Second Opinions

We've Outgrown Quickbooks and We Need Legal-Specific Time-and-Billing Software

By Alan Pearlman

WITH time-and-billing software, less is not necessarily more. Many firms opt for simple, small, and inexpensive packages that don't give provide the necessary functionality the firms require.

Your QuickBooks system was good -- for what it was worth -- but as you've discovered, it has its limitations. Your next step should no doubt be a time-and-billing program designed specifically for a law office environment.

Two of the best are PCLaw / PCLaw Jr., from Alumni Computer Group, and TABS III from Software Technology, Inc. (STI), both designed for attorneys. In addition to time and billing, these packages also offer accounting, in essence, a turn-key program. They also offer "one-write systems" that allow users to enter data be entered only once, for multiple uses.

Next, at the risk of sounding obvious, let's define certain of your terms as used in the law office setting. The parties for whom your firm is working are called clients. The cases or files worked on for these clients are called matters. Matters are used to coordinate client-related activities such as fees, expenses and payments. Information about both clients and matters is stored in a database within the PCLaw program. Each client and matter in PCLaw has a unique identifying nickname. A client can have multiple matters associated with it.

Client information is used for more than just identifying for whom work is being done. You also use client information to search for conflicts of interest and can export it for marketing and mailing list purposes. Client information can contain such details as:

* Multiple phone numbers; E-mail addresses; Name of the lawyer who introduced the client.

Matter information contains details such as:

* Billing contact and location; Billing rates; How payments received from the client will be allocated among the lawyers who worked on the matter; Credit and trust receipt hold; Trial and case details; Information about the referring and opposing parties.

Both of the programs have links to accounting and check writing programs. Both PCLaw and TABS III function much in the same manner , so keep in mind that what I say for one program goes equally as well for the other.

PCLaw is a standalone program that offers everything a law office would want in an accounting package. Currently two versions are available: PCLaw is the larger program designed for offices with 10 or more timekeepers, while PCLawJr, obviously, is the program for offices with less than 10 timekeepers. The differences rest in the number of options users will want to purchase when using the software.

PCLaw is completely integrated; data entry in one location is automatically entered in other parts of the program for more efficient running. All operations run off the main menu with button bars, including Time/Fees, Client Expenses, Trust, Billing/ Payments, End of Month/Year, Firm and Utilities.

TABS III

TABS III is much the same in its integration and operation. The billing mode allows several different types of billing alternatives. You can choose between hourly, split fee, flat fee, contingent fee, retainer billing and progress billing. This list is by no means all-inclusive.

While most of my billing chores are in the hourly category, I find that I have the ability to be as detailed as I desire, including the ability to define different rate tables by timekeeper for each individual matter I am presently working on.

You can also customize your desktop with various windows open for certain types of billing. This allows you to resize, maximize or minimize your working windows to have only certain windows open for certain repetitive billing tasks throughout the day.

Both packages offer spell check, either "on demand" or "automatic", both in transaction descriptions and in the client notes area. The spell checker is much like that found in the more expensive word processors, allowing the user to choose alternative words, automatically correct misspelled words and report when you have duplicate words in your descriptions.

Good Looks

Making your statements look as good as you want them to be is an easy matter for TABS III and PCLaw. There are an unlimited variety of formats to choose from. If you desire, you could have a different customized statement for each individual matter you are currently handling. There is even the ability to use different images, fonts, and print styles all within the same statement!

Both companies offer a demo disk/CD of their products, which is a good way to examine the programs, and then make the choice for yourself.

Incidentally, there are two new Web-based players in the time, billing and accounting field: Elite Information Group has launched a new subsidiary, Elite.com Inc., that will begin to offer time and billing services to solo practitioners and small firms, set to begin in the first quarter of 2000. This will be a service for both legal and non-legal fields.

Boston's TimeBills.com currently has a Web-based time tracking and invoicing service now available online. They will help you to track your time and then, they even send out your bills!

Alan Pearlman, a member of Law Technology News' Editorial Advisory Board, is a computer consultant and solo practitioner based in Northbrook, Ill.