person office?
Will you remember everything about everyone?
Better Question:
You tell me why you wouldn’t need law office software.
Which software should I use?
● There is no "right" solution that fits every firm. The tools need to fit the mission and operating style of the company.
● For example, if part of your client experience is filling out forms in person in a concierge approach to immigration services, an online client portal is likely unnecessary.
● Run demos of software and reach out to other similarly sized firms to learn about their experiences.
Which software should I use?
That Depends:
WHAT ARE YOU TRYING TO ACCOMPLISH?
● Run your whole office● Manage staff● Supplement existing systems
Which software should I use?
What is your budget?
● $$$$$$ Custom Built Whole Office Solution● $$-$$$ Pre-Built Tools● $ Spreadsheets and Sandpaper
Which software should I use?
What type of practice do you have?
What cases do you take?
● Family● Removal Defense● Employment● Humanitarian Cases (U Visa, VAWA, T-Visa, SIJS, etc.)
When Considering Systems Changes, Ask Yourself and Your Team:
● Where is your time going, and is that the best use of your time?● Brainstorm key moments in a case and what the client and your
team need at each stage.○ What is the client’s primary need?○ What would make their experience great?○ What would make clients upset?○ What is the most frustrating to you and your team?
● These answers will help you to identify high value areas for improvement.
Identify what it is you are lacking.
MindNode (Mac/Ipad)
MindMeister (PC/Online)
Find the features you need to automate your workflow as much as possible.
Tips for Finding and Choosing Tools
Find one that works with Zapier. This will help you automate processes as you build out the cloud-based tools in your firm. Zapier has a directory of compatible tools.
Forms-OnlyImmPro / ImmFormsPC BasedManual UpdatesLimited Ability to Manage ContactsNot Case Mgmt
AccountingQuickbooks Paper Files Calendar
INSZoom/LawLogix/Contact Mgmt.
BillingFormsTasks
Reporting
“All-In-One”Concerns:SportsCar/DumptruckMany FeaturesTraining CostCost (per case fees?)Lack of Free TrialAre we using the best tools?
Separation of Phone, Case Mgmt, Etc.
Forms Case Mgmt
Book-keeping CalendarPhone
Advent of APIs(Application Programming Interface)
Backend Code That
Runs Everything
Front-End (You See It)
API 3rd Party AppLike
GMAILCalendar
TrelloSlack
Security Token
Why Build New Software
● API Standard from 2004● Immigration Software was Stagnant● Need for immigration software that integrates.● Sounded like a good idea.
Clio/PantherInvoices
TimeTrackingBilling
Retainer Auto-Generation
G-SuiteGoogle Calendar
CalendarDoc. Storage / Sheets
Quickbooks OnlineAccounting Software
TimeClockTime Tracking
IntuitCredit Card Payments
Immigration FormsImmigration Specific Features
VB TrackingUSCIS Receipt
Client PortalNotes
Immig. Intake FormsTask Mgmt
ClioInvoices
TimeTrackingBilling
Retainer Auto-Generation
G-SuiteGoogle Calendar
CalendarDoc. Storage / Sheets
Quickbooks OnlineAccounting Software
TimeClockTime Tracking
LawPayCredit Card Payments
Facebook AdsWebpage Chat Leads
Online Ad Results
SlackTeam Communication
ZapierAutomation Super Hub
ApptotoClient Confirmation and
Reminders
Immigration FormsImmigration Specific Features
VB TrackingUSCIS Receipt
Client PortalNotes
Immig. Intake FormsTask Mgmt
RingCentralPhones
Immigration FormsImmigration Specific Features
VB TrackingUSCIS Receipt
Client PortalNotes
Immig. Intake FormsTask Mgmt
G-SuiteGoogle Calendar
CalendarDoc. Storage / Sheets
Quickbooks OnlineAccounting Software
TimeClockTime Tracking
PayPal/StripeCredit Card Payments
Facebook AdsWebpage Chat Leads
Online Ad Results
SlackTeam Communication
ZapierAutomation Super Hub
ApptotoClient Confirmation and
Reminders
LeanKit / Trello
Proj. MgmtKanBan Board
RingCentralPhones AcuityScheduling
Online Appt Scheduling
Immigration FormsImmigration Specific Features
VB TrackingUSCIS Receipt
Client PortalNotes
Immig. Intake FormsTask Mgmt
G-SuiteGoogle Calendar
CalendarDoc. Storage / Sheets
Quickbooks OnlineAccounting Software
TimeClockTime Tracking
PayPal/StripeCredit Card Payments
Online Ads
SlackTeam Communication
ZapierAutomation Super Hub
ApptotoClient Confirmation and
Reminders
LeanKit / Trello
Proj. MgmtKanBan Board
RingCentralPhones AcuityScheduling
Online Appt Scheduling
Clio Grow / LawPayCRM
Customer Relationship Mgmt.
Immigration FormsImmigration Specific Features
VB TrackingUSCIS Receipt
Client PortalNotes
Immig. Intake FormsTask Mgmt
Emails/Online Cal.
Accounting Software
Credit Card Payments
Online Ads
Team Communication
ZapierAutomation Super Hub Client Confirmation and
Reminders
Project Mgmt Board
Phones Online Appt Scheduling
CRM
Addl. Case Mgmt
Case Study: Benefits of Systems Overhaul
Billing clarity03● All staff now have easy access to billing
information, and invoices are customizable and easier for clients to understand.
Efficiency in form completion02● Smart forms that auto-fill from
questionnaires and produce editable PDFs save time.
Elimination of duplicate records and data entry01
● Data is now input once for each client and stored in case management, forms, and billing systems simultaneously.
Identify what it is you are lacking.
MindNode (Mac/Ipad)
MindMeister (PC/Online)
Find the features you need to automate your workflow as much as possible.
Closer Look
Go To Zapier
Think of a series of Logical Statements
When an action occurs in app 1,
take the following action in app 2.
When an action occurs in app 1 with X conditions, → do this in app 2.
When an action occurs in app 1 with Y conditions → do this is in app 2.
CommunicationCloud-Based
● Zoom.us*● RingCentral*,
○ Video Conference○ Screen Sharing
● CallHippo*● Vonage
● Team Communication○ Slack*○ Google Hangouts Chat○ Glip*○ RingCentral*○ Flock*○ WhatsApp
*Works with Zapier
Immigration Forms and Case
Mgmt.Cloud-Based
Considerations:
Ease-of-Use
Client Collaboration
Speed
Relevancy
Pricing
Training
Immigration Forms and Case
ManagementCloud-Based
● PrimaFacie*‡● Docketwise‡● Cerenade● LawLogix● INSZoom
*Works with Zapier
‡Works with Clio and PracticePanther
General Practice Management
● Clio*● PracticePanther*● Lawcus*● MyCase● FileVine
*Works with Zapier
Marketing Tools(See Later Discussion of CRM)
● Facebook Ads*● Twitter Ads*● Instagram Ads*● LinkedIn Ads*● MailChimp *● Constant Contact*● Infusionsoft*● Social Media Tools*
*Work with Zapier
Website and Analytics
WWW = Wild Wild West
● Squarespace*● Google Analytics*● Facebook Pixel*● Chat Box
○ Tawk.to (free)○ LiveChat*○ PureChat*
*Works with Zapier
Email like a pro.
Google: G-Suite*
(Paid Version with custom domain)
Microsoft - Outlook/Office 365*
Use your own domain.
*Works with Zapier
SchedulingTools to automate / manage
setting appointments and reminders to clients
Calendar Only (Google/Outlook)*
AcuityScheduling* (DIY, Pmts Reminders)
Apptoto (Reminders with Google Calendar Integration)
Calendly* (DIY)
*Works with Zapier
Appointment RemindersTotally Automated.
Apptoto is a great option.
Appointment reminders allow custom texts delivered via texts, emails, or calls.
Allows verbal and text reminders in multiple languages.
Confirmation system.
Integration with Google Calendar.
Works flawlessly.
Apptoto.com
Payment System
● Stripe*● Paypal*● LawPay ($20/mo)
○ Separate Trust Funds Etc.
● Square*● Clio*
*Works with Zapier
Time-Tracking
● Clio*● PracticePanther*● ClickTime*● Time Camp*● Ebillity
*Works with Zapier
Accounting & Payroll Systems
● Quickbooks*● Gusto● TimeClockWizard● TSheets (Time-keeping
software that integrates with Gusto)
*Works with Zapier
Customer Relations
Management(CRM)
● Clio Grow*● Lexicata● Law Ruler
*Works with Zapier
Online Document
Storage
● Google Drive Filestream*● DropBox For Business*● Box*● OneDrive*● Carbonite*
*HIPAA-compliant service
Mail & Courier Services
● Stamps.com● Fedex.com
Find Software
Check ZAPIER.COM
Ask firms of similar size what works for them.
Ask online.
Google.
Greg Siskind’s Survey and report (AILA)
AILA Conference
Ask for free demos and try them out.
Get a free trial
If you are going to adopt it for use in your firm, you should be permitted a trial period.
Seriously, it is 2019.
Ease of Use
ASK:
● How much training is required or provided? ● How much does additional training cost?● Is it intuitive?
Client Collaboration
● Do your clients want to collaborate?● Are they able?● Do they have a computer or smartphone?● Does the client portal work on a computer/smartphone?● Is there an additional cost for this feature?
Tips for a successful transition Map out yer wagon trail.
Do you have data to import?
Ask about the cost.
Frequently there is a cost for that.
Not just clicking a button.
There are some limited importations possible via Zapier.
Have a Plan.
● Pick a tech stack that will work for the firm that you want to be 5 years from now.
● Make a timeline for systems changes. ● After imports, review. ● After review, double check.● Transition incrementally.● Provide training to your team.● Use free customer support services.● Phase in can be easier than starting all at once if you are moving from an
old system.
What new opportunities arise?
● Multi-Device● Automation● Work Anywhere● Client Collaboration● Distributed Work Force
○ www.Bella.Legal
Where is client data stored and
is it secure? In some yonder clouds, ma’am.
Stored in Professional Data Centers
More secure than your office.
More secure than your house or your office.
https://aws.amazon.com/compliance/data-center/controls/
Access Controls / Sites built with emergency and risk mitigation in mind.
Just be sure you know where (Overseas, Inside the US)
Security
Ask re: encryption
(In Transit and At Rest)
Ask re: your access rights
Ask re: data retention if cancellation
Ask the panel.Questions will get answers. Quality and length may vary.
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