Second Opinions

A 40-Lawyer Firm Wants to Migrate to a New Time-and-Billing Program

By John L. Mellitz

WITHOUT MORE information, all I can do is describe the principle characteristics of the suggested software to help you make your decision.

1. TABS III: This is the time-and-billing module of a suite of products from Software Technologies, Inc. To flesh out your system, you will need to purchase, at least, STI's General Ledger System. You probably will want to buy the Accounts Payable System, Trust Accounting System, and perhaps the Report Writer. The cost, exclusive of any installation, configuration or training, will be about $9,500.

STI publishes a flexible, but somewhat outdated, case management system called Case Master III that will exchange client/matter information with TABS III.

Pros: Excellent flexibility, stability and reliability. Excellent service and support. All modules work well together. An experienced, respected law office accounting systems vendor. Good, solid, "bread and butter" software. Large installed base.

Cons: Written documentation is considered by many to be mediocre. Lacks some bells and whistles to facilitate data entry, reporting, etc. Some users report that procedures can be obtuse, non-intuitive or difficult to figure out or execute.

2. Timeslips 10, level 3: A standalone time-and-billing system, it serves as the accounts receivable module for a number of popular general ledger programs. Many consider Timeslips to be a "best of breed" system, (as opposed to a modular or integrated system.)

To flesh out the system you need to purchase a general ledger system from a third party, and link to it using the included Timeslips Accounting Link. While there are more than 30 different general ledger systems with which Timeslips will link using TAL, all but one provide one-way integration only, (i.e. accounting information is passed only from Timeslips to the general ledger system, and not vice versa.

This means that checks written for client advances must be recorded first in the general ledger system, and then a separate, (duplicate), entry must be made in Timeslips in order to have it billed through to the client. However, Sage Software, Inc. publishes BusinessWorks, an excellent accounting system that provides a two-way link with Timeslips. Cost, exclusive of installation configuration or training, but including BusinessWorks: around $7,500.

Timeslips 10 integrates with most popular case management systems, including Time Matters version 3; Amicus IV; and Abacus Attorney for Windows. There is a long list of other software and hardware that links with Timeslips.

Sage recently debuted Timeslips eCenter (See April LTN, page 1), that allows users to enter time via the Web. The cost varies from about $30-$50 per timekeeper per year.

Pros: Due to its popularity, support may be readily available. Extensive network of "certified consultants," many of whom are independent. Fast data entry because of elegant user interface and streamlining features. Integrates with many other programs. Electronic billing modules available for most legal bill auditing formats.

Cons: While support to "certified consultants" is stellar, there has been little praise from the user community. Purchasers must buy a maintenance contract at an annual price equal to 20 percent of the retail price of the software. Company does not support versions more than four years old, (except for Timeslips for DOS 5.5 and Timeslips Deluxe 8.0).

3. PC Law Pro: An integrated system from Alumni Computer Group. In addition to the time billing and other accounting functions, it includes rudimentary case management functions, including docket/calendar, client/matter management, etc. The company offers an entry level product, PC LawJr.

One of the reasons I am not more familiar with the PC Law products is the relative lack of local support in all but a few areas. Other consultants have told me that if the feature set meets a firm's needs, it is a tremendous bargain, because it costs considerably less than its competition. Reports regarding the service and support provided by Alumni Computer Group are mixed. Some users heap praise on the company because of the support they have received. Others complain that calls are not returned and that technicians were unable to solve what users thought were relatively simple problems.

Pros: Integrated architecture means that the various functions work well together. Relatively inexpensive. May serve a narrow market very well depending on the demands made on it.

Cons: Not as flexible as competing products. Poor or non-existent local support. Spotty record in tech support. Tends to be "jack of all trades, master of none."

4. Gryphon: This is another reasonably priced, integrated system built on the Microsoft Access database engine. The mere fact that it has been around for a number of years indicates it merits some investigation. A"Microsoft-centric" product, it may be problematic when used in a mixed environment that includes products from such manufacturers as Corel, Novell, etc.

5. Juris, ProLaw, CLS: These three systems share a number of characteristics that may or may not serve your firm. The mind-set of the firm plays an important role in determining whether to consider these products. They all are client/server applications, and require a substantially greater investment to implement such systems, which all cost well more than $10,000 and will require support from either an in-house IS professional, or a skilled consultant.

ProLaw is an integrated system that purports to provide applications in all the major legal software categories: time billing, accounting, conflict checking, docket/calendar control, litigation support, case management, document management, document assembly, etc.) I am not familiar with these systems, because my consulting practice is focused on firms of fewer than 50 lawyers. Although the more complex client/server systems enjoy a substantial share of the 20 to 40 lawyer firm market, I am not convinced that they provide benefits commensurate with their higher cost.

6. Elite, CMS: These are also client/ server systems. Both are found in many of the very largest firms, and probably should not be included in the systems you should be considering.

It goes without saying that any time you are dealing with a product on which your cash flow relies, you should thoroughly investigate the two or three products that make the cut. Consult with firms comparable to yours that have been using the products. Another valuable source of information are legal technology listservs. Among them: www.technolawyer.com; lawtech @mail.abanet.org; and solosez@abanet. org. These virtual communities are monitored by thousands of tech attorneys, legal technology consultants, and vendors of law related hardware and software, many of whom are anxious to help anyone with questions regarding legal technology.

John L. Mellitz is president of Mellitz & Associates, a legal technologyconsulting firm with offices in St. Louis, Mo., and San Francisco, Calif. He is a Timeslips certified consultant and a Time Matters authorized independent consultant.