How to optimize office processes?

Economic and financial management

  • It includes all the accounting, tax and financial management functionality required by a law firm.
  • Accounting periods with closing processes.
  • Financial consolidation.
  • Taxes: VAT or SII, 347, 349, IRPF.
  • Provisions for expenses of the files and accounting of the partners.

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

The costs of partner and attorney hours can be allocated per person or group of persons at a predetermined actual (based on payroll and expenses) or notional cost.

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

The system automatically re-invoices the hours and expenses of the files.

Billing to customers 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. Based on the billing milestones defined in the file.
  3. Directly

The system allows invoicing to companies other than the one listed as the owner of the file.

It includes a complete management of national and international suppliers, as well as relationships with other law firms and freelancers working on the matters.

A complete view is obtained of the relationships with the firm's partners, 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, the administration will complete the data related to commercial and accounting conditions such as, forms and methods of payment, accounting profile, bank accounts, etc...

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

The system includes the management of accounts 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 firm or agency for the firm's financial and analytical accounting.

The system allows the creation of the financial and analytical budgets required by the firm, which 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 lawyers can use an APP to capture tickets and invoices, and their automatic allocation to files in Business Central.

A customized approval cycle can be configured for 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 file management issues, very intuitive and easy to use. In addition, it can be customized to the needs of any firm.

The application has a native integration with outlook, which will allow you to manage all emails and system alerts, meetings, contacts and customer information (status of files at any time) centrally 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, related companies and contacts, etc.). This will make it possible to contemplate the entire history surrounding the customer and enable easy segmentation using the tools provided by the CRM.

The information of companies and individuals will have this information. However, it can be customized according to the needs of the firm:

  • Name, address, phone number, email...
  • Type of relationship with the firm
  • Group of companies to which it belongs (the corporate organization chart can be viewed graphically)
  • People who make up the organization and their position in the company-.
  • Activities carried out with the company
  • Company's business and records
  • Commercial Analysis: Date of incorporation, cataloguing according to EU, CNAE, Employees, invoicing, financial entities, etc. and link with the commercial and mercantile report.
  • Financial Analysis: Company status (active, closed, insolvency proceedings, liquidation), liquidity score, legal incidents, sales and EBITDA for the last year, credit opinion, financial report: link.
  • Associated documents.

Permissions for records can be configured as only accessible by the owner, for members of a team, a department, a discipline or the whole company. For example, a lawyer could only consult and modify the contacts assigned to his team, while a Partner, for example, could 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 track the elements that influence the recruitment process.

It contemplates the process that involves the management of the entry of a new file/subject as an opportunity that will become a firm file/subject after passing 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-Expediente registration: It will indicate the origin of the commercial opportunity related to the marketing performed, if it comes from other firms, etc.

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

  • Dossier admission process

The order form will be prepared indicating the main information of the case, and an economic cost analysis that justifies the feasibility.

The system will launch a conflict check process to evaluate the conflict of interest, run and analyze whether the client is present in other matters as a client or opposing party.

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

  • Money laundering analysis

A terrorist and money laundering analysis will be performed to rule out undesirable customers.

This analysis is performed in the system based on predefined parameters:

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

If the file is rejected, the reasons will be indicated: Abandoned by the member, lost, rejected by the admissions committee, etc.

Once the different analyses have been performed and saved in the system, the file will be opened, automatically generating a file folder within the client's folder where the different documentation generated up to that moment will be filed.

Once the file or matter has been admitted, the lawyers and partners of the firm will have a complete solution that will facilitate their management since they will have all the information and processes in a single 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, to 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 carried out by the internal and external personnel of the firm will be obtained, being able to easily obtain an action report.

The files may be distinguished by type: ordinary, extraordinary, equal, etc.

Regarding the economic follow-up, it will be possible to budget the costs of hours according to the ROLE of the lawyer involved, as well as expenses and allowances. In a simple way, it will be possible to compare by periods and in the current state the deviations of costs by type with respect to the REAL imputed in the accounting and the 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 areas of the office, territories or companies, and for each file, different types of invoicing can be defined for the client, based on the agreement reached:

  • Milestone billing: where the due date, amount, currency, whether or not it is approved by the partner and information on whether it has been billed and collected will be indicated.
  • By equalization: where the starting date, amount and periodicity will be indicated.

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

As follow-up dates for the file, the main dates of the process covered by the file can be defined.

GoomLaw provides for 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 matter or case. Access to this document library will be confidential to users who are granted permissions and will be securely hosted in the Microsoft Sharepoint CLOUD.

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

Business Intelligence

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