Business Operations

The Top 10 Case Management Software

Explore the Top Case Management Software with efficient case tracking, collaboration tools, and customizable workflows to streamline the handling of complex cases across various industries.

Last updated on Mar 06, 2024

Written by Mirren McDade

Technical review by Laura Iannini

The Top 10 Case Management Software include:

1. Assembly Neos
2. CASEpeer
3. Clio
4. CosmoLex
5. Filevine
6. MyCase
7. PracticePanther
8. Rocket Matter
9. SmartAdvocate
10. Smokeball

Case management software is an essential tool for industries that need the ability to track, record, and manage an array of cases or projects efficiently. This can include legal, healthcare, and social services. They streamline the process of cataloguing information, scheduling appointments, meeting deadlines, and setting tasks. This enables users to monitor the progression of every case conveniently in one place.

As different organizations may require different specialized functions, case management software is often customizable and can come with sector-specific features making it compliant with industry-specific legislation and regulations. The software works to improve the overall efficiency, productivity, and coordination of teams by automating routine processes, enabling access to vital information, and ensuring the prompt completion of tasks. Some case management software many also include additional functions such as customer relationship management, workflow automation, time tracking, billing, and invoicing. These versatile tools can save organizations significant amounts of time and resources.

With the variety of case management software available, we have compiled a list of the top 10 case management software solutions to make your selection easier. Our evaluations are based on features, ease of use, scalability, and customer reviews.

Assembly Neos

Assembly Neos is a cloud-based case management platform designed for legal firms. Created by combining features of the pioneering case management brands, Needles and Trialworks, Neos focuses on process automation, communication efficiency, and firm health insights. The platform allows firms to streamline complex workflows and manage case-related data and documentation in a single location.

This solution includes features like task management, project management, and time-tracking, which aid everyday administration processes, billing, payment processes, appointment scheduling, and regular client communication. Neos further simplifies client data tracking by allowing quick access to contact information and case notes. Neos allows users to store, organize, create, collaborate, and edit files in real time, while keeping documents neatly organized, enabling quick and easy file access. The platform supports customizable client intake, with features like digital intake forms and automatic case file creation, and allows users to capture client information quickly, customize dynamic questionnaires, and carry out automatic duplication checks.

Neos emphasizes robust security with its multi-region backups, data encryption, access controls, and a partnership with Microsoft Azure for handling user data, and provide integration functionality that supports interoperability with apps like Office365, DocuSign, QuickBooks, and RingCentral.

CASEpeer

CASEpeer is a legal practice management platform that caters specifically to personal injury plaintiffs’ law firms. Operating as a cloud-based system, CASEpeer simplifies business operations and assists firms in improving productivity. This software includes an integrated case management facility throughout and is easy to use, providing valuable tools such as intuitively designed dashboards, a comprehensive calendar function, and capabilities for tracking medical treatment.

CASEpeer also offers litigation tools, contributing to a more streamlined and efficient practice. Implementation of CASEpeer can be completed within a matter of days rather than months, offering an expedient solution for law firms seeking to optimize their operations. The software includes integrated hubs for reporting, marketing, and accounting, which, together, allow law firms to maximize their workflows and strategic planning. Users are also able to integrate third-party platforms, further consolidating their operations into one accessible location.

Additionally, CASEpeer is supported by an industry-leading customer success team, ensuring users have access to consistent assistance via chat, phone, webinars, and tutorials from the initial implementation phase and beyond. This customer-centric approach offers an additional layer of support and confidence for firms employing the CASEpeer software.

Clio

Clio is a reputed legal technology firm with its headquarters in Burnaby, British Columbia. The firm provides cloud-based software solutions designed for law practice management, enabling law firms to handle various tasks such as client intake, contact management, document management, timekeeping, calendaring, billing, and trust accounting.

Clio’s suite of software solutions offer comprehensive features designed to streamline the daily operations of a law firm. The features enable easy client intake, CRM, time tracking, and document management. Firms can also efficiently manage billing and invoicing online, securely communicate with clients, and schedule events with ease. Clio software also allows law firms to stay organized, manage their cases with convenience whether in the office or on the go, capture every case detail, keep track of and designate tasks, stay on top of deadlines, and collaborate effectively. It also offers medical record and settlement management features. Clio enables law firms to bill efficiently, with custom billing plans and branded invoices that can be created quickly from any location. Electronic bills and secure click-to-pay links provide a convenient means for clients to make payments, resulting in faster payment processing for the firm.

On top of these, Clio offers several other features including court form templates, advanced document automation, 24/5 support, and highly secure integrations, ensuring law firms have robust tools to manage their operations effectively.

CosmoLex

CosmoLex is a web-based, cloud-hosted legal practice and case management software solution, specifically designed for attorneys and law firms. Its offering includes multiple interconnected tools to support the efficient and effective running of a law firm.

One of its key components is the legal case management suite designed around a matter-centric approach. This feature connects every entry to the right client matter, with an optimized calendar, document, and email management capabilities ensuring accurate organization. Additionally, the software provides legal billing and payments functionality to capture billable hours effectively and enable simplified, built-in electronic payments resulting in swift payment collection. Equally significant is CosmoLex’s legal office accounting component which offers legal-specific trust and back-office accounting. This, along with over 100 reporting options, ensures firms maintain up-to-date accounts and compliance while providing insightful analytics to boost profitability.

CosmoLex incorporates a Client Relationship Management (CRM) solution and a reminder system, the ‘Money Finder’. CosmoLex CRM is designed to streamline client intake, track prospective clients, and improve client engagement while the Money Finder promotes efficiency in billings. CosmoLex’s integrated offering aligns calendar management and matter workflows with case management, making it a comprehensive tool for operating a law firm.

Filevine

Filevine is a widely recognized legal work platform, used by over 25,000 legal professionals. It offers diverse tools designed to simplify and elevate challenging legal tasks. Filevine encompasses everything from document management and client communication to contract lifecycle management and business analytics. It aims to improve operational efficiency, while enhancing every aspect of contract and deadline fulfillment.

Filevine provides an AI-powered legal technology that helps to expedite various aspects of legal work. With features that assist in drafting documents, reducing redundant tasks, time tracking across teams, and the optimization of marketing tactics, it is meticulously designed to meet the specific needs of the legal industry. Customization is a key characteristic of Filevine, allowing users to adjust the system according to their unique requirements. In addition to its broad spectrum of tools for general case management, Filevine offers a range of solutions especially designed for legal work. These include lead management, eSignature software, legal document assembly, and contract lifecycle management.

Filevine also offers time tracking, billing, and payment solutions, thus integrating various aspects of legal work in one platform. Its business analytics feature provides actionable data to help firms better understand and improve their operations.

MyCase

MyCase was designed to enhance secure and efficient attorney/client communication, helping legal professionals and attorneys to save time, increase staff productivity, and improve client satisfaction. MyCase offers complete client lifecycle management features, incorporating everything from Lead Management and Case Management to Billing and Invoicing, with comprehensive Reporting.

Key features include integrated MyCase Payments, 2-way text messaging, and a client portal for secure client communication and file sharing. As a cloud-based solution, MyCase allows all case-related details – such as deadlines, documents, and tasks – to be neatly organized and readily accessible irrespective of location. Its features are designed to enhance law firm productivity and cash flow management. Case management is taken to a new level with MyCase’s intelligent calendaring, which combines appointments, events, and deadlines into one central location. The solution also reduces administrative workload through Workflow Automation, facilitating automatic generation of tasks, events, and documents.

Case Analytics provides insightful data to assist in case progression and learning. Advanced Document Automation helps generate a wide range of legal documents efficiently and accurately, while Internal Chat improves intra-office communication. Task Management organizes all open tasks, assists in task assignments, and uses automated reminders for efficient tracking.

PracticePanther

PracticePanther, established in 2012, is a comprehensive legal practice management platform serving clients in 170 countries around the globe. The Software-as-a-Service (SaaS) solution is developed with multifunctional capabilities that are useful for law firms of varying sizes.

The software offers client and case management, time tracking, billing, expense management, payment processing, e-Signature, and scheduling functions. It is designed to simplify the work process for lawyers and paralegals through automating legal workflows and improving client relations. The cloud-based case management component streamlines the organization and correlation of time entries, documents, billing details, calendar events and tasks to contacts and matters, considerably facilitating practice management. The document management functionality enables centralized storage and sharing of legal documents securely and conveniently. Linking and storage of documents in the PracticePanther account simplifies file management and has compatibility with other document management systems such as Box, Dropbox, and OneDrive.

PracticePanther also helps to streamline legal billing and payments, allowing for real-time tracking of payment activities for every case, customizing rates on a case-by-case basis, and setting up workflows and customized intake forms. Lastly, with data securely backed up in real-time, it allows anywhere access to documents, files, images, videos, or audio.

Rocket Matter

Rocket Matter is a cloud-based service designed for legal practice management. Its goal is to help law offices enhance their revenue, while improving client service. The product integrates time and billing software, offering an efficient, user-friendly interface. Rocket Matter is characterized by its comprehensive case management software, enabling effortless tracking and organization of cases, documents, and billing.

The software incorporates robust automation features that simplify process workflows, enhancing efficiency and productivity. The customizable Matter Dashboard offers quick access to a case’s information, including calendar events, tasks, balancing figures, related contacts, and time and billing information. The Matter Stream functionality provides real-time updates on new tasks, notes, events, matter documents, and billable entries, while Rocket Matter’s automation feature includes Matter Templates to let users create and apply task and event parameters to selected cases. Advanced customization options allow users to define relationships and capture critical case-related data, without having to input information repetitively.

Rocket Matter’s comprehensive matter reports make it easy to view productivity per matter and matter budgets. Its comprehensive suite of features and flexible usability makes it a valuable tool for implementing big improvements to a law firm’s efficiency and profitability.

SmartAdvocate

SmartAdvocate is a comprehensive case management system that is developed explicitly for personal injury and mass litigation practice. Developed by personal injury lawyers knowledgeable of the modern-day technological demands, SmartAdvocate equips legal practices with a suite of internet-based features aimed at increasing efficiency and profitability.

WorkPlans and Automated Procedures aid in handling cases from intake to settlement systematically, sparing time and maintaining consistency. Its cloud and server-based platform allows secure remote access to caseloads, permitting multiple users to work on a case simultaneously. Capabilities like batch scanning using the exclusive barcode feature, document sharing, and eSigning are part of its Document Management feature. The platform facilitates easy monitoring of crucial cases, lead information, as well as important financial and operational details through several dashboards and reports. Users have the flexibility to customize their dashboards, while user-friendly interfaces, such as the SmartAdvocate App for Android and iOS, provide accessibility to case information anywhere.

Detailed visibility into cases is further enhanced with the Client Portal, providing clients instant access to their case documents, calendar, and notes, while the firm retains control over what they can see. Furthermore, the Texting Integration feature enables sending and saving of text messages within SmartAdvocate.

Smokeball

Smokeball is a cloud-based legal practice management software that automatically tracks time and activity, designed to aid in the running of a more efficient and profitable law firm. It’s intended to help with administrative tasks and focus on significant work, promoting a more profitable, organized law firm to attract desired clients.

Smokeball offers efficient lead management tools to maintain regular communication with potential clients and track progress. It also has an onboarding process feature that allows for quick conflict checks and case value estimation. The inclusion of their award-winning client support team makes the recruitment and onboarding process smooth. Smokeball shines as a comprehensive platform for the whole firm aiming to increase organization and productivity. It automatically captures every billable minute on the case management software, and Microsoft Word, and Outlook. It also includes document find and fill functions, keeping all case-related information readily available.

The software also includes flexible billing and legal accounting capabilities. It accommodates various billing methods, including fixed-fee, hourly, contingency, and LEDES. Smokeball ensures its users never miss a billable minute and provides detailed records and reports for compliance assurance. Finally, it also features Law Firm Insights for data-driven decision-making, offering actionable reporting on cases, clients, and opportunities for firm growth and improvement.

Everything You Need To Know About Case Management Software (FAQs)

What Is Case Management Software?

Case management software is a digital system that is designed to enable companies to track and store important information in one centralized location and report on their data. Case information needs to be accessible to a variety of stakeholders and users so that it can deliver a smooth and secure collaboration on cases. Case management software is utilized across a wide range of sectors and industries to manage a variety of scenarios, including legal cases, customer support cases, healthcare patient cases, etc.

A case management system can be either web based or installed on a local network. Many organizations will implement case management software to replace the manual process of recording incidents and issues on a spreadsheet. A case management software solution is useful for consolidating all case information in one central repository to provide users with a single source of up-to-date information on ongoing cases.

Why Use Case Management Software?

Case management software provides organizations with a range of benefits by streamlining and optimizing the handling of cases or issues. Some specific advantages to consider include:

More Efficient Workflows – These solutions work well to reduce manual effort and minimize delays by ensuring cases move through predefined staged efficiently via automated workflow
Better Collaboration – Case management software makes it easier for teams to share necessary information, communicate, and collaborate on case resolution, thereby leading to better collaboration efforts and improved productivity
Centralized Information – With all relevant information in one central location used have far easier access to essential data, with less friction as they are not required to search across multiple systems
Security and Compliance – Often case management software will come with features like access controls for ensuring compliance with regulations and standards, which is useful for protecting information integrity and maintaining data privacy
Time and Resource Efficiency – Things like automation, streamlined workflows, and better collaboration are big contributors to a more efficient utilization of resources, which means teams can handle more cases without scarifying quality
Reduced Error Rates. A more streamlined process inevitably leads to improvements in error rates; the structured workflows that case management software provides mean that errors are less likely to occur, thus contributing to the more accurate and higher quality handling of cases
Saves Cost – Using case management software improves resource allocation, reduces error rates, and boosts efficiency, thereby leading to less unnecessary expenditure and higher savings

Implementing case management software is a strategic decision which could help organizations to increase their operational efficiency, provide better service for their customers, and improve their overall organizational performance. Specific benefits of utilizing one of these tools will vary depending on the organization’s goals, their industry they operate in, and the nature of the cases they manage.

What Features Should You Look For In Case Management Software?

Before selecting a case management software solution organizations should take note of their individual requirements. This can include whether the solution will be used across the organizations, by a single department, or shared with contractors. It is also worth asking how much customization is needed and how well with the solutions fit into the current IT ecosystem?

Which case management solution is right for you may vary depending on how you answer these questions, however, some standard capabilities to expect include the following:

Task Management – This involves the creation, assignments, tracking, and completion or any tasks associated with a particular issue or case. This feature enhances task visibility and makes sure everyone involved in a case is aware of their responsibilities. Task management is very important as it helps to ensure that all necessary actions are completed in a systematic, organized way, thereby resulting in better accountability, efficiency, and more streamlined collaboration between all team members involved in the resolving of the case of issue.
Workflow Automation and Customization – Automating the flow of tasks and processes associated with case management helps to keep handling of these cases efficient and consistent, and work to minimize manual intervention, reduce the number of errors, and accelerate case resolution. Workflow customization means the ability to modify and tailor the predefined processes, steps, and actions of the workflow to align with specific needs and requirements, thus empowering the organizations to adapt their case management process to their business processes instead of taking a rigid, one-size-fits-all approach.
Time Tracking – In case management software, time tracking refers to the recording and monitoring of the amount of time that is devoted to executing tasks related to the handling of a case. The functionality is important for good resource utilization and for providing proper insights into what time and energy has been invested into each case, which helps with measuring efficiency.
Document Management – Documentation management refers to how these solutions facilitate the storage, organization, and retrieval of case-related documents. This is an essential feature for maintaining a centralized repository of important and relevant information, which is necessary for proper collaboration and for ensuring any case-related documents are readily available to those who need them.
Collaboration Tools – These are features and functionalities that are useful for boosting overall communication and cooperation amongst team members as they deal with cases. These tools – which include things like messaging systems, discussion threads, collaborative document editing, file and document sharing, task assignment and tracking, alerts, role-based access controls, and more – are designed to improve coordination, boost transparency, and streamline the process of collaborating throughout the management of the case. This helps teams to work together efficiently and achieve organizational objectives.
Reporting Analytics – Reporting and analytics capabilities allow users to review case performance and better understand key metrics and trends to ensure decision making in the future is well informed. These features typically include report generating, trend analysis, comparative analysis, data visualization, and compliance reporting.

Mirren McDade

Journalist & Content Writer

Mirren McDade is a writer and journalist at Expert Insights, spending each day researching, writing, editing and publishing content, covering a variety or topics and solutions, and interviewing industry experts. She is an experienced copywriter with a background in a range of industries, including cloud business technologies, cloud security, information security and cyber security, and has conducted interviews with several industry experts. Mirren holds a First Class Honors degree in English from Edinburgh Napier University.

Laura Iannini

Cybersecurity Analyst

Laura Iannini is an Information Security Engineer. She holds a Bachelor’s degree in Cybersecurity from the University of West Florida. Laura has experience with a variety of cybersecurity platforms and leads technical reviews of leading solutions. She conducts thorough product tests to ensure that Expert Insights’ reviews are definitive and insightful.