TLDR (Summary)
The best client management software for lawyers is Plutio ($19/month).
Legal practice management tools like Clio ($39-149/user/month) and MyCase ($39-79/user/month) track cases and contacts but charge per user and don't connect client profiles to the complete workflow. Contact databases store names and emails but don't link to engagement letters, matter files, or billing history. Plutio connects client records to proposals, contracts, matters, time tracking, invoices, and document storage... so every client interaction builds on complete context instead of scattered notes.
According to TeamStage, 36% of professional time goes to admin tasks that could be automated through connected tools. If you're managing 50-200 client relationships, client management that connects to matter delivery reclaims hours spent reconstructing context from email threads.
For additional strategies, read our client onboarding guide.
What is client management software for lawyers?
Client management software for lawyers tracks client relationships from intake through case resolution while connecting every interaction to matter delivery, billing status, and communication history.
The distinction matters: contact management stores names and emails. Case management tracks matter status and deadlines. Lawyer client management tracks the complete relationship across multiple matters over years... ongoing representation, billing patterns, document history, and the context that makes returning clients easier to serve than starting from scratch.
What lawyer client management actually does
Core functions include storing client contact information, logging every communication with searchable history, tracking matter status from intake through resolution, connecting time entries to specific clients and matters, generating invoices from completed billable work, maintaining document repositories by client and matter, and creating one searchable record of everything related to each client relationship. Advanced platforms add client portals where clients check status and upload documents without emailing you.
Case management vs client management
Clio and MyCase excel at case management... tracking matter status, deadlines, court dates, and billing. When a case closes, case management considers the job done. Client management maintains the relationship across multiple matters over years. The real value builds after the first case: returning clients find their history preserved, second matters move faster than first matters, and billing conversations reference complete payment patterns. Case management improves for matter throughput. Client management improves for relationship depth.
What makes legal client management different
Legal relationships span years with recurring patterns that generic contact software struggles to handle: clients return for new matters, business relationships generate multiple cases, family law clients need ongoing representation, estate planning requires periodic updates, and context from prior matters directly affects current matter quality and speed. Without client management that connects to matter delivery and maintains complete history, every new matter starts with context reconstruction instead of building on established knowledge.
When client management connects to proposals, contracts, time tracking, invoicing, and document storage, client relationships become compounding assets. The second matter takes half the time of the first because context gets retained instead of lost.
Why lawyers need client management software
Lawyers who grow beyond 30-40 active clients face a compounding problem: every client interaction requires context that exists somewhere in email history, prior case files, or memory... and the time spent reconstructing context scales linearly with client count.
At 10 clients, you remember everyone. At 30 clients, you remember most relationships but occasionally search email for specifics. At 50+ clients, context reconstruction becomes a tax on every interaction. Client calls about their estate plan update, and 15 minutes disappear finding the discussion from last year. Returning client emails about a new matter, and you dig through folders to remember what you handled previously. The work compounds while the tools stay disconnected.
The context reconstruction problem
Research from Harvard Business Review shows that professionals managing multiple relationships lose significant time to what they call microstress... small interruptions that individually seem minor but cumulatively drain hours. For lawyers specifically, microstress means clients who call expecting you to remember their situation while you scramble to reconstruct: what matters have you handled, what did you bill last time, what were the special circumstances, what documents are outstanding.
The fragmentation problem
Most lawyers stack 5-8 disconnected tools: case management software for matter tracking, separate invoicing tools, document storage in multiple locations, scheduling apps that don't connect to client records, proposal tools that connect to nothing, and email for client communication. Each tool handles one function, but none share data automatically. Client information fragments across tools, and you become the manual integration layer.
The follow-up problem
Clients who need periodic legal attention disappear without systematic tracking. The business owner who should be updating their operating agreement doesn't get reminded because reminders depend on you remembering. The estate planning client who mentioned a new grandchild never follows up, and you never follow up with them, and the opportunity vanishes. Research shows 45% of CRM users say automation is the most important feature they want specifically because manual follow-ups get dropped when volume increases.
The scaling tipping point
Most lawyers hit a threshold around 40-60 active clients where the mental approach breaks down. At this point, memory fails, email search becomes daily routine, and you start turning down good work because adding more clients to an already overwhelming system feels impossible. The problem isn't client count... the problem is that admin work per client stays constant while tools stay disconnected.
Connected client management software absorbs the admin work that would otherwise scale linearly with each new client. Instead of spending 15 minutes reconstructing context before every call, spending 15 seconds opening client profiles.
Client management features lawyers need
The essential client management features for lawyers connect client contact management with matter delivery, document storage, billing history, and automated follow-ups while maintaining searchable records of every interaction.
Core client management features
- Contact management: Store client details, business information, contact preferences, and relationship notes. Tag clients by type (individual, business, referral source, litigation, transactional) for filtering and segment-based communication.
- Communication history: Every email, message, and call logged automatically and searchable by keyword. Find "what did they say about the property transfer?" in seconds instead of scrolling through years of email threads.
- Matter tracking: See all active and past matters from each client record. Status visibility shows what's in progress, what's waiting on documents, what's ready for court, and what's been resolved.
- Document management: Store engagement letters, pleadings, contracts, and correspondence attached to client and matter records. Find documents by client, matter, or content search.
- Pipeline management: Track prospects from initial consultation through engagement. See which opportunities need follow-up and which have gone cold.
- Task and reminder system: Set follow-ups that trigger automatically based on dates or matter status. "Send estate plan review reminder" doesn't require you to remember in three years.
Lawyer-specific features
- Proposal integration: Create engagement proposals directly from client records. When clients accept, matters generate automatically with all client details pre-populated. Industry research shows 36% of time goes to admin that could be eliminated through automation.
- Engagement letter storage: Signed engagement letters attach to client records automatically. Reference scope during billing discussions without searching folders or email attachments.
- Time tracking by client: Log hours against specific clients and matter types. See total time invested in each relationship across all matters, revealing which clients are most profitable per hour invested.
- Invoice history: Complete billing record visible from client profiles. See payment patterns, outstanding balances, lifetime value, and billing notes without opening separate accounting software.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. All client-facing communications show your firm's brand.
- Unified inbox: All client messages arrive in one place.
- Permissions: Control who sees what.
- Automations: Create rules that trigger actions without your involvement.
The deciding factor is integration depth. Client management software that connects with proposals, contracts, time tracking, and invoicing eliminates duplicate data entry. Contact information entered once flows everywhere automatically.
Client management software pricing for lawyers
Client management software for lawyers typically costs $39-149 per user per month for legal-specific tools, with integrated platforms providing complete functionality at lower total cost than stacking multiple subscriptions.
What lawyers typically pay for client management tools
- Clio Manage: $39-149/user/month (practice management with client tracking)
- MyCase: $39-79/user/month (case management with client features)
- PracticePanther: $39-79/user/month (legal practice management)
- Rocket Matter: $65-110/user/month (legal project management)
These tools handle case management and contact tracking but charge per user, which adds up fast for firms with associates and paralegals. You add document storage ($10-30/month), scheduling tools ($15-45/month), and proposal software ($20-50/month) to complete the workflow... bringing total costs to $150-400/month across 4-5 disconnected subscriptions for a small firm.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited client management plus proposals, contracts, time tracking, invoicing, client portals, white-label branding, and mobile apps.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on.
The ROI calculation for lawyers
- Tool consolidation: Replace Clio ($49/month), Calendly ($16/month), DocuSign ($25/month), and FreshBooks ($30/month) with one $19/month platform. Saves $101/month in subscriptions.
- Time recovery: 15 minutes saved per client interaction adds up. Across 100 client calls a year, that's 25 hours you're not spending on context reconstruction, and that time goes back to billable work.
- Faster collections: Automated invoice reminders and online payment links reduce average days to payment from 45 days to 21 days, improving cash flow without added effort.
Client management software ROI comes through three channels: subscription savings from tool consolidation, time savings from eliminated context reconstruction, and revenue acceleration from faster collections. Plutio pays for itself with 1-2 hours of reclaimed time monthly.
Why Plutio is the best client management for lawyers
Plutio handles client management as part of a complete platform where proposals, contracts, matters, time tracking, invoicing, and client communication work together rather than as separate tools that need manual connection.
One client record, complete history
Click any client name and see everything: every proposal sent with acceptance dates, every engagement letter signed with scope details, every matter handled with resolution dates, every hour tracked with work descriptions, every invoice sent with payment status, every message exchanged with full context. When a returning client calls about a new matter, you have full context in 15 seconds instead of spending 15 minutes reconstructing history from email searches and folder excavation. Context becomes an asset instead of archaeology.
Proposals that convert consultations to engagements
When prospects schedule consultations, create proposals directly from contact records. Build service descriptions, scope details, fee arrangements, payment terms, and engagement expectations in a branded online experience instead of static PDF attachments. Plutio tracks when prospects open proposals, how long they spend reviewing each section, and when they're ready for follow-up. When clients accept, everything happens automatically: engagement letter generates for signing, matter creates with standard tasks, retainer invoice sends, and welcome email triggers.
Engagement letters that establish scope
Engagement letters go out for electronic signature directly from Plutio... no switching to DocuSign or HelloSign subscriptions. Scope definitions, fee structures, payment terms, and deliverable expectations live in one document that stays connected to the proposal and the matter. When scope questions arise mid-matter, reference the signed letter without searching email attachments. Signed letters attach to client records permanently, building a scope history that prevents misunderstandings in future matters.
Matter-connected client management
Case management software tracks until the matter closes, then considers the job done. Client management tracks the complete lifecycle: consultation scheduled, proposal sent, engagement letter signed, documents received, work in progress, matter resolved, invoice paid, next matter anticipated. Each matter attaches to the client record. When a client returns for their fifth legal matter, you see the complete four-year history: what you handled, what issues came up, how long work actually took, what you charged versus what work cost in time. History informs next matter quotes and next matter delivery.
Time tracking that reveals how much you're making
Track hours against specific clients and specific matter types. Some clients generate $15,000 in annual revenue but consume 200 hours of communication, document requests, and revisions. Other clients generate $8,000 in annual revenue but require 60 focused hours with clear documents and minimal questions. Time tracking connected to client management shows you the difference. Visibility informs which relationships to prioritize, which to price differently, and which to transition away from.
Invoicing that flows from matter delivery
When matter work completes, generate invoices directly from time tracked and matter milestones. Send invoices through the client portal with payment links for Stripe, PayPal, or bank transfer. Track which invoices are outstanding, send automatic reminders before due dates, calculate late fees after deadlines pass, and see complete payment history from client records. Invoices connect to the matters they bill for, so payment discussions reference specific work instead of vague memory.
White-label everything
Use your own domain. Upload your firm logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals they review, portals they access, invoices they pay, and emails they receive. Clients experience a direct extension of your practice rather than logging into third-party software with vendor branding.
Unified inbox for all client communication
When a client responds to a proposal, asks about an invoice, uploads documents, or sends a question about their matter... the message appears in one inbox. Reply directly without opening email. Conversation history stays attached to client records, so context gets retained. Years later when they return, all prior communication is searchable.
Granular permissions
Control exactly who sees what at the level that makes sense for your firm. Associates see assigned matters but not billing rates. Paralegals access documents but not financial discussions. Clients see their portal and documents but not internal notes.
No-code automations
Create rules that trigger actions without your involvement. Common lawyer automations include: send welcome email when engagement letter signs, remind clients about missing documents 7 days after request, notify me when invoices are 15 days past due, send annual review reminder to estate planning clients, request new matter consultation 60 days after case closes.
Native integrations for legal workflows
Connect Stripe and PayPal for payments. Sync Google Calendar or Outlook. Use Zapier to connect QuickBooks or Xero for accounting.
Everything runs from one app with your branding, your terminology, and your workflow logic. Client records become complete histories instead of scattered fragments.
How to set up client management in Plutio
Setting up client management in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per client after templates and integrations are in place.
Step 1: Configure default settings (30 mins)
Set firm details, upload logo, configure brand colors using the theme builder, connect domain for white-label portals if using Max plan, and set default email templates for common communications. Test the client-facing experience by creating a test client and viewing their portal.
Step 2: Create templates (1-2 hours)
Build 3-5 templates covering common engagement types. For lawyers, recommended templates include:
- Litigation engagement: Retainer-based billing, milestone payments tied to case phases, scope definitions for discovery, motions, and trial.
- Transactional engagement: Fixed fee or hourly with cap, clear deliverable definitions, scope boundaries for included versus additional work.
- Consultation package: Initial consultation terms, follow-up expectations, conversion to full engagement process.
- Retainer agreement: Monthly retainer structure, included hours, scope of covered work, out-of-scope billing rates.
- Estate planning engagement: Package pricing for standard documents, update schedule, periodic review terms.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for payment processing. Connect calendar for scheduling. Sync email for automatic message logging. Test each integration with a test client before using with real matters.
Step 4: Import existing data (30 mins)
Export client lists from current software, spreadsheet, or email contacts as CSV. Import to Plutio, mapping columns to the right fields. Add tags and custom fields for practice area, client type, or referral sources.
Step 5: Test with one real engagement
Run through the complete workflow with an actual client rather than a test account: create client record, send proposal, collect signed engagement letter, track time against the matter, generate invoice from time tracked, and collect payment through portal. Real interaction reveals friction that test scenarios miss.
Common setup mistakes to avoid
- Over-customizing too early: Start minimal and refine based on actual use. Build templates for 80% cases first.
- Ignoring mobile: Download the mobile apps during setup and test key workflows. Mobile access matters for client meetings and court appearances.
- Skipping automation setup: Configure automatic reminders and follow-ups during initial setup. Automations save the most time when they run from day one.
Build templates for the 80% cases that cover most of your work. Customize edge cases individually when they arise.
Client management organization for lawyers
Organizing client management creates clarity and enables efficient matter handling across dozens or hundreds of client relationships.
Client segmentation for lawyers
- By practice area: Litigation, transactional, estate planning, family law, criminal defense. Enables practice-specific communication and targeted follow-ups.
- By engagement frequency: Active matters, periodic clients (estate plan updates), one-time engagements. Determines automation timing and outreach reminders.
- By client type: Individual, business, referral source, institutional. Informs communication style and billing arrangements.
Client lifecycle stages
- Prospect: Initial contact, consultation scheduled or completed, proposal in development or sent.
- Engaged: Engagement letter signed, retainer collected, active matter in progress.
- Active: Ongoing representation, regular communication, periodic billing.
- Matter complete: Current matter resolved, invoice paid, relationship maintained for future needs.
- Returning: Prior client with new matter, history available for context.
- Dormant: No active matter, periodic outreach to maintain relationship.
Information to track
- Client contact details and communication preferences
- Business information for entity clients
- Complete matter history with resolution dates and outcomes
- Time tracked by matter type revealing actual cost versus quoted price
- Document submission patterns showing which clients send materials promptly
- Payment behavior tracking average days to payment and follow-up requirements
- Referral sources identifying which relationships generate the most valuable referrals
Proven methods
- Tag clients by practice area, client type, and engagement frequency for segment-based communication
- Use custom fields for practice-specific tracking (jurisdiction, opposing counsel, key dates)
- Set up saved views for common filters (all active matters, overdue invoices, annual review due)
- Create templates for standard communications (welcome emails, document requests, invoice reminders)
Organized client management enables pattern recognition. After tracking 50-100 clients, you see which practice areas are most profitable, which client types require most attention, and which engagement structures generate the best returns on time invested. Structure serves insight.
Client portals for lawyers: client management connection
Client portals connect client management data to client-facing access, creating smooth self-service where clients find matter status, documents, and billing information without emailing you for every question.
Portal as client hub
Clients access complete relationships through branded portals. Active matters, past engagements, documents uploaded and received, invoices outstanding and paid, and message threads all appear in one place. Client management data powers what clients see. When you update matter status from "waiting on documents" to "in review," clients see the change immediately in portals. Self-service visibility reduces "where are we?" interruptions significantly.
Consistent experience
Portal presentation reflects the organized data in client management. Clients see professional, consistent experience across all interactions: proposals they review, engagement letters they sign, document upload requests they receive, invoices they pay, and status updates they check. Your brand appears everywhere, not the software vendor's brand.
Self-service access
Clients find documents, check matter status, and pay invoices themselves. Client management organization enables client self-service without administrative burden. Instead of fielding "can you resend my engagement letter?" emails, clients access portals and download letters themselves. Instead of answering "what's the status of my case?" calls, clients check portals and see current stage.
Two-way visibility
Portal interactions feed back into client management. When clients upload documents, notifications appear in your inbox with documents attached to client matters automatically. When clients view invoices, activity logs in client records. When clients send messages through portals, conversations thread in the unified inbox. Complete picture from both perspectives.
Relationship continuity
Portals maintain relationship continuity across matters. Returning clients log in and find history: previous engagement letters, documents they submitted, invoices they paid, and communication they exchanged. Connection maintained between matters instead of starting fresh each time. Prior matter context speeds current matter work.
Portals make client management client-facing. Internal organization translates to external experience. Clients get transparency and self-service. Lawyers reclaim time previously spent answering status questions and resending documents.
How to migrate client management to Plutio
Migration from another client management system typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between matters rather than mid-litigation.
Step 1: Export from your current tool
Most client management software provides CSV export. Here's what to export from common tools:
- Clio: Contacts > Export > All contacts. Download matters separately from the Reports section.
- MyCase: Settings > Data Export > Contacts and Cases. Custom fields require field mapping during import.
- Spreadsheets: Export as CSV directly. Clean up column headers to match Plutio expected format (Name, Email, Phone, Company).
Step 2: Build templates in Plutio (2-3 hours)
Use exported content as reference to create new engagement templates. Focus on forward-looking workflows for future matters, not historical archives. Build templates for 3-5 most common engagement types first.
Step 3: Set up integrations (30 mins)
Connect payment processing, calendar sync, and accounting software. Test each integration with a test client before relying on real matters. Verify Stripe or PayPal processes payments correctly, calendar sync creates events in both directions, and accounting software receives invoice data automatically.
Step 4: Import data (30 mins)
Upload CSV to Plutio. Map fields appropriately: client names to Name field, emails to Email field, practice area to custom fields you created. Import and review a small batch first (10-20 contacts) to verify mapping before importing complete list.
Step 5: Run parallel for new work
Use Plutio for all new client consultations and new matters while keeping the old system active for cases already in progress. New prospects never knew your old system, so there's no transition friction. New matters give you real experience with workflows before migrating active work.
Step 6: Phase out the old tool
Once all active matters on your old system complete (typically 30-60 days if you switch between major case milestones), cancel that subscription. Keep read-only access or export historical data for archival reference.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data older than 2-3 years can stay in archives.
- Switching mid-litigation: Finish in-progress matters on the old system. Start new cases in Plutio.
- Not testing integrations: Verify payment processing works before sending your first invoice. Test calendar sync before scheduling your first client meeting.
The investment in migration pays back in time saved on every future client interaction. Context reconstruction that used to take 15 minutes per call drops to 15 seconds per click.
