CRM for lawyers: case files, deadlines and fees in one place
CustomCRM is legal practice software where every case file brings together its deadlines, hours worked, documents and invoices. You see what’s coming up in court and what you need to bill, without searching through three programs.
- Deadlines on every case file, with alerts
- Billing straight from logged hours
- Case access only for the assigned team
Prefer the phone? Call +40 729 743 719
Companies that work with the CustomCRM team
What problems does a CRM solve for a law firm?
A CRM for lawyers stops the usual leaks in a practice: deadlines in separate calendars, hours that never reach the invoice, documents scattered everywhere. CustomCRM brings them together around the case file.
Deadlines kept in personal calendars
Each lawyer writes deadlines in their own calendar. When someone is on vacation or leaves the firm, colleagues learn about the deadline too late.
Hours worked that never get billed
Client calls and research for a statement of defense go unrecorded. At the end of the month, timesheets are rebuilt from memory.
Conflict checks based on memory
When a new client comes in, someone asks the internal group chat whether the firm has worked with the opposing party before. The answer depends on who remembers.
The same filing in five versions
The complaint exists as a draft in an email, a revised copy on the server and a signed copy on a colleague’s laptop. Which one was filed?
Access to case files that is too broad
In a shared folder, anyone at the firm can open any case file, and you can’t prove who viewed it.
What modules does a CRM for lawyers include?
A CRM for lawyers is built around the case file: parties, court, deadlines, logged hours, documents and fees. Around it, CustomCRM adds engagement agreements, billing and e-Factura (Romania’s national e-invoicing system), and you choose only the modules your practice needs, as with any custom CRM.
Case files and court deadlines
Each case file has a number, court, subject matter, procedural stage, parties and responsible lawyer. Deadlines appear in the shared calendar, with alerts before every hearing and filing deadline.
Deadline updates from the courts portal
CustomCRM can connect to the Romanian courts portal to update deadlines on the case files you follow. We decide which data to pull in during the analysis, and the lawyer validates the information.
Time tracking by case file and client
Hours are logged on the case file, with a description of the work and the lawyer who did it. It works from a phone too.
- Activities: advice, drafting, court, travel
- Billable and non-billable hours, kept separate
Hourly, fixed and success fees
On each agreement you set the fee type: hourly rate per lawyer, fixed fee per case file, monthly advisory retainer or success fee where the agreement provides for one. The CRM calculates what needs to be billed.
Engagement agreements and powers of attorney
The legal services agreement is generated from your firm’s template, with the client and fee details filled in. Powers of attorney are issued from the case file, and amendments also start from a template.
Conflict of interest check
When you add a new client or an opposing party, CustomCRM searches by name and CUI (company tax ID) across all clients, parties and case files. The result is saved on the client, and the decision stays with the lawyer.
Versioned documents
Filings are uploaded to the case file, with numbered versions and the author of each change, so you know which version was filed.
Billing from timesheets and e-Factura
Approved hours and fixed fees go into an invoice or pro forma, with an activity statement for the client. The invoice goes to SPV (the Private Virtual Space, the online portal of ANAF, Romania’s tax authority) automatically through the e-Factura integration, and due dates are tracked per client.
- Recurring invoices for advisory retainers
- Reminders for overdue fees
- Rebilling of court filing fees and expert reports
Included in every CustomCRM
- InvoicingInvoices, pro formas and recurring invoices, payments, due dates and reminders.
- ContractsContracts, annexes and amendments generated from templates, with expiry alerts.
- e-Factura (SPV, ANAF)Invoices go to SPV automatically, status shows in the CRM, supplier invoices come in on their own.
- e-TransportUIT declarations generated from orders, where you move goods covered by the e-Transport rules.
- Reports and dashboardsSales, payments, productivity and profitability, by role.
- Integrations and APIAccounting, email, calendar, website forms, ad leads.
See these modules on a real example
In a demo we walk you through the full workflow on a case close to your business. Or start with a free one-hour consultation where we review your process.
Prefer the phone? Call +40 729 743 719
What does a case file look like in CustomCRM, from client intake to payment?
A case file in CustomCRM goes through the stages your practice already follows, and every step stays in the client’s history.
Request and conflict check
You enter the client and the opposing party, and the CRM shows any match with existing clients or case files.
Agreement and power of attorney
You generate the agreement from a template, with the chosen fee type. Once it’s signed, you issue the power of attorney and open the case file.
Deadlines and team
You add the court, the case number and the first hearing date, then assign the responsible lawyer and the colleagues with access.
Daily time tracking
Each lawyer logs their hours on the case file. Every week, the partner sees what is still unbilled.
Invoice and payment
Approved hours become an invoice with an activity statement. The invoice goes to SPV, and the payment is marked from the bank statement, if you connect it.
CustomCRM for other industries
- Digital Marketing CRMRetainers, projects, timesheets and profit per client.
- Services CRMRequests, scheduling, field teams and maintenance plans.
- Fitness & Spa CRMMemberships, check-in, class and therapist bookings.
- Construction CRMBids, progress billing, subcontractors, e-Transport.
- Recycling CRMWeighing, waste codes, collection routes and reporting.
- Fleet Management CRMVehicles, drivers, renewals, fuel and cost per km.
- Real Estate CRMListings, buyer matching, viewings, commissions.
- Consulting CRMOpportunities, phased projects, billable hours.
- Education CRMEnrollment, groups, attendance, fees and parent updates.
- Another industry?We build tailor-made software around your process.
CustomCRM for lawyers, in short
- What it is: CustomCRM for lawyers is a CRM for law firms, solo practices and in-house legal departments that ties together case files, court deadlines, time tracking and fee billing.
- Key benefits:
- Deadlines sit on the case file, with alerts for the responsible lawyer
- Logged hours become an invoice without retyping
- Each case file is visible only to its own team
- Who it is for: law firms, professional law partnerships, solo law practices, associated law offices, in-house legal departments, in-house legal counsel
- What sets it apart: Confidentiality is set on each case file, not on the module: you choose who sees the file, run a conflict of interest check before taking on the client and keep an access log for every document.
- Quick verdict: CustomCRM is the right choice for a legal practice that bills by the hour or with mixed fee arrangements and wants case files, deadlines and payments in the same system. Every morning, you see which deadlines are coming up and which hours haven’t been billed yet.
How does a CRM for lawyers protect case file confidentiality?
CustomCRM protects confidentiality through permissions set on each case file and through the access log. A lawyer sees the case files they work on, and the partner decides who else gets access. Every time someone opens or downloads a document, it stays in the log, with the user and the time.
For a GDPR access request, you can export a person’s data, and sensitive fields, such as the personal ID number (CNP), can be restricted. CustomCRM gives you the tools, while the privacy policy and professional ethics obligations remain the firm’s responsibility.
- Roles: partner, associate, trainee lawyer, administrative staff, accounting
- Access log for every document
How is a CRM for lawyers different from Excel or a generic CRM?
A generic CRM thinks in sales opportunities and Excel holds lists, while CustomCRM ties the case file to deadlines, hours and invoices.
| Process | Excel or generic CRM | CustomCRM |
|---|---|---|
| Court deadlines | Personal calendar, not linked to the case file | On the case file, in the shared calendar, with alerts |
| Time tracking | Spreadsheet filled in from memory at month end | Hours logged daily on the case file |
| Fee billing | Hours copied by hand into the invoicing software | Invoice generated from timesheets and sent to SPV |
| Conflict of interest | Searching through lists and asking by email | Search across clients, parties and case files, with the result saved |
| Document access | Shared folder, visible to the whole firm | Permissions per case file and an access log |
| Agreements and powers of attorney | Word document copied every time | Generated from a template, recorded on the case file |
What does a CRM for lawyers integrate with?
CustomCRM for lawyers can integrate with ANAF’s SPV for e-Factura, with your accounting software and with email, so emails and invoices land on the right case file.
For deadlines, the CRM can connect to the Romanian courts portal. The calendar can sync with Google or Outlook, and we connect other systems through the API. The full list is on the features page.
- ANAF SPV and e-Factura
- Courts portal, for deadline updates
- Accounting software, such as SmartBill, Oblio, Saga
- Gmail and Outlook, for email and calendar
- Bank statements, for payments
- API for other systems
Frequently asked questions about CRM for law firms
How much does a CRM for lawyers from CustomCRM cost?
The price depends on the modules you choose and on usage, not on the number of users. You can add associates, trainee lawyers or administrative staff at no extra cost per account. We prepare the quote after the free consultation, where we work out what your practice uses, from case files and time tracking to billing.
Does the CRM integrate with e-Factura and our accounting software?
Yes, fee invoices go to ANAF’s SPV automatically, and you see the status of each one in CustomCRM. Supplier invoices are also pulled in automatically. The CRM can also integrate with accounting software such as SmartBill, Oblio or Saga, so you never enter the same data twice.
Can I move case files and clients from Excel or another program?
Yes, you can import clients, case files, upcoming deadlines and active agreements from Excel or from another program’s export. The CustomCRM team checks the data before the import and maps it to the fields of your new CRM. Historical documents can be moved in stages, starting with active case files.
How long does it take to implement a CRM at a law firm?
It depends on the modules you choose and on how much data you move. We set the timeline in the free consultation and deliver in stages, usually case files, deadlines and time tracking first, then billing and integrations. Your team learns the platform in a 1 to 2 hour training, so you work in the first module before the others are ready.
Why isn’t a generic CRM enough for a law firm?
A generic CRM is built for sales: leads, opportunities, quotes. A legal practice works with case files, deadlines and hours, under strict confidentiality rules. In CustomCRM, the structure starts from the case file, and permissions, time tracking and billing are tied to it. See also how we work for consulting firms.
Does CustomCRM calculate procedural deadlines for the lawyer?
No, the lawyer sets procedural deadlines, and CustomCRM keeps them on the case file and sends alerts before they expire. You can define deadline templates for the situations that come up often in your practice. CustomCRM is a tool for organizing work and does not provide legal advice.