Second Opinions
We've Outgrown Quickbooks and We Need Legal-Specific Time-and-Billing Software
By John L. Mellitz
THIS QUESTION triggers memories of a childhood game, where two knobs were used to tilt a tray back and forth in order to roll a ball through a maze, without letting it fall into one of the many holes along the path to victory. In this case the holes are labeled "unlimited open matters," "linked check book," and "reasonably priced."
Let's begin at the end, and work backwards: "What do other similarly situated firms use?"
While I don't have any actual figures, I suspect the answer is usually, "A word processing program and Quicken." In other words, you won't get much help from other small firms with your kind of volume.
"There must be some reasonably priced program out there that we can use."
Trying to interpret what a "reasonable price" is for a group of lawyers is only slightly more difficult than herding cats. The cost of any of the systems discussed here is going to hinge on three factors:
- The number of timekeepers (people who track time).
- The number of simultaneous users, if you are on a network. (Very strongly recommended).
- The features you may require, above and beyond those mentioned above.
So far, the major players in the legal billing arena are Timeslips, TABS III, and PCLawJr. Another nationally advertised product is Time & Profit, about which I know very little. Also, keep an eye on Elite Information Services, which just announced that it soon will offer Web-based time and billing for solo and small firm practitioners.
Timeslips 9
Timeslips version 9, from Sage U.S., Inc., allows potentially unlimited matters. However, that capacity comes at a price. The basic software costs just $180, but allows for just a single computer, two timekeepers, and a meager 5,000 matters. To increase the capacity to eight timekeepers and unlimited matters, and add another four computers on a network, will cost an additional $1,600 . . . and we haven't even started talking about a linked checkbook.
Annual maintenance for Timeslips 9, not including the separate linked checkbook program, will be 20 percent of the retail price of the software, and will not include any live technical support. Telephone support is available on an hourly basis, starting at $99.95 per hour, when purchased one hour at a time. (A two hour contract is $189.95, and so on . . . .)
The linked checkbook requires purchase of BusinessWorks, a sister product from another division of Sage, Inc. BusinessWorks is a mid-level accounting system with an excellent reputation, and the link to Timeslips 9 is quite seamless. However, BusinessWorks will set you back an additional $1,285 . . . minimum. A license for a five-station network will be an additional $1,200. Annual maintenance and support plans for BusinessWorks range in price from $275 to $775.
TABS III
TABS III version 9, together with the integrated GLS (General Ledger System) and APS (Accounts Payable System) modules from the manufacturer, Software Technology, Inc., (STI), probably would come closest to filling your bill. TABS III will handle flat fee billing with ease, and the linked checkbook module, (part of APS), will overcome the double entry of check data.
Where the STI system may let you down is in the capacity and cost areas. TABS III, version 8, had a capacity of 90,000 client/matter records. According to the company, version 9 is radically different, having a capacity effectively limited to disk space.
At the low end of STI's product lineup is their "Jr." line, which allows for just five timekeepers. If it was changed as drastically as its version 9 flagship product, then it, too, has effectively unlimited matter capacity. However, check with the company before you commit.
If the system is not networked, (just one person is responsible for entering time and expenses, and writing checks), the cost of the software, (without any installation, configuration or training services), would be less than $1,000. Annual maintenance, (very strongly advised), runs about $275.
At the other extreme, (assuming there is or will be a sixth timekeeper), a networked installation of the flagship product would be a little less than $2,500. Annual maintenance would be about $1,175.
PCLawJr
PCLawJr, from Alumni Computer Group, is a definite contender.
Like the Timeslips product, PCLawJr has unlimited client/matter support. Unlike Timeslips, however, this is included in the basic product.
Like the STI products, PCLawJr has integrated accounting, including linked check writing. Unlike the STI products, however, there are no separate, individually priced modules. In other words, when you buy the basic PCLawJr, you get "The Full Monty."
Even the pricing appears to point to this product. At the bottom end of the range, a single user copy of PCLawJr for five timekeepers costs just $295. The Network Module for five simultaneous users, and the Bank Reconciliation Module, (both optional), would bring the total to $620.
The same product allowing for 10 timekeepers and 10 network stations, and including the usually optional Bank Reconciliation, Past Due Notice, and Accounts Payable modules, is available at a package price of $1,375.
The product comes standard with a three month "warranty with unlimited support." A one year "extended warranty" costs $130 and includes 800 number support. A maintenance plan costs $120 per year, and entitles one to free or discounted upgrades.
While it would appear that PCLawJr would be the hands down favorite among the major players, (given your minimal requirements), the product does not enjoy the reputation for flexibility and functionality as do Timeslips and TABS. There is also a relative lack of third party support for PCLawJr that would dictate caution on your part when considering the product.
Time & Profit
Time & Profit, from BytePro, Inc. is a dark horse. However, its specifications indicate it would be a candidate for consideration by your firm.
According to the company, it is similar to PCLawJr in that the basic product can handle unlimited matters and has an integrated accounting system with linked check writing.
The basic program costs just $300, and is network ready. Additional stations are $100 each. Maintenance and support plans are available for $200 or $250 per year.
Once you purchase any of these products, you soon will discover they lack something that you like about QuickBooks, be it simplicity, some feature unique to QuickBooks, or even the appearance of the reports. There are several ways you can reduce the risk of purchasing a product that does not work for you.
The first is to evaluate the products yourself. Timeslips has a free CD with a working model of version 9 that allows only a limited number of matters. TABS III has a similar evaluation system for $55, (including shipping), that is not returnable, but the price is applied against the cost of the full product, should you decide to purchase it.
PCLawJr does not have an evaluation version, however, there is a 30-day, money-back, unconditional guarantee, which I'm told is "flexible."
BytePro has an evaluation version obtainable only by download from their Internet site, www.bytepro.com. This version times out 30 days after installation.
You also can order the program on CD-ROM, with a free 30-day trial period. If you decide not to purchase the program, it comes with a return label and authorization to send the CD back, and you are charged only $9.95 to cover shipping and handling. However, if you keep the program beyond the 30 days, you are charged for the system.
Another measure you can take is to obtain references from companies or firms similar to yours in size, (if not in the substance of their practices).
Finally, and most important: Check to see if there is third party support for the products in your area. Timeslips has "certified consultants." TABS III has dealers experienced in the installation and training for the product. PCLawJr has "premier dealers." I don't know of any such support for Time & Profit.
Although you may think you can "wing it" on your own with one of these products, I can assure you that the odds of your being frustrated and disappointed are very high without some help installing and configuring the software, and some basic training in its use.
Regardless of which you choose or what you pay, it will be difficult to recover the loss of time and money stemming from a failure to implement the system.
John L. "Tim" Mellitz is president of Mellitz & Associates, an indpendent legal technology consulting firm based in St. Louis, Missouri. He is a Timeslips Certified Consultant, a Software Technology, Inc. dealer, (TABS III), and a Time Matters Authorized Independent Consultant.
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