Burning deadlines
Court filings, response deadlines — kept in lawyer's head and phone reminders.
CRM FOR LAW FIRMS
Planfix for law firms
Cases, deadlines, documents, client invoicing, data confidentiality.
Free consultation
5 pain points of a law firm
Time not billed
Lawyers spend hours on client cases but don't remember to bill the time.
Document chaos
Contracts, addenda, correspondence — across folders on different computers.
Client reports
Client asks «what's on my case?» — lawyer spends half a day collecting info.
Confidentiality
Bitrix24 is Russian software. Court case data on Russian servers — unacceptable.
How Planfix + n8n solves it
Case card
Type, status, deadlines, documents, correspondence, lawyer's time — all in one card.
Time-tracking
Lawyer hits «Start» — time runs. Time report auto-generated, invoice in 1 click.
Document workflow
Contract and motion templates. Vchasno, Diia.Pidpys, Dubidoc integrations.
Client portal
Client sees case status, documents, invoices. Fewer calls, more trust.
Security
Planfix servers in EU. n8n on your server. 100% control over case data.
What exactly we set up for a law firm
Legal practice does not fit a sales funnel: a case runs for months, has procedural deadlines, several people working on it and documents that may become evidence. So we set up case management, not a generic CRM.
The case card as the centre of work
Case type, party, court and case number, stage, responsible lawyer, deadlines, documents, correspondence and time spent in one place. A new case is opened from a template in a minute instead of being assembled from folders.
Procedural deadlines and reminders
Deadlines are counted from the event (ruling received, claim filed), not kept somewhere in a calendar. The system reminds in advance and escalates to the partner if a deadline is close and nothing has moved.
Time tracking and billing
Lawyers log time inside the task. At period end it is grouped by client and rate and the report is generated automatically, including the split between billable and non-billable.
Document templates
Contracts, claims, motions and powers of attorney are generated from card data: details are filled automatically instead of being edited out of the previous case file.
E-signature and document flow
We connect qualified e-signature services so a signed document returns to the case card with its status and date.
Confidentiality and access
Permissions go down to a single case: an assistant sees their own, a partner sees everything, an external contractor sees one episode only. Every view and change stays in the history.
Conflict of interest check
Before taking a case the system checks the new client and the opponent against the database, so a conflict surfaces before the engagement letter, not at the hearing.
Reporting for partners
Cases in progress, lawyer workload, rate realisation, missed deadlines, unbilled hours on one screen instead of manual collection.
Client access
Where useful we open limited client access: case status, documents, invoices. It noticeably reduces the "what is happening with my case" calls.
How the implementation goes
1. Practice audit
We look at how cases are run today, where documents and time live, which deadlines are critical, and the confidentiality requirements in force.
2. Case model
We design the structure: matter types, stages, mandatory fields, roles and rights, agreed in writing before configuration.
3. Setup and transfer
We build cards, document templates, time tracking and reports, then move active cases and the client base.
4. Launch and support
We train lawyers and assistants on their own cases and stay close during the first weeks to tune the system to real scenarios.
Legal package
- Case card with time-tracking
- Contract and motion templates
- e-Signature integration
- Client portal (optional)
- 30 days of support
Frequently asked questions
Is it safe to keep case data in a cloud system?
Planfix stores data in the EU, access is configured down to a single case and every action stays in the history. For sensitive parts we run n8n and databases on your own server so the data never leaves the firm. In most firms the real risk today is not the cloud but documents living in messengers and personal laptops.
We track time in spreadsheets. Why change?
A spreadsheet records time after the fact and from memory, and that is exactly where firms lose revenue. When the tracker lives inside the task, time is captured as the work happens and the invoice assembles itself without a month-end reconciliation.
How many lawyers make this worthwhile?
In practice the effect appears from three or four people, when cases start passing between them. For a solo lawyer the gain is smaller, so it makes more sense to start with document templates and time tracking rather than a full system.
Can cases be migrated from Bitrix24 or spreadsheets?
Yes. Clients, cases, documents and history are moved; what to carry over and what to leave in the archive is decided during the audit. The process is described on the migration pages.
Do we need a dedicated system administrator?
No. After implementation someone on the team runs it, usually an office manager or assistant. We leave instructions and stay available for changes beyond day-to-day work.