The legal profession has always been reliant on documents. From client intake forms to court filings, lawyers handle a staggering amount of paperwork on a daily basis.
In the past, this paper-based system was relatively easy to manage. However, as the volume of documents has increased, it has become more and more difficult to keep track of everything.
This is where efficient document management comes in. By getting the right application, whether a standalone document management software or an integrated law practice management system, lawyers can make it easier to find the documents they need, when they need them.
In this article, we list the best document management software for law firms. Hopefully, you can choose one that will help to reduce clutter and improve the overall efficiency of your office.
Best Document Management Software for Law Firms Table of Contents
According to a recent study, the United States ranks first among developed nations in the number of lawsuits filed each year, 40 million lawsuits every year. In fact, the average American is more likely to file a lawsuit than vote in a presidential election. Connect that to the fact that the majority of firms waste a significant amount of time on document management issues.
On average, firms spend over five hours per week searching for and retrieving documents, and another four hours managing document revisions. This adds up to a total of nine hours wasted each week or almost 500 hours per year. This wasted time comes at a significant cost to firms, in terms of both lost productivity and additional staff expenses.
Source: MetaJure
Critically, the more documents law firms handle, the more they need to think of data security. That is in the context of a growing incidence of cybersecurity breaches placed by the American Bar Association at 29% in 2019 from 15% six years before.
It is clear that investing in document management solutions can benefit law firms in both time and money savings, whether they need to streamline the document handling process or protect sensitive data from leaking out.
Best Document Management Software for Law Firms
1. PandaDoc
PandaDoc is a document management system designed to streamline documentation for law firms. With PandaDoc, firms can create, edit, review, and approve contracts using custom templates and libraries of contract terms and clauses. Once approved, documents can be uploaded for proposals, presentations, and contracts. PandaDoc also provides legally binding e-signatures to ensure secure data and files.
Try out PandaDoc with their free trialPandaDoc
In addition to automated document creation, PandaDoc also offers powerful workflows for collaboration and approvals. Plus, with built-in tracking and analytics, you can see how your documents are being used and where there are bottlenecks in your process.
PandaDoc integrates with some of the most popular business software to streamline your workflow. Connect your CRM, e-signature, and payments platforms to PandaDoc and create a seamless experience for your sales team and customers. With all of your data in one place, you can create tailor-made proposals, quotes, and contracts that close deals faster. And because PandaDoc integrates with popular payment processors, you can get paid as soon as your documents are signed. No more chasing down paper checks or waiting for wire transfers.
PandaDoc offers four different pricing plans to meet the needs of businesses of all sizes. The Basic plan is free and includes basic features such as document creation, signing, and tracking. The Professional plan starts at $10 per month and adds features such as e-signatures, templates, and workflow automation. The Business plan starts at $20 per month and adds advanced features such as team collaboration, unlimited documents, and integration with Salesforce. Finally, the Enterprise plan is customized to meet the needs of large businesses and offers features such as dedicated account management and custom branding. You can check our PandaDoc pricing guide for more details.
Detailed PandaDoc Review
2. Oneflow
Oneflow is a document management system ideal for law firms. Oneflow’s unique features include its legal e-signatures, contract management, and responsive digital contracts. Oneflow’s benefits to law firms include its control over permissions, ability to collaborate and edit live, and make interactive fields.
The software application’s e-signatures are legal and binding, and its contract management is connected to the pre-sign, sign, and post-sign digital experience. Meanwhile, contract templates are pre-built or can be built with Oneflow editing tools.
You also get control over permissions and see changes made by others in real time. Likewise, the ability to make interactive fields makes it easy to add or remove information from contracts. Overall, Oneflow provides a valuable service to law firms by streamlining the contract management process and providing a secure way to manage documents online.
Oneflow integrations include those with Google Drive, Dropbox, Box, and OneDrive. Pricing plans are based on the number of users and the amount of storage needed. The basic plan starts at $5 per month for 5GB of storage.
Detailed Oneflow Review
3. Filecamp
Filecamp is a document management software for small law firms. It offers granular access control, allowing you to associate different themes with different folders and use custom branding.
You can read, write, and edit metadata for most types of digital media files inside the app, and create custom pages with the WYSIWYG editor. The system will automatically analyze and tag your images. Likewise, your data is stored in a secure data center.
Try out Filecamp with their free trialFilecamp
Meanwhile, Filecamp Custom thumbnails let you pick the perfect image for your brand every time. With its flexibility when downloading your brand assets, you get one quick stop for all of your company’s images, stock photos, videos, creative files, documents, presentations and more.
And with unlimited users in all plans, you can always keep your team or project on track. Filecamp offers integration with third-party apps and a starting price of $10 per month.
Detailed Filecamp Review
4. Qoppa PDF Studio
Qoppa PDF Studio is a powerful PDF processing tool that offers a wide range of features for working with PDFs. It has been designed to be easily integrated into Java or Android applications, and its libraries and components have been used in hundreds of enterprise tools.
Qoppa PDF Studio supports PDFs on Windows, Mac OS X, and Linux platforms, and its support and development team provides expert level technical support. In addition to its wide range of features.
Try out Qoppa PDF Studio with their free trialQoppa PDF Studio
Likewise, Qoppa PDF Studio offers a web service orchestration capability that allows it to be used in conjunction with other web-based applications. This makes it an ideal tool for law firms that need to work with PDFs in a variety of different contexts.
Qoppa PDF Studio also integrates with a number of third-party applications, making it an ideal solution for businesses that need to edit PDF documents on a regular basis. Pricing for Qoppa PDF Studio starts at $129 for a single-user license, with discounts available for volume licensing. A free trial is also available for those who want to try before they buy.
Detailed Qoppa PDF Studio Review
5. Vitrium Security
Vitrium Security is a digital rights management company that provides document control solutions for law firms. Its DRM solutions include AES encryption, dynamic watermarks, and user access permissions.
With these features, firms can protect their documents, videos, images, or audio content. They can also choose how to distribute their content. Likewise, content is quick and easy to access with the software application. Law firms can also gain valuable insight into how their users are accessing their content.
Vitrium Security integrates with leading enterprise content management and online document storage platforms, making it an ideal solution for businesses that need to protect confidential information. Pricing for Vitrium Security is based on the number of users and the amount of data stored. A free trial is available for businesses that want to test the platform.
Detailed Vitrium Security Review
6. ContractZen
ContractZen is a cloud-based contract management service that helps law firms streamline their contract processes. With ContractZen, firms can import emails and documents, search for contracts using AI-powered search, create dynamic views of stored contracts, and sign contracts electronically.
In addition, ContractZen offers datarooms (VDRs), visual tagging, and instant access to all connected documents.
The software also includes features such as a board portal, finance and administration, entity management, and key integrations.
One of the most popular integrations is with Salesforce, which allows users to manage their contracts directly from within the Salesforce interface. Another popular integration is with Google Docs, which allows users to create and edit documents within the ContractZen interface. This integration makes it easy to collaborate on contracts and ensures that all changes are tracked and synchronized in real-time.
Overall, the range of integrations offered by ContractZen can help businesses of all sizes to streamline their contract management processes.
ContractZen offers pricing plans that are based on the number of users, storage, and support.
Detailed ContractZen Review
7. Encyro
Encyro is a leading secure communication platform ideal for law firms. It offers 16 layers of security, including the ability to request electronic signatures with free tamper verification, finger drawing without touch-screens, encryption, and access control.
Encyro also enables firms to comply with HIPAA, GDPR, Gramm Leach Bliley (GLB) Act and more. With Encyro, firms can send and receive secure messages and files without leaving their preferred email client.
A key feature, the Encyro audit trail records all activities related to your account, including when you log in, what changes you make, and who accesses your files. This information can be helpful in tracking down any potential problems or issues. Additionally, the audit trail can be useful in demonstrating compliance with regulations or policies.
Other features include ample storage, auto encryption, track delivery and audit trail.
Encyro integrates with apps you are already using to help streamline your workflow. The basic plan is free and includes 500 MB of storage per month. The Pro plan is $5/month and includes 2 GB of storage. All plans come with a 7-day free trial. Encyro offers discounts for annual payments.
Detailed Encyro Review
8. Zola Suite
Zola Suite is an end-to-end practice management software suitable for law firms of all sizes. With Zola Suite, firms can manage their documents with features like versioning, previews, smart foldering, file locking, tagging, one-click emailing, unlimited storage and file merging.
Furthermore, users can securely share files with clients and collaborators using the client portal feature. This feature gives clients and collaborators their own login credentials to access files, which helps keep sensitive information safe and secure.
Zola Suite also offers a verified SOC 2 audit to ensure the highest level of security for firm data. In addition to document management, the software application provides matter management, intelligent email, contact management, CRM, task management, time & billing, and more.
You will get a variety of integrations with other business tools, such as accounting software, CRMs, and project management platforms. This makes it easy for businesses to use Zola Suite as their central hub for all their work.
Zola Suite offers flexible pricing plans that can be customized to fit the needs of any business.
9. Bilr
Bilr is a legal document management platform that offers a range of features to help lawyers streamline their workflows. One of its key features is automated invoice review, which can save considerable time and effort when compared to traditional manual review methods. Bilr also offers dictation and automatic transcription services, which can be extremely useful for busy lawyers who need to dictate documents on the go.
Likewise, Bilr provides in-depth analytics and insights to help lawyers track their performance and understand how they are doing against their targets.
Other features include legal billing, practice management features, matter management, integrated payments, voice-enabled timekeeping, mobile apps, attorney performance management.
Bilr integrates with a number of other popular legal software applications and has a flexible pricing model that can be tailored to meet the needs of individual law firms.
Detailed Bilr Review
10. ContractWorks
ContractWorks is a document management system designed for law firms and other professional sectors. It helps establish a single source of truth by providing a centralized document repository and an intuitive foldering system.
Permissions can be set up so that only certain users have access to sensitive documents. The benefits of ContractWorks lie in its ability to assess the inherent risks in your contracts with features like OCR, advanced search, and smart document tagging. It also allows you to maintain oversight and gain insight into your contract portfolio through comprehensive reporting tools.
Detailed ContractWorks Review
ContractWorks offers a variety of integrations to help users streamline their workflow. For example, users can integrate with Salesforce to automatically populate contract data, or with Google Drive to sync documents.
Pricing for the service is subscription-based, and discounts are available for annual plans. ContractWorks also offers a free trial for new users.
11. Filemail
Filemail is a document management software useful for law firms because it offers a range of features to help organize and keep track of files. One key feature is the ability to automatically download all received files onto your computer, which can save time and ensure that you always have the latest versions.
In addition, Filemail keeps track of all sent and received files, so you can easily see which documents have been shared and when. The software also provides a full audit trail and governance features to help you to meet regulatory requirements.
Likewise, the Filemail API offers a set of endpoints that allow you to integrate the software with other apps and services. The UDP Acceleration Protocol is also used for fast transfer speeds. A penetration test report is available on the website.
Detailed Filemail Review
Filemail offers a range of integrations that can be used to store, share and manage files. The most popular integration is with Dropbox, which allows users to store files in their Dropbox accounts and share them with others. Other popular integrations include those with Google Drive, OneDrive and iCloud. These integrations let users access their files from any device, anywhere in the world.
The starting price for Filemail is $10 per month.
12. PaperSave
PaperSave is a document management system that helps law firms to streamline their workflows and improve their efficiency and productivity. It automates the process of capturing and processing documents, eliminating multiple steps.
With PaperSave, lawyers have instantaneous on-screen access to any image or document associated with each transaction. This makes it easier to find and review relevant information.
Furthermore, PaperSave quality widgets help to ensure that documents are properly formatted and compliant with legal standards. Lawyers can also use templates to create new documents, saving time and effort.
Detailed PaperSave Review
PaperSave’s integrations with Microsoft Dynamics, Blackbaud and Intacct are designed to provide users with one click access to essential business applications. With these integrations, users can easily manage their finances, customer relationships and other important business tasks. In addition, the integrations provide users with a streamlined interface that makes it easy to navigate between applications.
13. Nuance Power PDF
Nuance Power PDF is a software tool that’s able to meet legal professionals’ document management needs. It allows users to create, manage, print, view, and edit PDF files within seconds.
Additionally, Nuance Power PDF can convert PDF files into the original program’s file format. This makes it an essential tool for legal professionals who need to work with PDF files on a regular basis.
Other features of Nuance Power PDF include the ability to add text with the ‘Typewriter’ tool, use the pre-built spellchecker, and perform other editing tasks. Additionally, Nuance Power PDF uses digital signatures, encryption, and password-protection to keep documents secure.
Detailed Nuance Power PDF Review
The software integrates with leading document management systems, making it easy to store and manage PDFs. Additionally, Nuance Power PDF integrates with Microsoft Office, making it easy to create and edit PDFs from within Word, Excel, and PowerPoint.
The starting price for Nuance Power PDF is $99.99 for the Standard edition. The Professional edition starts at $149.99, and the Enterprise edition starts at $299.99.
14. PracticePanther
PracticePanther offers a robust document management system that provides a centralized source for your legal documents. You can use templates to lessen non-billable work, and collaborate in real-time to create, edit, approve, archive, and manage documents.
Likewise, files can be easily shared with PracticePanther’s integration with Dropbox, OneDrive, Google Drive, and Box.
Detailed PracticePanther Review
Aside from document management, other PracticePanther key features include case management, legal billing, and CRM software solution designed for small and midsize law firms. The software also provides a centralized platform for managing cases, tracking time and expenses, generating invoices, and interacting with clients, as well as task management, calendar syncing, and reporting.
PracticePanther is available on a subscription basis, with prices starting at $49 per month for the basic plan.
15. Clio
Clio, a leading provider of cloud-based legal practice management software, offers a variety of features designed to streamline document management for law firms. With Lawyaw, Clio’s document automation tool, users can save sets of forms or documents they use together and complete projects faster. Lawyaw also allows users to automate PDFs or Word-based templates, making it easier to assemble complex documents.
Detailed Clio Review
In addition, Clio’s built-in, mobile-friendly e-signature tool makes it easy to get signatures on documents from anywhere. And with the ability to sync data directly from Clio, users can be sure their document management system is always up to date.
Clio also offers a variety of other features, including client Intake and case management, time tracking, billing and invoicing and legal research. Likewise, Clio integrates with a number of third-party applications, making it a convenient solution for many firms.
The starting price for Clio is $49 per month for the Basic plan, which includes 5GB of storage.
16. TimeSolv
TimeSolv document management software provides you with a secure place to store your documents, as well as the ability to automate the creation of custom documents.
You can also save files at the matter or project level, and categorize them using unlimited hierarchy, custom tags, and descriptions. This makes it easy to find the documents you need, when you need them.
Likewise, TimeSolv lets you create and store multiple versions of documents, so you can track changes made over time. This can be especially helpful when working on large projects with multiple team members.
Detailed TimeSolv Review
With TimeSolv, you can also see who made what changes and when, and revert back to earlier versions if needed. This helps to ensure that everyone is on the same page, and that no important details are accidentally lost or forgotten.
With TimeSolv’s quick view feature, you can see an overview of all your documents in one place. This makes it easy to keep track of your document management and ensures that you are always up-to-date on your progress.
17. Bill4Time
Bill4Time document management features are designed to help law firms remove any document retention issues or obstacles. Firm documents can be easily organized and searched, and there is a high level of customization.
With unlimited uploads and unlimited document storage, you’ll never have to worry about space again. And with firm level context, granular client and matter file management, and the ability to customize and easily move folders, you’ll always be able to find what you’re looking for.
Likewise, its powerful search feature lets you find any document in seconds.
Detailed Bill4Time Review
Bill4Time’s document management module is integrated with the software’s other key features. The app’s core functionality, the time billing tool offers a number of features to help businesses keep track of their finances.
In addition to time tracking and expense tracking, the software offers billing and invoicing, online payments, project and task management, accounting, integrations, mobile apps, and security. All of these features work together to provide a comprehensive solution for law firms and businesses of all sizes.
18. MyCase
MyCase features a legal document automation tool that helps you to speed up the document creation process while reducing the risk of errors. The MyCase Word add-in enables you to create documents faster and more efficiently by using IF/THEN statements, drop-down menus, and formula fields to create templates.
The add-in allows you to automate the document creation process within your workflow so that you can spend less time on administrative tasks and more time on billable work.
In addition, the MyCase add-in will help you to remove errors from your documents before they are sent out, which will reduce the risk of inaccuracies and save you time in the long run.
Detailed MyCase Review
The document management feature is built-in within MyCase’ legal case management module that helps lawyers automate and streamline their workflows.
Overall, the software offers a range of features to help with case management, billing and payments, client communications, and lead management. With MyCase, lawyers can keep track of all their cases in one place, set reminders for deadlines, and manage documents and files electronically.
The software also integrates with a variety of third-party applications, making it easy to manage all aspects of your law practice from one platform.
19. Firm Central
Thomson Reuters’ Firm Central features a document management system that helps law firms to organize and store their documents. The software includes a drafting assistant, form builder, and a case notebook.
The drafting assistant helps lawyers to create documents such as contracts and pleadings, while the form builder helps them to create custom forms.
In addition, the case notebook helps lawyers to organize and manage their case files. It includes a case file manager, case calendar, and task manager.
Detailed Firm Central Review
Meantime, Firm Central’s HighQ helps law firms to manage their documents and communications in one place. The software includes a document library, a document viewer, and communication tools.
Thomson Reuters integrates with many other Thomson Reuters products, such as Westlaw and Tax & Accounting, as well as third-party applications like Microsoft Office and Google Drive.
The vendor offers different pricing models for its Firm Central software, based on the needs of the customer. For example, customers can purchase a subscription that includes all features and integrations, or they can choose to pay a la carte for only the features they need.
20. ActionStep
ActionStep document management and automation system makes it easy to create and manage documents. One of the key benefits of ActionStep is that it enables firms to work collaboratively and share information in real-time. This can help to reduce duplication of effort, save time, and improve communication between team members.
With templates, you can quickly create documents that are correctly formatted and have the right data auto-populated. The smart foldering system, meanwhile, ensures that your documents are always organized and easy to find, while the drag-and-drop interface makes it easy to move files around.
Detailed ActionStep Review
Additionally, the smart search feature lets you quickly find the information you need, while the Microsoft Office integration makes it easy to open and edit documents.
ActionStep also includes modules for billing and accounting, client and matter management, and CRM. In addition, ActionStep offers a variety of features that help firms to improve their efficiency and productivity, such as workflow management, and reporting tools.
Finding the Right Document Management Tool
There is no one-size-fits-all answer when it comes to finding the right document management tool for your law practice. However, there are a few key considerations that you should keep in mind when making your decision.
First, consider the specific needs of your practice and what type of documents you need to manage. Then, look for a tool that offers features that meet your needs, such as document sharing, version control, and security. You should also be aware of the trends and potential issues with document management software.
Finally, make sure to choose a tool that is compatible with your existing systems and infrastructure. For instance, if you’re a Mac user, these document management software applications for Mac should be a priority.
By taking the time to consider your specific needs, you can be sure to find a document management tool that will help your law practice run more smoothly and efficiently.
Key Insights
- Efficiency and Time Savings:
- PandaDoc offers a centralized repository, automating document creation, and streamlining workflows, saving law firms significant time.
- On average, law firms spend nearly 500 hours per year managing documents, which can be drastically reduced with efficient document management software.
- Integration and Compatibility:
- Most of the listed software, such as PandaDoc, Oneflow, and ContractZen, offer integrations with popular business applications like Google Drive, Dropbox, and Salesforce, ensuring seamless workflow and data management.
- Security Features:
- Given the sensitive nature of legal documents, security is paramount. Software like Encyro and Vitrium Security provide advanced security measures, including encryption, dynamic watermarks, and access control.
- The rising trend in cybersecurity breaches necessitates robust document management solutions with strong security features.
- Versatility and Customization:
- Many solutions, such as Qoppa PDF Studio and Filecamp, offer extensive customization options, from document templates to granular access control.
- Software like MyCase and ActionStep also provide features beyond document management, such as case management, billing, and CRM integration.
- User-Friendly and Collaborative Tools:
- Tools like Oneflow and ActionStep emphasize collaborative features, allowing real-time editing, interactive fields, and smart foldering, enhancing team productivity.
- Most platforms provide user-friendly interfaces and offer features like e-signatures, document tagging, and automated workflows to streamline the documentation process.
FAQ
- What is the best document management software for small law firms? For small law firms, Filecamp is highly recommended due to its granular access control, custom branding options, and secure data storage. It offers flexible pricing starting at $10 per month, making it an affordable yet powerful solution.
- How does PandaDoc integrate with other business software? PandaDoc integrates with various business applications such as CRM, e-signature, and payment platforms, including Salesforce, Google Drive, and Dropbox. This integration facilitates seamless document creation, tracking, and payment processing, enhancing workflow efficiency.
- Are e-signatures provided by these document management software legally binding? Yes, many document management solutions like PandaDoc and Oneflow offer legally binding e-signatures. These e-signatures comply with legal standards and regulations, ensuring the authenticity and security of signed documents.
- What security measures are in place to protect sensitive legal documents? Solutions like Encyro and Vitrium Security offer robust security features including AES encryption, dynamic watermarks, access control, and audit trails. These measures protect sensitive information from unauthorized access and cybersecurity threats.
- Can document management software improve the overall efficiency of law firms? Yes, document management software significantly improves efficiency by automating document creation, streamlining workflows, and reducing time spent on document retrieval and management. This leads to increased productivity and reduced operational costs.
- What additional features do these software solutions offer beyond document management? Many document management solutions offer additional features such as case management, billing, CRM integration, and workflow automation. For instance, MyCase and ActionStep provide comprehensive law practice management tools, making them versatile solutions for law firms.
- Is there a free trial available for these document management software? Yes, most of the listed document management software, including PandaDoc, Oneflow, and ContractZen, offer free trials. These trials allow firms to test the software’s features and compatibility before making a purchasing decision.
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