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Law Offices of William Cafaro

Legal Content: Easy-to-Use Advanced Pre-Configuration

practice management software

Everything you need to run a small law firm

Automated Legal Content


The legal technology industry often focuses on providing accounting solutions for small law firms, rather than on creating advanced pre-configured and automated content that is the key to managing matters electronically. However, there are legal practice management software systems, such as LEAP, that prioritize content.

The term “content” has been largely undefined within the legal tech industry. It is commonly mistaken as a term synonymous with automated forms. However, content encompasses more than automated forms. In fact, content provides the foundation on which matter types are built and includes the templates and forms that lay at the core of matters. Additionally, content permits the selection of pre-configured matter types from various areas of law. These preconfigured matter types are specific to the area of law of the matter that an attorney is working on. For each matter type, there are input screens that are germane to the requirements of a matter. These input screens act as a checklist for the information needed. The checklist enables the essential information to be auto-populated across multiple forms and templates within seconds. By entering key details into the input screens once, they can then be used throughout the life of the matter—for letters, forms and time-recording.

Legal tech companies that emphasize content often allocate resources to have a skilled team with legal backgrounds. The team is devoted solely to conducting research to build intuitive software that automates information into multiple forms. Dedicated content teams also provide a comprehensive library of up-to-date forms. The library often includes an inclusive collection of forms that spans across all common areas of law and states. To keep forms in their latest versions, content teams forge close relationships with court authorities, so they can be informed of changes before they are enacted. Additionally, most content teams have automated systems in place that scan websites for any updates made to forms. Small law firms can now have access to their own archive of forms, with even the most complex forms at their fingertips.

On-the-spot automation is also made possible with content. Every form has been automated to work with the data recorded in the matter type input screens. In legal management software systems that are content-driven, lengthy forms such as, divorce financials, Client Information Statement (CIS) and Closing Disclosure Form have been automated to work with the data recorded in the matter type input screens. For the CIS, the gross income, deductions and net income, there are no manual calculations. Instead, the behind-the-scenes content team, which acts like a back-end staff, accurately completes these calculations and automates them throughout the forms. Small law firms are saved from manually re-entering the information more than once and can now practice smarter.

Learn how content can turn lost time into billable hours.

LEAP – Automate Legal Forms

practice management software

Everything you need to run a small law firm

How to Innovate and Beat the Competition

Although attorneys have traditionally been opposed to change, recent innovations in technology and a heightened sense of competition has forced innovation. Many law firms have increasingly started searching for a solution to spending hours and money on mind-numbing software

Discover the Benefits of Automated Legal Forms

One way in which law firms are discovering the opportunity to have shorter work days and enhance profitability is by automating practice management tasks. The power of automation offers limitless benefits, including filling out a court form within minutes. With automation, there is little to no data entered manually into the forms. Overall, automation allows for a seamless experience, saving time, reducing typographical errors and lessening the workload. LEAP, legal practice management system, offers automated forms and templates that make document production simple.

Enter Data Once and Merge Automatically

With automation, you only need to enter information once to produce multiple documents. Forms are now generated quickly as key data is merged directly from the electronic matters, which are also stored safely and organized within the practice management system. Thousands of mergeable fields allow you to merged data automatically, making the creation of legal forms effortless. The entire process of producing forms from the initial step of locating the legal form to entering the information requires only one simple system. Because you do not have to venture outside the software to find forms or client facts, production of legal forms happens in real time.

Optimize Support Staff

The modern-day attorney who uses the latest technology can click on the legal form he or she needs and automate it within seconds. There is no need to pay support staff to re-key information into separate forms. Automation makes support staff nonessential and even extraneous. The idea of  back office staff becoming obsolete elicits the fear of job loss. However, there shouldn’t be opposition to automation due to the potential job losses that it could cause. In fact, automation doesn’t have to cut jobs, it can give support staff a green light to become useful in other areas within your practice.

Learn how automation can help your firm make more money.

The Paperless Law Firm: Practical Tips to Turn Your Practice into a 21st Century Reality

practice management software

Everything you need to run a small law firm

If your law firm is buried in paper, you are probably operating like you did in the 20th century.
Successful law firms today are paperless. If you take advantage of the latest technology, you not only meet the challenges of our digital world, but you will also grow your business.

Are You Meeting the Needs of 21st Century Clients?

Using outdated practice management methods, as so many small law firms still do is at odds with the needs of 21st century clients. Smartphones and other mobile devices such as tablets, iPads and digital tablets have a profound impact on how we work, just as the personal computer did a generation ago.
Small law firms particularly, need innovative technology to:

  • Integrate case documents seamlessly
  • Satisfy a client base that accesses information on smartphones and other mobile devices
  • Give attorneys access to all client information, including all case documents — wherever they are
  •  Store and protect all case data safely and securely

If you are ready to move your firm’s practice to the 21st century, here are five practical tips:

Read more>> 21st Century Paperless Law Firm-Tips

Bridging the Billable vs. Non-Billable Hours Gap

practice management software

Everything you need to run a small law firm

Is your firm spending too much time on administrative tasks?

Surveys of billable vs. non-billable hours show that attorneys in small firms work about 60-66 hours a week with up to 12 hours spent on non-billable tasks. In a Lexis-Nexis survey, more than half of respondents ranked administrative and practice management tasks as the number one or two activity that consumed the majority of non-billable hours.

The Root of the Problem

An ABA Legal Technology Survey Report showed that fewer than 35 percent of smaller law firms are using any sort of legal-specific practice management software to assist with administrative tasks.

Here are four simple steps to take control of your time, improve efficiency and bridge the gap between your firm’s billable and non-billable hours.

Step 1: Use One Database 

Legal -specific practice management software is a must. However, not all software is equally efficient. You will need software that is an all-in-one solution for maximum efficiency.

Storing information in multiple databases, i.e. one for client data and case management, one for time tracking, one for billing, etc,  is inefficient, inaccurate, costly and frustrating. With an all-in-one software solution, you import client and matter details only once and then use those details where and whenever you need them.

You will sabotage your firm’s efficiency if you try to make different systems work together – puzzles are great, just not in your firm.

All-in-one practice management software handles all administrative tasks:

  • Matter management
  • Workflow control
  • Automated forms and precedents
  • Document management
  • Time recording and billing
  • Trust accounting

Once you stop duplicating data, you will be amazed at how much more you will get done, You will save about five hours per person per week on admin tasks and you will enjoy practicing law more.

Step 2: Automate document production

For most lawyers, producing correspondence of all kinds is par for the course. Obviously, the faster the better for improved time utilization and efficiency.

The quickest, easiest and most accurate method to manage correspondence and paperwork is an integrated system that merges previously captured data directly into your document, email and contract templates.

A good system will enable you to complete correspondence in minutes. Ideally, you should also be able to add your own precedents and other legal documents, so there is a standard process for all staff.
This way your benefit is twofold – better service for your clients and efficiency for your firm. It’s a win-win!

Step 3: Record All Time – Billable and Non-Billable Work!

If you’re not recording every second, you’re throwing money away. You must know how much time you are spending on a particular matter so that your fees are accurate, regardless of your fee structure. Recording time manually is inefficient, inaccurate and makes extra non-billable work. What you want is a ‘touch it once’ system where your time is recorded accurately in every instance in which you work on a matter.

The ideal system will track, record and save your billable hours on electronic timesheets automatically and enable you to:

  • Find the correct matter quickly
  • Start and stop the timer easily if you are interrupted
  • Enable you to record time, even if the matter has not yet been opened
  • Allow you to record time wherever you are, without being tied to a desktop.

Accurate time recording —only half the battle

Recording your time correctly is crucial, but a ‘client friendly’ billing process is the cherry on top.
Let’s be honest, billing is boring. Too many lawyers have manual or poor systems to record time and the tedious nature of the task means billing gets put off until the conclusion of a matter. Putting off billing until the end might seem like a good way to limit time spend on producing invoices, but it also raises risk of creating bad blood with clients over billing disputes or delays in paying the invoiced amount. Many lawyers place themselves in such a position repeatedly.

Avoid the risk:

  • Provide your client with a simple and clear costs agreement
  • Record time and disbursements diligently
  • Generate bills using the original data recorded in your system. Don’t dictate and retype!
  • Prepare invoices regularly, at least monthly, so your clients can pay in small amounts
  • Make your payment terms clear
  • Stop work if your clients don’t pay

If your firm records billable time in this way, you should expect a revenue increase of about 30%!

Step 4: Make Sure Everyone in the Firm Uses the System

The last step is the most important. Unless everyone in the firm uses the same system and tools, you will never beat inefficiency frustrations and failures. Often it takes strong leadership to push new processes because change can be daunting. Just remember, firms that don’t evolve will not be able to compete successfully.

Small law firm success is not a mystery, The truth is, the better your firm runs, the more profitable it will be and the more you will be able to pay your staff and yourself.

Increase Your Firm’s Profitability with LEAP

LEAP is an elegant, cloud-based legal matter management and accounting software solution that includes everything you need to run a small law firm. The software allows you to work more effectively so your small firm runs more efficiently and profitably.

Because LEAP is used exclusively for small law firms, all the feedback we get is from people like you. Thus, LEAP is a remarkably practical and user friendly solution for anyone working in a small law firm. For more information visit the LEAP website.

An All-Encompassing Practice Management Solution Can Transform Your Legal Practice

practice management software

Everything you need to run a small law firm

While you know that the legal services you provide for clients generate great volumes paperwork and involve countless administrative tasks, you might be surprised to learn the average small firm lawyer can spend up to 12 hours per week on administrative tasks alone.

Unfortunately, small firms typically struggle with inefficiency due largely to a lack of resources. A limited staff can only accomplish so much in a day, but what if you could do more with less?

A Firm’s Success is Tied to the Software It Uses

Harnessing modern technology is undeniably the most efficient way for small law firms to create lasting positive change and the best type of technology is practice management software. However, not all software is equally efficient. To achieve the best results, software must be an all-in-one solution. Your firm’s success is inextricably tied to the software that you use.

A mishmash of different programs is an efficiency killer for your firm. Information spread over multiple databases is not only inefficient and costly, but also leads to inaccuracies and frustration for you, your staff and clients.

The best software to deliver maximum efficiency for managing your practice will handle all your critical daily tasks including:

  • Matter management
  • Workflow control
  • Automated forms & templates
  • Document management
  • Time recording & billing
  • Trust accounting

Small law firms that flourish and increase profits are those that use intuitive, integrated software that:

  • Drives efficiency so that the firm spends less time on unbillable, administrative tasks, allowing staff to focus on billable work.
  • Reduces Overhead – Remember, several cheap software programs can quickly add up to one expensive mess.
  • Provides a competitive advantage – A firm that uses antiquated, clunky software cannot compete with firms using streamlined technology. Great software empowers the firm to provide clients with a higher level of service.
  • Attracts the best talent – Inability to adapt and use modern technology could hurt your firm’s chances of attracting the best lawyers and staff.

Arm Your Firm with the Right Tools for Success

Finding the right solution involves researching available legal practice management software, evaluating features and benefits and choosing a system that delivers mobility, productivity tools, convenience and cost effectiveness.

Find out more about LEAP’s legal practice management system. Visit LEAP online or call 844-702-LEAP today.

Legal Billing – Anytime, Anywhere

practice management software

Everything you need to run a small law firm

Legal Billing On-The-Go

As an attorney in a solo or small firm, you are pulled in many different directions. Not only do you have to manage client relationships and cases, but you have to make sure you get paid for the work you do and maintain cash flow for the firm.

What is the best way to manage your firm’s legal billing without being chained to your desk? The answer is mobility.

Mobility gives you access to all of your matters and client billing anywhere at any time and offers a way to provide smaller, more frequent manageable client invoices. Rather than saving everything for the end of the month, the end of a case or when you are sitting at your desk, you can prepare invoices in the courthouse or even on the beach.

Not only does mobility allow you to bill your clients on-the-go, but it also allows you to view accounting reports and keep tabs on billing and outstanding items while in court or meetings with clients. Your clients will be impressed with the quality of service you are able to provide.

Finding a practice management solution that can offer the mobility you want and need is the key to get your billing and other tasks done quickly and efficiently. Seamless synchronization with your desktop is imperative so you can maintain accurate records of all activity while you are on-the-go.

While legal billing on-the-go may sound too good to be true, LEAP offers complete mobility so you can run your solo and small law firm from anywhere at any time. To learn more about LEAP, please visit our website or follow us on LinkedIn for company and product updates.