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Tips On Choosing Time & Billing and Case Management Software

This discussion is directed at the small firm. It is not possible to generalize about a large firm's needs since they have a myriad of needs and ways they work.

Important variables in your billing evaluation process include the number of timekeepers, the features needed (e.g., task billing, value billing, split billings, fee allocations, statement formatting flexibility, integration with Case Management (if applicable)), and platform availability. Most systems are now supported on NT, Novell and Peer to Peer networks. Also important is the ability to integrate with Word and WordPerfect (most are), especially for clients who require a uniquely customized statement. Consider the availability of local training and support to avoid unacceptable scheduling waits, flight and hotel expense initially and when turnover occurs. Let me qualify this by saying that sometimes it is preferrable to pay an out of town expert than it is to pay a local novice.

Consider on-going support (call & try it out), report writers, conversion availability, "total" price(if applicable), and needed features. 

Most importantly, ask firms by listservs or phone for their experiences. Go a step further and ask your dealer or vendor to provide the names of firms, of similar size to yours, who are using the software.  Not only call, but visit the firms.  Installing a time & billing or case management system is an important decision. I recommend that you invest the necessary time.   The reason for the visit; a firm may love their system after having experienced many benefits over their prior manual system.  Your visit, however, may uncover that they perform redundant posting that would be unacceptable to you. Or they have two billing or input clerks where one would suffice, etc.  

Also, keep cognitive diffidence in mind. Few people admit their mistake and say, "boy was I stupid. I sure wasted a lot of the firm's money. Oh well." They would prefer to justify and defend the decision over time. This is another reason that you should "visit" more than one client and "view" how they use their system.

Watch for the gotcha's. Many systems have a low base price, but when you start adding "steering wheels" like network modules, additional users, spelling dictionaries, etc., document assembly and integration modules, the price goes up.

I have consulted with many clients.  A majority of our billing clients use Software Technology's TABS for time & billing. They are, almost without exception, pleased with TABS.  STI's support is excellent and their product is very flexible.  STI meets all the discussed criteria.  Timeslips, in my opinion, is not a candidate for a firm with large volumes.  We have several happy Timeslips clients, primarily in small firms. This may change as Sage, the owner of Timeslips, institutes their philosophies and makes further acquisitions.

Capable billing product candidates include Javelan, Juris, PcLawPro, Elite, FSLI and TABS. All are listed at in the above links.

Case management is coming into its own in 1998 and 1999. Case management can rid you of multiple databases and sticky notes. Be careful to choose software that provides integration capability with other applications (time & billing, accounting, document assembly, possibly telephony, document management (possibly), PalmPilot (perhaps), etc. You should not allow multiple people to post the same information to multiple databases.

A blanket statement cannot be made that one case management program is better than another. Variables include the existing time and billing software, areas of practice, whether the software will be used heavily or lightly, the DOS or Windows version, the network operating system, availability of local support, the firm's experience and expertise, the firm's willingness to invest in training, existing equipment, and budget.

In general, if you have a small office and need simplicity, Amicus is a good choice. Amicus, in my opinion, is less desirable for larger firms. However, if the firm uses Timeslips for billing, Time Matters' case management system may be a better alternative. Time Matters is a superb choice in most environments. I am extremely impressed with Time Matters' vision, commitment, and support. They have evolved rapidly.

If the firm is a heavy Software Technology Inc., (STI) TABS time & billing user, STI's CaseMaster III may be the best choice. While CaseMaster is not as friendly as, e.g., Amicus on the front end, in my opinion, it has a superior back end. By that, I mean reporting and more flexible field structuring.

ProLaw is a strong, flexible product. Gryphon has its strengths. Although Abacus is an easy to use product, I fear that they have fallen behind in several areas. Needles is a good choice for firms with a heavy PI emphasis.

Again, all of these comments are generalities. We prefer a careful study of your individual situation prior to making a recommendation. Your true cost is not the few hundred or thousand dollars for a product. The true expense is in the conversion, adaptation, and training. If the system fails, you must add the lost billable time.

Most vendors have self-running demos. These are typically not much help, but they do list features & display the flow of the system. Some vendors will allow trial periods of 30 to 100 days. If you are like most busy firms, however, the ninety days expires and the software is still on the shelf. Rather than fumble with software that is foreign to you, you may be better served by obtaining the services of a legal consultant. Legal consultants typically know the reputation and capability of local dealers and products. While the consultant analyzes your workflow and needs and protects your interests, your busy attorneys can continue to bill. Please let us know if we can help further.

NetSmart, Inc., teaches CLE courses on many of the above categories. Please see an example of our Time and Billing CLE PowerPoint presentation. We are currently adding Real Audio to the presentations.

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TABS To Time Matters

There is currently no direct interface between Time Matters and TABS as there is between Time Matters and PC Law, Jr. or Timeslips. TABS will import time entries from the Time Matters' calendar. However, other data remains unaddressed and must be manually entered. We have developed a procedure/system for passing client/case data from TABS to Time Matters for conversion "and" daily updates. The procedure includes instructions to convert existing Tabs client and matter data to Time Matters. This procedure also provides the the opportunity to build your client contact and case reference data within Time Matters without having to rekey the names, addresses, phone numbers, case references, Tabs client IDs, and primary attorney ID's. You can choose to send just these standard fields or included other informational fields if desired for all cases or just active cases. Data templates for both exporting from Tabs and importing into Time Matters can be saved and used on a daily basis to continuously update your Time Matter Contact and Case files with new client and matter data with limited user intervention.

The procedure/system requires that you own or obtain STI's Report Writer. The procedure and instructions are available for $295. This price includes up to one hour's telephone support.

Note: We have also performed conversions including ECCO to Time Matters and developed several useful interfaces, routines and macros for Time Matters, Timeslips, TABS, and others. Please e-mail Dale Tincher for further information or your needs.

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The difference between document management and case management (briefly) added 6/18/99

Basically, document management manages documents, versions, security, etc. Case management systems manage cases, including calendars, ticklers, conflict, notes, statute of limitations, etc. They can work together nicely if properly configured. Most firms/agencies need both.

Some systems such as Prolaw have the ability to do both, but in my opinion are not as powerful as individual systems tied together, e.g., WORLDOX and Time Matters. Prolaw is also very expensive. However, nothing is as expensive as a manual system.

Examples of the differences between document management and case management include:
A document management system will allow you to find every occurrence of the terms e.g., slip and fall + Kansas in every document including contract reviews, legal opinions, etc., but is not designed to tell you when a deadline occurs; a statute of limitations expires; a conflict exists; notes history information; the next meeting with xyz client; successes with experts, judges, opposing attorneys, adjusters, etc.

More information can be found by visiting our above listed case management and document management sites.

We can further delineate the differences, plus help you decide which systems fit your needs.

Please call if you wish more detail.

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E-mail:dtincher@netsmartinc.com

Copyright © 1998 NetSmart, Inc. All rights reserved. Information in this document is subject to change without notice. NetSmart, Inc., makes every effort to list software with which we have had experience or contact. However, no representation is made regarding accuracy or quality of linked sites and performance of the vendors' products.