Best Case Management Software of 2025

Here's what we'll cover:

What is legal case management software?

Essential features of legal case management software

Benefits of using legal case management software

How to choose the best legal case management software

Understanding legal case management market trends

What you need to know about legal case management software

Legal case management software helps law firms and legal departments receive and process sensitive case and client data with less manual effort. These solutions enable lawyers to keep track of all case and client information in one place and automate daily workflows, such as viewing upcoming deadlines, tracking billable hours, and maintaining client communication logs.

In the past year, we’ve had more than 4,400 conversations with legal software buyers (of whom over 60% were solo practitioners with two to five employees). Of these, 83% asked about legal case management features. [1] Based on our analysis, buyers agree that the tool positively impacts their firms' daily work efficiency and management. 

To give you an idea of the market's scope, we have over 200 different legal case management vendors on our site, and we've published more than 3,000 reviews for legal case management products in the past year. [2] 

These systems are typically priced on a per user per month basis. Some vendors provide discounts if you pay annually instead of monthly. Over three-quarters of legal software buyers who spoke with our advisors budgeted $45 to $90 per user per month for case management applications. Larger firms with more users need advanced feature options, thus typically, budget on a higher end of more than $135 per user per month. 

First-time buyers should begin evaluating with a budget, feature requirements, and specific use cases in mind. Consult with stakeholders on critical questions, such as:

• Can the system handle time tracking and billing and generate customized invoices?

• How does the software comply with data protection regulations to secure our clients’ information?

• Does the software offer a client portal for communication and document sharing?

• How many users can this system support, and does it offer different permission levels?

• Can the software integrate with our existing tools like email and calendaring systems?

Choosing from so many different vendors can be a long and daunting process. Buyers must consider a number of variables before making a purchase. This guide will help you understand case management systems and get guidance on how to choose the right solution for you. We also tap into the expertise of our software advisors, Nathan Pozen, Roberto Velazquez, and Paleigh Knight, who have been leading buyers to the right software for over a combined 10 years. To get expert guidance, schedule a free consultation or start a chat with us today.

What is legal case management software?

Legal case management software processes and stores case and client data, allowing legal professionals to view tasks, track billable time, and use calendaring to ensure team synchronization. This helps firms increase efficiency and maximize revenue, thus growing their business.

These solutions include database management, electronic discovery, and editable template documents, enabling users to manage and update key case-related data with less manual effort.

A common misconception buyers have is that case management tools are the same as document storage systems, but the former are much more comprehensive in functionality. As Nathan Pozen, our advisor from Software Advice explains, "Legal case management software is far more than just a document storage system. While it certainly includes document management, it goes further to connect all aspects of a case. It allows lawyers to link documents to specific cases, track billable time, manage client communications, and set up automated workflows. Essentially, it creates a digital ecosystem for each case, ensuring that no detail falls through the cracks and allowing lawyers to work more efficiently and effectively."

Essential features of legal case management software

When comparing legal case management software systems for your business, it's important to know what features you can expect to see. We analyzed thousands of reviews and spoke to thousands of legal professionals to determine what we believe are core features of legal case management software you'll typically find in most systems.

Core legal case management features

Common legal case management features

Legal case management software may include some or all of the capabilities given below.

Benefits of using legal case management software

Law firms receive and process an incredible amount of sensitive case and client data through various mediums, such as phone calls, emails, and documents. Efficient organization and secure management of this information are crucial to maintaining client trust, ensuring regulatory compliance, and optimizing billable hours. Case management software helps law firms handle case and client data more effectively and with less manual effort.

Based on our conversations with software buyers, some of the biggest benefits of adopting legal case management software include:

• Quick information retrieval: Legal case management software centralizes all case-related information in one place, eliminating the need for multiple filing systems or scattered digital folders. It allows lawyers to quickly search, access, and update case details, reducing time spent finding information and minimizing the risk of overlooking critical data.

• Saves time in document creation: With state-specific and practice area-specific document templates offered by many case management software, legal professionals reduce the time spent on document creation. These smart templates ensure consistency and accuracy across all client communications and legal filings, boosting user productivity. 

• Improved time tracking and precise billing: The software allows lawyers to record billable hours more accurately and easily, often allowing them to associate time directly with specific cases or tasks. This reduces revenue leakage and provides valuable insights into how time is being spent across different clients and tasks.

• Better client retention: With all case information readily available, lawyers can respond to client inquiries more promptly and accurately. Some vendors even offer client portals, allowing clients to securely access case updates and documents. This introduces transparency in client dealing and improves client retention.

How to choose the best legal case management software

Step 1: Define your requirements

Before selecting a case management system, take a moment to define your needs clearly. This will save you time and help you find a solution that truly fits your practices and growth goals.

Firm-specific functionalities 

Start assessing and analyzing your current workflow to determine what's working well and where the bottlenecks are. Are you struggling with document organization, missing deadlines, or spending too much time on billing? Make a list of these pain points.

Also, consider your practice areas as different areas of law have unique requirements. For example, Roberto Velazquez, our advisor from Software Advice, explains, “A personal injury firm might need software with specific templates for demand letters and settlement agreements, as well as features to track medical records and insurance claims. On the other hand, an immigration law practice might require software with built-in forms for various visa applications and the ability to track important immigration deadlines and processes.”

Involve your team in the process, including the paralegals who handle most of your case files. This will help you gain practical insights about which features and integrations would save the most time.

Finally, think about your growth plans. A solo practitioner might need a simpler system than a firm hiring 50 lawyers. However, if you're planning to expand, you'll want to invest in software that can grow with you. Consider questions, such as: 

• How easy is it to add new users as your firm grows?

• Does the pricing scale reasonably as you add users or cases?

• Can you start with basic features and add more advanced ones as your needs evolve?

How much should you spend on legal case management software?

Legal case management systems are typically priced on a per user per month basis. Over 75% of legal software buyers who spoke with our advisors budgeted $45 to $90 a month for case management applications. Larger firms with more users need advanced feature options, and thus typically budget on a higher end of more than $135 per month. [1]  

When budgeting for legal case management software, understand the full scope of what you're paying for. Many buyers start looking for specific features like time tracking, not realizing these solutions are often comprehensive, offering those features and more. Paleigh Knight, our advisor, suggests, “An all-in-one solution might seem pricier initially, but it could be more cost-effective than combining multiple systems.”

When considering costs, also consider upfront costs, such as data migration fees, training costs, charges for extra storage, and fees for integrating with other software.

The level of support and training often correlates with price, but if you have a large team, its value shouldn't be underestimated. As Pozen, our advisor notes, “If you're about to invest in a $90 per user per month system for a team of 75, you need to make sure the vendor doesn’t simply hand over the software without ensuring your team uses it effectively and reaps its overall value.” Gauge the extent of support provided by the vendor by asking questions like: 

• How big is your team that handles bugs and customer support? 

• What ongoing training do you offer? 

• How long will it take for me to get an answer to an issue?

• Do you have a dedicated support manager or will I be speaking to somebody else every single time?

Consider security and compliance

Security is a top priority for both law firms and their clients. Before purchasing a system, consider these aspects: 

• Client preferences: Check with high-priority clients about their data security concerns. Some may have strong opinions about cloud storage or may prefer specific features like client portals to feel more at ease about their data.

• Cloud vs. on-premise: Cloud-based systems often offer bank-grade security and run daily backups, but despite that, some clients may prefer on-premise solutions. Weigh the benefits of on-premise systems against their higher upfront costs and on-site IT staff requirements. 

• Basic security features: Check what data protection and security features the vendor provides. Some essential ones include data encryption, multi-factor authentication, regular data backups, access controls, compliance with relevant industry standards (e.g., HIPAA for medical clients), timely software updates, and protocols to handle breaches.

• Data storage location: Ask providers about server locations, especially if you prefer or require data to be stored within specific territories.

Plan around integration options

Think about the tools you use every day. Does your accounting software need to talk to your case management system? What about your email, calendar, or document storage tools? Ensuring compatibility with these tools will positively impact your everyday workflow.

If your practice involves frequent court filings or deadline tracking, for instance, look for case management software with built-in or third-party integration with docketing functionalities. Some systems can automatically calculate and track important deadlines based on case type and jurisdiction.

Case management tools can be purchased either as standalone solutions or as part of a comprehensive legal practice management platform (whereby case management functionality is bundled with others). The latter systems handle the entirety of a firm’s business functions—including accounting, reporting, and even lead generation and marketing. If you don't already have strong accounting or firm management tools, you may consider exploring these comprehensive solutions. However, keep in mind that the accounting capabilities in many legal practice management systems are often quite basic.

Step 2: Make a shortlist of legal case management software

With so many legal case management software options to choose from, narrowing the right choices for your portfolio can be challenging—but with the right resources and support, it doesn’t have to be.

Get qualified help from an advisor

At Software Advice, our advisors, like Pozen, Velazquez, and Knight, have experience helping hundreds of landlords and property managers identify solutions that match their needs and budgets.  Another of our advisors, Emma Mayes, says:

"We help [buyers] condense weeks of research into 15 minutes, offering five personalized recommendations that check all your boxes, based on a portfolio scale, budget, and functionality needs.”

If you need guidance, you can chat online with an advisor or schedule a phone call. In just a few minutes, our advisor will help you find a shortlist of options personalized to your needs.

Explore our FrontRunners list of legal case management

If you’re not ready to talk to an advisor just yet, you can also start compiling your shortlist of legal case management software with our FrontRunners report. Only products that earn top user ratings make it to this list. To be eligible for consideration, a product must:

• Have at least 20 unique user reviews in the last 24 months

• Be a stand-alone legal case management system, not just a partial tool, and

• Offer key features.

Check out our full methodology description for more details on how the report is compiled.

Step 3: Pick your best option

Once you’ve got a shortlist, vendor demos are the next step. Vendor demos are your chance to understand how each tool works, what it costs, and whether it's the right fit for your firm. Here's how to make the most of these sessions:

Getting ready for software demos

Schedule demos with each shortlisted vendor, involve key team members who will be using the software and prepare a list of questions and scenarios based on your firm's specific needs.

Key questions you can ask vendors during demos:

• How do you handle data migration from our current system?

• What's the typical implementation timeline?

• Do you provide user training? If so, what does it involve?

• Can we customize document templates for our specific practice areas, such as immigration?

• How does your pricing scale as we add users or cases?

• Can we start with basic features and add more advanced ones later?

• Can you break down all costs, including any upfront or ongoing charges?

Understanding legal case management market trends

Firms should be aware of the following market trends as they evaluate different case management products:

• Alternative fee arrangements: As opposed to charging based on a billable hour, some lawyers and/or firms may charge clients based on a collar or fixed fee. As alternative billing models become more commonplace, firms should consider investing in case management software with reporting functionality. This will allow them to track costs associated with tasks, people, etc., more closely.

• Legal process outsourcing: Outsourcing work to a third-party provider, for example, legal research, data collection, and other labor-intensive tasks, can help firms decrease costs to clients.

• Leveraging social media marketing: Research has shown that reviews sites are popular ways of evaluating an attorney prior to meeting. Important information for prospective clients include how many years of experience the attorney has and how past clients have rated the lawyer for quality of service. Specifically, how well the attorney explained their legal options to them.

• AI and machine learning integration: Many case management systems now incorporate artificial intelligence (AI) for tasks such as automated document review, intelligent time capture, and chatbots for client communication. Ask your software provider if they have plans to integrate AI features to enhance your workflow and provide a competitive advantage.

About our contributors

Author

Amita Jain is a senior writer for Software Advice, covering finance technology with a focus on expense management and accounting solutions for small-to-midsize businesses. After completing her master’s in policy studies from King’s College London, she began her career as a journalist in New Delhi, India, where she garnered first-hand knowledge of the startup space and the education sector. She spent nearly half a decade covering high-level events hosted by the United Nations and the Government of India. Her work has been featured in Careers360, among other publications.

Amita’s research and writing for Software Advice is informed by more than 130,000 authentic user reviews and over 30,000 interactions between Software Advice software advisors and software buyers. Amita also regularly speaks to leaders in the finance and accounting space so she can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services.

When she’s not contemplating tech solutions for SMBs, Amita finds her zen in swimming, doodling, and indulging in animated sitcoms and science fiction.

Editor

Parul Sharma is a content editor at Software Advice with expertise in curating content for various niches, including SaaS, digital marketing, and search engine optimization. With over half a decade of experience in content writing and editing, Parul has the expertise to simplify complex terms into engaging, valuable content for targeted audiences. She completed her graduation and post-graduation in English literature from Delhi University and was awarded the Dr. Asha Sahni Memorial Award for being the highest scorer in her graduating class.

Parul has contributed to the news, lifestyle, education, and health verticle of DNA India, India’s premier media channel. Outside of work, she can be found curating healthy recipes, coloring in mandala books, and spending quality time with her family.

Advisors

Nate Pozen is a buyer advocate team leader. He joined Software Advice in 2021 as a software advisor, and now he manages a team of four software advisors. He is based in Austin, TX.

Nate and his team helps small businesses find the right HR, CRM, accounting, project management, and manufacturing software for their needs each year. They’re able to do this through one-to-one conversations designed to narrow down the list of potential tools to only those that are the best fit. 

His favorite part of being a Software Advice advisor team manager is partnering with buyers to help them through their entire software journey.

Paleigh Knight is a software advisor. She joined Software Advice in 2022 and is based in Austin, TX.

As part of the software advisor team, Paleigh helps construction and field service professionals who are seeking estimating, maintenance management, and work order software. She provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs. 

Paleigh’s favorite part of being a software advisor is helping buyers identify their needs, avoid hours of research, and see their businesses succeed.

Roberto Velazquez is a software advisor. He joined Software Advice in 2019, and he is based in Austin, TX.

As part of the software advisor team, Roberto helps legal, business intelligence, and accounting professionals who are seeking audit, compliance, risk management, and reporting software. He provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs.

Roberto’s favorite part of being a software advisor is the opportunity to provide assistance to buyers in more than one language. 

Sources

1. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking legal case management tools. For this report, we analyzed phone interactions from September 13, 2023, to September 13, 2024. 

2. Software Advice reviews data: Reviews are collected from verified users for individual software products. For this report, we analyzed reviews from September 13, 2023, to September 13, 2024.