How to optimize the processes of the office?

Economic and financial management

  • It includes all the functionality regarding accounting, taxes and financial management that an office requires.
  • Accounting periods with closing processes.
  • Financial consolidation.
  • Taxes: VAT or IRS, 347, 349, income tax.
  • Provisions for the expenses of the files and accounts of the partners.

The system has an analytical management system that allows to analyze the profitability of each one of the files or matters, and a level above, to analyze the different departments, and/or practices (Civil, Commercial, Criminal, ...).

The costs of partners' and lawyers' hours can be allocated per person or group of persons at a predetermined actual (based on payroll and expenses) or target cost.

In addition, the allocation of costs for replacements, travel expenses, etc... will be charged directly to the files.

Automatically the system allows to re-invoice the hours and expenses of the files.

Customer billing can be set for each of the files:

  1. Based on the costs charged to the files at the rate established in the contract closed in the CRM.
  2. From the billing milestones defined in the file.
  3. Directly

The system allows invoicing to companies other than the one that appears as the file holder.

A complete management of national and international suppliers is included, as well as relations with other firms and freelance professionals working on the issues.

You get a complete overview of the relationships with the partners the firm has, their role, activities and tasks, as well as the associated costs.

Customer and supplier data, Customers and suppliers will be created in the ERP automatically from the identification and contact data of the CRM business relationships.

In the ERP, administration will complete the data regarding commercial and posting conditions such as, forms and modes of payment, posting profile, bank accounts etc..

Customers and suppliers have their statement updated according to collections and payments, and the system will generate a cash flow forecast adapted to the office.

The system provides for the management of the portfolio of bills of exchange receivable, confirming and factoring, as well as the management of different bank accounts and their reconciliation from the bank statement.

There is a module for payroll and HR management, or it can be integrated with other types of payroll applications used by the office or the management company for financial and analytical accounting of the office.

The system allows the creation of financial and analytical budgets that the office needs, can be exported to Excel for completion and re-imported.

In addition, several budget versions can be made and compared with each other.

There is a module of expense notes certified by the AEAT by which, the lawyers can carry out through a PPP the capture of the tickets and invoices, and its imputation to the files in Business Central in an automatic way.

A cycle of approvals can be configured to suit each office, as well as the management of advances and their settlements.

Also included in this module is the management of company cards and their reconciliation.

Technical management of clients, files and cases

GoomLaw has a CRM - Microsoft Dynamics 365 - adapted to the problems of file management, very intuitive and easy to use. Moreover, it can be customized for the needs of any office.

The application has a native integration with outlook, which will allow to manage all e-mails and system alerts, meetings, contacts and customer information (file status at any time) in a centralized way from one place.

The CRM will allow the management of customers and people, with a 360 degree view of all customer related information (activities, issues, companies and related contacts, etc.). This will allow for the contemplation of the entire history surrounding the customer and enable easy segmentation using the tools provided by the CRM.

The information of the companies and persons, will have this information. However, it can be customized to the office:

  • Name, address, telephone, email...
  • Type of relationship with the firm
  • Group of companies to which it belongs (you can see the business organization chart in graphic form)
  • People who make up the organization and their position in the company -
  • Activities carried out with the company
  • Matters and files of that company
  • Commercial Analysis: Date of incorporation, cataloguing according to EU, CNAE, Employees, invoicing, financial institutions, etc. and link to the commercial and trade report.
  • Financial Analysis: Situation of the company (Active, Closed, Bankruptcy, Liquidation), Liquidity Score, Legal Incidents, Sales and EBITDA last year, Credit Opinion, Financial Report: link.
  • Associated documents.

Permissions for records can be set to be accessible only by the owner, for members of a team, a department, a discipline or for any company. For example, a lawyer could only consult and modify the contacts assigned to his team, while a Partner, could for example create, consult and modify all those of his department.

It allows to reflect the relationships between companies and between contacts, and their type of relationship. This immediate view, will provide information to discover new cross business opportunities (and also incompatibilities) and to follow up on the elements that have influence on the hiring process.

It contemplates the process that involves the management of the entry of a new file/issue as an opportunity that will become a firm file/issue when it passes with all the validations.

The phases to be configured will be the following (however, they can be adapted to the methodology of each law firm):

  • Pre-filing discharge: It will indicate the origin of the commercial opportunity related to the marketing carried out, if it comes from other offices, etc.

In addition, the fields such as the description of the file, the date of registration, the party and counterpart, the area, assigned lawyer, etc. will be indicated.

  • File admission process

The order form will be prepared indicating the main information of the case, and an economic cost analysis justifying the viability.

The system will launch a conflict check process to evaluate the conflict of interest, it is executed and analyzes if the client is present in other matters as a client or opposing party.

And when they are admitted, the following information will be indicated: client, party, counterpart, affiliate, etc..

  • Money laundering analysis

A terrorist and money laundering analysis will be conducted to rule out unwanted customers.

This analysis is performed in the system on the basis of predefined parameters:

      • Type of person.
      • Occupation.
      • Country risks.
      • Customer profile.
      • Third parties involved.
      • Seniority.
      • Autonomous Community (if resident)
  • Pre-closure

It will be indicated if the file is to be executed or not, if it is rejected the reasons will be indicated: abandonment by member, lost, rejected by the admissions committee, etc.

Once the different analyses have been carried out and recorded in the system, the file registration will be opened, automatically generating a file folder within the customer's folder where the different documentation generated so far will be filed.

Once the file or case has been admitted, the lawyers and partners of the firm will have a complete solution that will facilitate its management since they will have all the information and processes in one place.

The file will inherit the information from the file admission process along with all the documentation, so it will not be necessary to upload the information again.

The solution can be adapted to the technical and economic management methodology of the file that each office has. From the planning of the actions and actors linked to the file, until its closure.

All the activities carried out by the firm in a given file will be recorded, reflecting the actions with a company or a person. Likewise, a 360º vision of all the interventions that the internal and external personnel of the office have carried out will be obtained, being able to obtain in a simple way a report of actions.

Files can be distinguished by type: ordinary, extraordinary, equals, etc.

With regard to the economic follow-up, the costs of hours may be budgeted according to the ROL that the lawyer involved carries out, as well as the expenses and supplies. In a simple way, it will be possible to compare by periods and in the current state the cost deviations by type with respect to the REAL assigned in the accounting and analytical management system. As well as a forecast of outstanding costs. In this way, the system contemplates a complete analytical management system by file/subject and by office areas, territories or companies:

  • Invoicing by milestones: where the date foreseen, the amount, the currency, whether it is approved or not by the member and information on whether it has been invoiced and collected will be indicated.
  • For equals: where the start date, amount and periodicity will be indicated.

The file will include the form and terms of payment previously agreed with the party.

As follow-up dates for the file, the main dates of the process envisaged in the file may be defined.

GoomLaw includes integration with Sharepoint Online, which is included in Microsoft 365.

Associated with each of the files, there will be a library of documents and files related to the subject or case. Access to this document library will be confidential for users who are granted permissions and it will be hosted in the Microsoft Sharepoint CLOUD securely.

In addition to the library for each file, Sharepoint can be configured to develop an intranet common to all employees, or an extranet where lawyers can have a secure CLOUD space to share documents with clients and partners.

Business Intelligence

Create interactive dashboards and reports with Power BI. By extracting the data from different sources, such as Excel or ERP, you get a very visual report that allows you to check the financial status or dispatching processes at a glance.