Law and Consulting Offices
The orderly conduct of work in legal and consulting services depends on the controlled management of the entire process, from the initial meeting with the client or customer to file opening, task and deadline tracking, documents, expenses, and invoicing.
XtraCRM combines CRM, project, task, calendar, document, and financial features to enable law and consulting offices to monitor their commercial and operational processes from a single center.
How does the process work in the industry?
The process typically begins with a new client or customer requesting legal or professional consulting. The subject, scope, related parties, priority, and expected service of the request are determined.
After the initial evaluation and necessary checks, the service scope, working method, and pricing terms are defined, and an offer or contract is prepared.
When an agreement is reached, the relevant job or file is opened. The tasks to be carried out are divided, responsible persons and follow-up dates are set. Meetings, correspondence, documents, expenses, and decisions made are kept under the relevant records.
When the service is completed, delivery, reporting, invoicing, and collection processes are executed. For clients receiving ongoing consultancy, periodic tasks and contract renewals are also tracked separately.
How is XtraCRM adapted to your office’s working style?
Each law and consulting office has different areas of expertise, file types, and approval processes. In XtraCRM, custom fields, tasks, projects, and workflow stages can be configured according to your office's working system.
You can create your new client process with the stages “New Request, Initial Assessment, Awaiting Information and Documents, Conflict Check, Interview Scheduled, Proposal Being Prepared, Contract and File Opening.”
You can also track your file or consultancy process with stages such as “New File, Review, Preparation, In Process, Awaiting Client Approval, Awaiting Opposing Party or Institution, Completed and Archived.”
You can define separate areas and processes for different services such as litigation and dispute, contract consultancy, corporate law, labor law, intellectual property, tax, financial consulting, or management consulting.
Client and client-specific fields you can use
Type of client or client
Individual or corporate entity information
Company and sector
Contact persons
Relevant departments
Responsible lawyer or consultant
Client source
Service areas
Contract type
Contract start and end date
Pricing model
Currency
Communication and reporting preference
Risk or importance class
Last meeting date
Next follow-up date
Confidentiality and access level
Multiple authorized persons, companies, or ongoing matters belonging to a corporate client can be associated with the same client account.
File and work-specific fields you can use
File or project number
Type of job or file
Subject and brief description
Related client
Related parties
Responsible lawyer or consultant
Work team
Opening date
Priority and risk level
File status
Relevant institution or unit
Important follow-up dates
Meeting or hearing dates
Claim or dispute amount
Currency
Billing method
Last transaction date
Next transaction
Closing date
Result and explanations
Confidentiality level
Only necessary special fields can be displayed for different file types according to your office's area of expertise.
Manage new request and client acceptance processes
Service requests coming from phone, email, website, reference, or other channels can be recorded in the CRM.
The subject of the request, related persons, urgency, and expected service can be recorded. The initial evaluation task can be assigned to the relevant lawyer or consultant.
A checklist can be created to collect the necessary information and documents before accepting a new client. Requests that are approved as a result of the evaluation can be moved to the proposal or file opening process.
Requests that are not accepted can be classified according to the company's record policy based on expertise, capacity, conflict, or other reasons.
Manage conflict of interest checks as a process
A task can be created to perform a conflict of interest check through the client, relevant parties, and related companies before accepting new work.
The person conducting the check, date, parties reviewed, and results can be recorded. Manager or authorized approval can be requested if necessary.
XtraCRM is not an automatic legal conflict of interest detection system. The search and evaluation method, scope, and final acceptance decision should be carried out according to the firm's own procedures.
Track proposal and contract processes
The scope of the service, deliverables, pricing model, and working conditions can be recorded in the proposal record.
The stages of preparing, reviewing, presenting to the client, revising, and approving the proposal can be tracked. Manager approval can be implemented for certain pricing or discount conditions.
After the proposal is approved, a consultancy or service contract can be prepared. The signed contract and its annexes can be stored in the relevant client or file record.
Manage files and consultancy work
Each dispute, consultancy topic, or project can be opened as a separate work record. The related client, responsible person, team, follow-up dates, and documents can be linked to the file.
Research, review, correspondence, meetings, petitions, reports, or delivery tasks to be performed under the file can be created as tasks.
All ongoing and completed work belonging to a client can be viewed under the same account. Thus, the history of services provided to the client can be evaluated as a whole.
Track tasks and deadlines
Tasks related to files or projects can be assigned to responsible employees.
Information such as start date, end date, priority, responsible person, status, and description can be kept in tasks. If the completion of a task depends on another, the process can be planned sequentially.
Upcoming and overdue tasks can be seen on employee and manager screens. Completed tasks can be stored in the file history.
XtraCRM is not a specialized legal deadline calculation system. Notifications, legal deadlines, official holidays, or critical dates based on procedural rules should be calculated and additionally verified by an authorized expert.
Manage calendars, meetings, and appointments
Client meetings, team meetings, institutional appointments, and other events can be scheduled in the calendar.
The date, participants, subject, and related client or case of the meeting can be recorded. Decisions made after the meeting and tasks to be done can be turned into assignments.
Meeting notes can be kept in the client or case history. Thus, different team members can see the latest communications and decisions made.
Associate documents with cases
Contracts, correspondences, petitions, reports, opinions, meeting notes, and other documents can be stored in the related client or case record.
Drafting, review, approval, and publication processes of documents can be tracked with tasks. Persons responsible for working on and approving the document can be designated.
Access to the current document can be facilitated by preserving the revision history. Access to files and documents can be restricted according to the employee's role.
Organize contract review and approval processes
Contracts received from clients can be opened as work records. Contract type, counterparty, responsible person, review date, and target delivery time can be recorded.
Issues identified during the review can be associated with the related record as tasks or notes. Client approval, counterparty revisions, and final signature stages can be tracked.
The start, end, and renewal dates of the signed contract can be recorded with special fields. Reminders can be created for contracts that are nearing expiration.
Standardize consultation requests
Requests from clients receiving ongoing consultation can be recorded with information such as subject, priority, responsible person, and target date.
You can structure your request process into stages such as “New Request, Under Evaluation, Awaiting Information, In Progress, Internal Control, Sent to Client, and Completed.”
The number, subject, and resolution time of requests from the same client can be tracked. Pending client information or approvals can also be viewed separately.
Record working hours
Working time information can be kept per task or case according to the office’s billing and cost calculation method.
You can create custom fields for planned and actual work times. The date of the work, the employee, description, and billable status can be recorded.
This information can be used for hourly billing, profitability evaluation of fixed fee jobs, or team capacity planning.
XtraCRM is not a specialized time and fee calculation system for law firms; necessary fields and reports should be configured according to the firm's working model.
Track file expenses
Expenses such as fees, notary, translation, travel, expert, cargo, and other file costs can be linked to the relevant client or project record.
The expense category, date, amount, currency, document information, and whether it is charged to the client can be recorded.
Expenses requiring approval can be directed to the relevant manager according to the firm's authorization structure. Expenses made on behalf of the client can be considered during billing.
Manage invoicing and collection processes
Fixed fees, hourly rates, periodic consultancy, stage-based fees, or other business models can be tracked with custom fields according to the firm's working style.
Tasks for invoicing the job or period can be assigned to the finance team. Invoice date, due date, and collection status can be monitored in financial records.
Follow-up tasks can be created for the customer representative regarding overdue payments. Payment negotiation details can be added to the customer history.
Track ongoing consultancy and contract renewals
Start and end dates of contracts for clients receiving monthly or periodic consultancy can be recorded.
Tasks can be assigned to the responsible person for contracts approaching renewal. The scope, fees, and working conditions for the new period can be tracked through client meetings.
Requests within the contract can be linked to the client and service period. This allows visibility of which client is receiving what services.
Consolidate customer communications in a single history
Phone calls, emails, WhatsApp chats, notes, and tasks can be viewed in the client's history within authorized access.
When a client recontacts, ongoing files, recent communications, pending approvals, and open tasks can be seen.
The use of communication channels should be regulated according to office policies, taking professional confidentiality and personal data rules into account.
Manage privacy and access permissions
Legal and consulting files may contain information that falls under trade secrets, personal data, and professional confidentiality.
Users' access to which clients, files, documents, and financial records can be limited by roles and permissions.
For jobs that require special qualifications or high confidentiality, the scope of access should be specified separately. Only information necessary for the work should be recorded in the system, and user permissions should be regularly reviewed.
Manage archive and closure processes
A closure checklist can be created for completed files. Open tasks, missing documents, expenses, invoices, and collections can be reviewed.
Closure date, outcome, and retention information can be added to the file record. Inactive tasks can be classified according to the defined access and archiving rules.
Tasks can be created to review records whose retention period has expired. Decisions to delete or retain must be made according to the office's legal regulations and professional obligations.
Define permissions according to task distribution
Different access permissions can be defined for partners, managers, lawyers, consultants, assistants, and finance personnel.
Employees can access only the clients and files they are assigned to. While the finance team manages invoice and collection processes, access to file contents can be limited.
Document approvals, expenses, and important transactions can be directed to relevant persons according to the office's authorization system.
Create a measurable structure for management
New client requests, pending offers, active files, upcoming tasks, delayed jobs, works awaiting client approval, and contract renewals can be monitored on management screens.
The following information can be evaluated by client, file type, service area, responsible employee, or period:
New client and job requests
Conversion rate of offers to contracts
Open and completed files
Upcoming and delayed tasks
Jobs awaiting client or institution response
File and project-based working times
Employees' task workload
File expenses
Billable jobs
Issued invoices
Collection status
Upcoming contract renewals
Completed and archived jobs
XtraCRM does not force your office into a fixed law or consultancy model. By configuring customer records, file types, tasks, custom fields, documents, and financial processes according to your working arrangement, you can make the entire process from the initial customer request to file closure and collection more organized, measurable, and traceable.
XtraCRM does not replace UYAP or similar official systems and is not presented as a specialized case tracking system that automatically calculates legal deadlines. Official procedures, legal deadlines, professional responsibilities, and compliance controls must be managed separately by authorized personnel.