When a software rollout has failed once, partners are rightly cautious about trying again. The answer isn’t to avoid change. It’s to start with evidence.
This multi-practice firm started with an audit, and only then changed systems.
Quick answer: Before replacing law firm software, audit how the firm actually works: finance, billing, files, documentation and people. Use the findings to choose a system and a prioritized roadmap, then test the data conversion, rebuild templates, train by role and stay on after go-live.
Case study: a Prairies firm moves from PCLaw to Actionstep
Situation. A 16-person multi-practice firm in the Prairies ran its accounting on PCLaw from an in-office server. Bills were rebuilt by hand in Word and Excel, little about the office was written down, and staff were asking for manuals. An earlier software rollout had not stuck.
Task. Give the partners a clear, evidence-based plan, then deliver the change without repeating the problems of the last rollout.
Action. We moved in two stages, audit first:
- Technology and operations audit. We ran finance deep dives and one-on-one interviews with admin staff and lawyers, then presented a prioritized roadmap to the partners.
- One system for finance and matters. The firm chose Actionstep for both accounting and practice management.
- A tested conversion. We ran and validated a trial conversion of two PCLaw databases before the live move, and set up role-based security permissions, later correcting permission conflicts that were blocking staff.
- Bills that no longer need rebuilding. We rebuilt the operating and trust cheque templates and the invoice templates, down to a summary page for each practice area, with versions for real estate, estate planning, corporate and flat-fee files.
- Practice management and the cloud. We coordinated the practice management build with the implementation partner, ran question-and-answer sessions before training, and moved the firm’s shared files to the cloud so the office server was no longer needed.
- Data that matters. We pushed safe custody records, such as wills and corporate seals, and other migration issues through to resolution, recommending an interim reference list for staff in the meantime and flagging possible duplicate file numbers for review.
- Balances that match. We audited and posted general ledger opening balances so reporting matched the old system at cutover.
- Training and a guide. We wrote a reference guide and trained admin staff, legal assistants and the whole team on each role.
Result. The firm now runs finance, matters and files in one connected cloud system instead of a local server, and staff can work fully from anywhere. Opening balances are posted, and billing runs from five purpose-built invoice templates. We stayed on after go-live to resolve issues with the vendor, fix permissions, support month-end reconciliation and run follow-up training.
Not sure what to change first?
An audit tells you what’s working, what isn’t, and what to fix in what order. Technology & Operations Audit · Actionstep implementation
Why the second rollout worked
1. Evidence first. Interviews and finance deep dives showed where time was really going, such as bills rebuilt by hand, before anyone picked software.
2. Test the data before you trust it. A trial conversion caught problems while there was still time to fix them.
3. Templates are the payoff. Staff feel a new system through the bills and cheques it produces. Getting those right matters more than any feature list.
4. Plan for the server. Moving accounting to the cloud is only half the job if files still live on a local server.
5. Stay after go-live. Permissions, migrated records and month-end always surface issues. Someone has to own them.
Considering other platforms?
Actionstep fit this firm’s mix of practices. Other firms are better served by Clio or another system. Clio migration
We work with law firms in every province and territory across Canada and throughout the United States.
We’re not lawyers or accountants. We handle the operational side and work alongside your advisors, your accountant and your regulator’s requirements.
FAQ
What does a law firm technology audit cover?
Systems, finance and billing workflows, files and documents, and how staff and lawyers actually work. We interview the team and deliver a prioritized roadmap the partners can act on.
Can you convert more than one PCLaw database?
Yes. In this project we ran and validated a trial conversion of two PCLaw databases before the live move.
Can we get rid of our office server?
Often, yes. Once accounting and practice management are in the cloud, shared files can move to cloud storage, which may leave the server with nothing left to do.
Do you help after go-live?
Yes. We resolve issues with the vendor, fix permissions, support month-end and run follow-up training.
Ready for a plan you can trust?
Explore our Technology & Operations Audit or see more client stories in our portfolio
