Wild Wild West Shootout

Law Office Software Solutions

PanelistsJames Betzold Attorney: Betzold Law, Holland, Grand Rapids MI Founder: PrimaFacie Founder: Bella Legal Assistantsjames@primafacienow.com

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.