Step-by-step process
1. Map the current matter lifecycle
Document inquiry, conflict work, engagement, active matter work, deadlines, documents, billing, trust, closing and retention. Mark re-entry, delay, unclear ownership and controls.
2. Define evidence thresholds
Separate vendor documentation, a guided demo, sandbox testing, customer references and contract commitments. Decide what evidence is required for each high-risk requirement.
3. Build a representative data set
Use synthetic contacts, matters, documents, time entries and transactions. Never place live confidential client information in a sales demo.
4. Run identical scenarios
Give each vendor the same sequence, roles and expected output. Record clicks, exceptions, plan dependencies, configuration and missing data.
5. Review security and governance
Obtain current vendor documentation for access control, encryption, incident handling, subprocessors, retention and account termination. Attribute vendor claims and involve qualified reviewers.
6. Prove the exit
Require a sample complete export before signature. Inspect formats, relationships, attachments, custom fields, audit history, cost and delivery time.
7. Model total cost and implementation
Include subscriptions, users, modules, migration, configuration, training, integrations, payments, internal time, renewal terms and exit assistance.
Five required demo scenarios
- New matter intake and conflict check: Submit a realistic web inquiry, detect a possible conflict, capture the resolution, send an engagement letter and open the matter without re-keying contact data.
- Court deadline change: Move a court date and show how dependent deadlines, assignments, notifications and the audit trail change. Confirm that rules-based calculations are jurisdiction-appropriate.
- Time to invoice and payment: Enter time from desktop and mobile, apply a rate arrangement, review a pre-bill, issue an invoice and record an online payment.
- Trust and IOLTA reconciliation: Receive a retainer, allocate funds by client and matter, apply earned funds, reconcile the account and produce the supporting ledger without commingling.
- Complete export: Export contacts, matters, custom fields, notes, communications, documents, calendar data, time, invoices, payments and trust ledgers in documented, usable formats.