Practice Management Guide
What practice management features are for
The practice management feature set converts the legal AI workspace from a pure drafting and research tool into a light practice management system: it connects AI-generated legal work product to the matter records, time entries, billing, conflict checks, and trust account management that a law firm needs to run its practice.
For firms that already use a dedicated practice management system (Clio, Leap, PracticePanther), the platform's practice management features are complementary: use the AI workspace for drafting and review, and sync matter and billing data to the existing PMS via API.
For firms without a dedicated PMS, the platform provides a capable subset of practice management functionality without a separate subscription.
Features
Matters
The matter record is the organizational unit that links all platform activity to a client engagement.
- Matter fields: matter name, client name, matter type (e.g., M&A, Employment, Real Estate), assigned lawyer(s), status (open / on hold / closed), jurisdiction, matter number, date opened, estimated close date.
- Document linking: all documents drafted or uploaded within the matter are automatically linked. Documents can also be manually linked from other matters.
- Timeline view: chronological audit of all activity on the matter — documents created, review conducted, deadlines added, team assignments changed.
- Notes: free-text notes attached to the matter record (can be used for client instructions, negotiating positions, key decision log).
- Deadline tracking: matter-level deadlines with configurable reminders (push notification + email). Matter-level statute of limitations deadlines flagged by the [[heuristic-statute-of-limitations-flag]] skill are automatically added here.
- Matter export: export full matter file as PDF dossier or ZIP archive for client delivery or firm archive.
Time tracking
- Timer: start a timer on any matter. The timer runs in the background across sessions.
- Manual time entry: log time entries after the fact with date, duration (in hours/tenths), description, and billable/non-billable flag.
- AI-assisted time descriptions: optionally generate professional time narrative from a brief note ("NDA review — 3h" → "Review and annotation of mutual non-disclosure agreement between Acme Ltd and XYZ Corp (DIFC law); identification of five material risk clauses; preparation of markup for client review").
- Rate management: set hourly rates per user and per matter type. Override rates at the matter level.
- Time reports: generate time summary by matter, by user, by period. Export as CSV or PDF for billing.
Billing
- Invoice generation: generate professional invoices from time entries and fixed-fee matters. Includes firm letterhead (upload via Settings → Firm Profile), matter reference, time entries, disbursements, and tax line (VAT at applicable rate for UAE/KSA/EU).
- Invoice status tracking: draft → sent → paid → overdue. Automated overdue reminders at configurable intervals.
- Credit notes: issue credit notes for disputed amounts.
- Trust account integration: flag billed amounts against trust account balance (see Trust Accounts below).
- Stripe integration: if Stripe is connected, clients can pay invoices via a secure payment link (credit card, Apple Pay, Google Pay). Payments are automatically reconciled against outstanding invoices.
- Currency: AED, USD, SAR, EUR, GBP, LBP supported. Multi-currency billing: invoice in a different currency than the firm's base currency with configurable exchange rate.
Conflict checking
The conflict check module prevents a firm from inadvertently representing adverse parties across matters.
- How it works: when a new matter is created, the system automatically searches the matter and client database for matches or near-matches to the new client name, counterparty names, and related persons. Flags potential conflicts for partner review.
- Threshold: configurable fuzzy-match threshold (exact name match only, or broader "similar name" matching).
- Result categories: Clear (no conflict found); Potential conflict (similar name — review); Confirmed conflict (direct adverse representation in active matter).
- Override: a confirmed conflict can be overridden with a documented waiver (conflict waiver template available in the clause library); override is logged in the audit trail.
- Integration with intake: conflict check is automatically triggered when a new client intake is submitted via the intake skills. If a conflict is flagged, the intake workflow is paused pending partner review.
See [[efirm-conflict-check]] for the detailed conflict check skill.
Trust accounts
For law firms managing client trust accounts (also known as client funds, escrow, or client ledger accounts).
- Trust ledger: per-client trust ledger tracking receipts (funds received), disbursements (payments made on behalf of client), and balance.
- Three-way reconciliation: monthly reconciliation of (1) bank statement, (2) trust ledger, (3) client balance listing. Reconciliation report exported as PDF for partner sign-off.
- Alert on shortfall: automatic alert if a disbursement would bring a client's trust account below zero or below a minimum holding threshold.
- Regulatory compliance: trust account rules vary by jurisdiction. Note:
- UAE (Dubai): Law Society / DIFC equivalent rules require lawyers to maintain client funds in a separate designated client account. Mixing client funds with firm funds (commingling) is a professional responsibility violation.
- UK: Solicitors Regulation Authority (SRA) Accounts Rules 2019 — detailed client money handling requirements.
- Lebanon: Lebanese Bar Association rules require separate client account management.
- KSA: Saudi Bar Association guidance on client fund management.
- The trust account module assists with record-keeping but does not substitute for jurisdiction-specific bar rules compliance.
Integration map
| System |
Integration type |
What syncs |
| HubSpot |
Bidirectional |
Client records, matter pipeline, contact information. New matters in the platform create deals in HubSpot; HubSpot contact data populates matter client fields. |
| Stripe |
Bidirectional |
Invoice payment status, credit purchases, subscription management. Payment confirmations sync to invoice records. |
| NetSuite |
Outbound |
Invoice data, time entry data, matter revenue. Platform is the system of record for legal work; NetSuite is the financial system of record. |
| QuickBooks |
Outbound |
Invoice export (as QuickBooks-compatible CSV or direct API sync). Expense tracking integration. |
| Xero |
Outbound |
Invoice export, contact sync, bank reconciliation support. Xero bank feeds can import trust account transactions for reconciliation. |
Integration configuration: Settings → Integrations → [System name]. Each integration requires API credentials from the target system (OAuth for HubSpot and Stripe; API key for NetSuite, QuickBooks, Xero). Enterprise customers receive setup assistance from the customer success team.
Getting started with practice management
- Configure firm profile: Settings → Firm Profile — add firm name, logo, address, default billing currency, VAT number. This populates invoice headers.
- Create your first matter: Matters → New Matter.
- Run a conflict check: when creating the matter, the conflict check runs automatically. Review any flags before opening the matter.
- Log time: open a matter and click + Time Entry or use the timer button.
- Generate an invoice: Matters → [Matter name] → Billing → Generate Invoice. Select the time entries to include, add disbursements, set the tax rate, and generate.
- Set up an integration: Settings → Integrations → Connect [System].
Related skills
- [[docs-legal-ai-workspace-guide]]
- [[docs-enterprise-deployment]]
- [[docs-billing-and-credits]]
- [[docs-audit-log-export]]
- [[efirm-conflict-check]]
1---2name: docs-practice-management-guide3description: Use when a user asks about the platform's practice management features — matters, time tracking, billing, conflict checking, and trust accounts — or about integrating with accounting and CRM systems. This is a platform documentation skill covering the practice management feature set and its integration map (HubSpot, Stripe, NetSuite, QuickBooks, Xero).4license: MIT5---67# Practice Management Guide89## What practice management features are for1011The practice management feature set converts the legal AI workspace from a pure drafting and research tool into a light practice management system: it connects AI-generated legal work product to the matter records, time entries, billing, conflict checks, and trust account management that a law firm needs to run its practice.1213For firms that already use a dedicated practice management system (Clio, Leap, PracticePanther), the platform's practice management features are complementary: use the AI workspace for drafting and review, and sync matter and billing data to the existing PMS via API.1415For firms without a dedicated PMS, the platform provides a capable subset of practice management functionality without a separate subscription.1617## Features1819### Matters2021The matter record is the organizational unit that links all platform activity to a client engagement.2223- **Matter fields**: matter name, client name, matter type (e.g., M&A, Employment, Real Estate), assigned lawyer(s), status (open / on hold / closed), jurisdiction, matter number, date opened, estimated close date.24- **Document linking**: all documents drafted or uploaded within the matter are automatically linked. Documents can also be manually linked from other matters.25- **Timeline view**: chronological audit of all activity on the matter — documents created, review conducted, deadlines added, team assignments changed.26- **Notes**: free-text notes attached to the matter record (can be used for client instructions, negotiating positions, key decision log).27- **Deadline tracking**: matter-level deadlines with configurable reminders (push notification + email). Matter-level statute of limitations deadlines flagged by the [[heuristic-statute-of-limitations-flag]] skill are automatically added here.28- **Matter export**: export full matter file as PDF dossier or ZIP archive for client delivery or firm archive.2930### Time tracking3132- **Timer**: start a timer on any matter. The timer runs in the background across sessions.33- **Manual time entry**: log time entries after the fact with date, duration (in hours/tenths), description, and billable/non-billable flag.34- **AI-assisted time descriptions**: optionally generate professional time narrative from a brief note ("NDA review — 3h" → "Review and annotation of mutual non-disclosure agreement between Acme Ltd and XYZ Corp (DIFC law); identification of five material risk clauses; preparation of markup for client review").35- **Rate management**: set hourly rates per user and per matter type. Override rates at the matter level.36- **Time reports**: generate time summary by matter, by user, by period. Export as CSV or PDF for billing.3738### Billing3940- **Invoice generation**: generate professional invoices from time entries and fixed-fee matters. Includes firm letterhead (upload via **Settings → Firm Profile**), matter reference, time entries, disbursements, and tax line (VAT at applicable rate for UAE/KSA/EU).41- **Invoice status tracking**: draft → sent → paid → overdue. Automated overdue reminders at configurable intervals.42- **Credit notes**: issue credit notes for disputed amounts.43- **Trust account integration**: flag billed amounts against trust account balance (see Trust Accounts below).44- **Stripe integration**: if Stripe is connected, clients can pay invoices via a secure payment link (credit card, Apple Pay, Google Pay). Payments are automatically reconciled against outstanding invoices.45- **Currency**: AED, USD, SAR, EUR, GBP, LBP supported. Multi-currency billing: invoice in a different currency than the firm's base currency with configurable exchange rate.4647### Conflict checking4849The conflict check module prevents a firm from inadvertently representing adverse parties across matters.5051- **How it works**: when a new matter is created, the system automatically searches the matter and client database for matches or near-matches to the new client name, counterparty names, and related persons. Flags potential conflicts for partner review.52- **Threshold**: configurable fuzzy-match threshold (exact name match only, or broader "similar name" matching).53- **Result categories**: Clear (no conflict found); Potential conflict (similar name — review); Confirmed conflict (direct adverse representation in active matter).54- **Override**: a confirmed conflict can be overridden with a documented waiver (conflict waiver template available in the clause library); override is logged in the audit trail.55- **Integration with intake**: conflict check is automatically triggered when a new client intake is submitted via the intake skills. If a conflict is flagged, the intake workflow is paused pending partner review.5657See [[efirm-conflict-check]] for the detailed conflict check skill.5859### Trust accounts6061For law firms managing client trust accounts (also known as client funds, escrow, or client ledger accounts).6263- **Trust ledger**: per-client trust ledger tracking receipts (funds received), disbursements (payments made on behalf of client), and balance.64- **Three-way reconciliation**: monthly reconciliation of (1) bank statement, (2) trust ledger, (3) client balance listing. Reconciliation report exported as PDF for partner sign-off.65- **Alert on shortfall**: automatic alert if a disbursement would bring a client's trust account below zero or below a minimum holding threshold.66- **Regulatory compliance**: trust account rules vary by jurisdiction. Note:67 - UAE (Dubai): Law Society / DIFC equivalent rules require lawyers to maintain client funds in a separate designated client account. Mixing client funds with firm funds (commingling) is a professional responsibility violation.68 - UK: Solicitors Regulation Authority (SRA) Accounts Rules 2019 — detailed client money handling requirements.69 - Lebanon: Lebanese Bar Association rules require separate client account management.70 - KSA: Saudi Bar Association guidance on client fund management.71- The trust account module assists with record-keeping but does not substitute for jurisdiction-specific bar rules compliance.7273## Integration map7475| System | Integration type | What syncs |76|---|---|---|77| **HubSpot** | Bidirectional | Client records, matter pipeline, contact information. New matters in the platform create deals in HubSpot; HubSpot contact data populates matter client fields. |78| **Stripe** | Bidirectional | Invoice payment status, credit purchases, subscription management. Payment confirmations sync to invoice records. |79| **NetSuite** | Outbound | Invoice data, time entry data, matter revenue. Platform is the system of record for legal work; NetSuite is the financial system of record. |80| **QuickBooks** | Outbound | Invoice export (as QuickBooks-compatible CSV or direct API sync). Expense tracking integration. |81| **Xero** | Outbound | Invoice export, contact sync, bank reconciliation support. Xero bank feeds can import trust account transactions for reconciliation. |8283Integration configuration: **Settings → Integrations → [System name]**. Each integration requires API credentials from the target system (OAuth for HubSpot and Stripe; API key for NetSuite, QuickBooks, Xero). Enterprise customers receive setup assistance from the customer success team.8485## Getting started with practice management86871. **Configure firm profile**: **Settings → Firm Profile** — add firm name, logo, address, default billing currency, VAT number. This populates invoice headers.882. **Create your first matter**: **Matters → New Matter**.893. **Run a conflict check**: when creating the matter, the conflict check runs automatically. Review any flags before opening the matter.904. **Log time**: open a matter and click **+ Time Entry** or use the timer button.915. **Generate an invoice**: **Matters → [Matter name] → Billing → Generate Invoice**. Select the time entries to include, add disbursements, set the tax rate, and generate.926. **Set up an integration**: **Settings → Integrations → Connect [System]**.9394## Related skills9596- [[docs-legal-ai-workspace-guide]]97- [[docs-enterprise-deployment]]98- [[docs-billing-and-credits]]99- [[docs-audit-log-export]]100- [[efirm-conflict-check]]
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