Template pack · Legal
Law firm
- 21
- capabilities set up
- 22
- accounts & items set up
- 17
- roles, boards & fields set up
- 12
- automation rules set up
What it carries a record through
- 1Enquiry
- 2Conflict check
- 3Engagement letter
- 4Deposit
- 5Matter opened
- 6Work & court dates
- 7Time & disbursements
- 8Fee note
- 9Collect
- 10Close & archive
What your trade expects, and where it lives here
Built to the standard of the best systems in this trade
Intake
Intake pipeline
Enquiries move from first contact through conflict check and engagement letter to Instructed or Not instructed, with the source and the advocate who owns them.
CRM
Conflict check recorded
The conflict check is a stage every enquiry passes through: the adverse party is recorded on the enquiry, searched against existing clients, and ticked as cleared before the engagement letter goes out.
CRM
Client record with KYC
ID or registration number, KRA PIN, withholding tax flag, contacts and every matter, fee note and receipt in one place.
CRM
Matters
Matter file
Each matter (MAT-2026-0001) holds the client, practice area, responsible advocate, court and case number, opposing party, next court date and status.
Projects
Stages by practice area
Litigation, conveyancing, probate and debt-recovery milestones are offered on the matter so everyone sees where a file stands.
Projects
Tasks and bring-ups
Every matter has its own task board with owners and due dates; the firm diary board shows hearings, mentions and filing deadlines across all files.
Projects
Documents on the file
Pleadings, agreements and correspondence attach to the matter and the client.
Documents
Time & billing
Time recording
Hours logged against the matter, billable or not, with the fee earner's rate and an approval status.
Projects
Hourly, fixed or retainer
The billing basis and hourly rate sit on the matter; retainers raise themselves as recurring fee notes.
Projects
Disbursements
Court fees, stamp duty, searches and travel are captured as billable expenses against the matter and recovered on the fee note.
Finance
Fee notes with VAT and withholding tax
Professional fees at 16% VAT, with clients who withhold 5% flagged so receipts allocate properly against the certificate.
Sales
Reminders on unpaid fee notes
A polite WhatsApp or SMS the day a fee note goes late, and a task for the accounts clerk.
Automations
Client accounts
A ledger per client and matter
Every shilling of client money is posted to a named client, and to the matter where there is one, with a running balance and a printable statement.
Client Accounts
Overdraw protection
A payment or transfer above what is held for that client is refused by the database itself, not by a warning on the screen.
Client Accounts
Transfer to office against a fee note
Costs move to the office account only against a delivered fee note, up to the amount due, and the fee note is settled with an ordinary receipt in the same step.
Client Accounts
Three-way reconciliation
The client bank ledger, the client-funds liability and the sum of client ledgers are compared as at any date, with any stray journal listed by name.
Client Accounts
Reversals, never deletions
A wrong entry is mirrored with a reason and both stay on the record; nothing in the client account can be edited or deleted.
Client Accounts
Approval threshold
Payments from the client account above a figure you set need a partner or manager to post them.
Client Accounts
The firm
Matter profitability
Fees invoiced against time cost and unrecovered disbursements, per matter and per client.
Reports
Roles that fit a firm
Partner, associate, clerk and accounts roles — a clerk files and diarises without seeing fees or the ledger.
Settings
Audit trail
Who changed what and when, on every record.
Settings
Before you log in
What is already there on day one
It calls things
- customer Client
- project Matter
- product Fee item
Documents numbered
MAT-2026-0001FN-2026-0001
Apps switched on
- Assistant
- CRM
- Sales
- Client Accounts
- Purchases
- Finance
- HR & Payroll
- Projects
- Helpdesk
- Reports
- Documents
- Automations
Enquiry pipeline7
- Enquiry
- Consultation held
- Conflict check & KYC
- Engagement letter sent
- Awaiting deposit
- Instructed — matter opened
- Not instructed
Fee items that post to the right account9
- Professional fees — conveyancing→ Professional Fees — Conveyancing
- Professional fees — litigation→ Professional Fees — Litigation
- Professional fees — commercial & corporate→ Professional Fees — Commercial & Other
- Professional fees — time charged→ Professional Fees — Commercial & Other
- Monthly retainer→ Professional Fees — Commercial & Other
- Commissioning / notarial fee→ Commissioning & Notarial Fees
- Disbursement — court filing fees→ Disbursements Recoverable
- Disbursement — stamp duty→ Disbursements Recoverable
- Disbursement — search & registry fees→ Disbursements Recoverable
Seeded without prices — you set your own rates.
Catalogue structure21
- Professional fees — Conveyancing fees · Litigation fees · Commercial & corporate fees · Probate & succession fees · Debt recovery fees · Advisory & opinions · Retainer
- Notarial & commissioning — Commissioner for oaths · Notary public · Certification of documents
- Disbursements — Court filing fees · Stamp duty · Land search & registry fees · Companies registry fees · Process server · Valuation · Gazette notice · Courier & travel
Ledger accounts added to the Kenyan chart13
- 1135Client Account (Trust Bank)
- 2450Client Funds Held
- 2460Stakeholder & Escrow Funds
- 2410Fees & Retainers Received in Advance
- 1230Unbilled Work in Progress
- 1235Disbursements Recoverable
- 4210Professional Fees — Conveyancing
- 4220Professional Fees — Litigation
- 4230Professional Fees — Commercial & Other
- 4240Commissioning & Notarial Fees
- 6510Practising Certificates & LSK Subscriptions
- 6520Professional Indemnity Insurance
- 6530CPD & Library
Plus a separate bank account: Client Account.
Roles, ready to hand out4
- PartnerEvery matter, fee note and report. Approves write-offs and payments.
- AssociateTheir clients, matters, time and draft fee notes; sees what is held for a client. No ledger, no payroll.
- Court clerk / paralegalFiles, diarises and runs errands on matters. Fees and the ledger stay out of sight.
- AccountsFee notes, receipts, the client account, disbursements and the office books.
On top of Owner, Administrator, Manager, Staff and Viewer.
Board: Court diary & bring-ups
Every hearing, mention, filing deadline and bring-up across the firm. Open it in calendar view on Monday morning.
- Upcoming
- Prepared
- Attended
- Adjourned
- Missed
Columns: Owner · Due · Priority · Type · Matter / file no. · Court & case no. · Outcome / next step
Fields your trade needs on the record12
- Matter
- Practice area · Court / registry · Case / e-filing number · Opposing party · Opposing advocates · Next court date · Limitation date
- Enquiry
- Practice area · Adverse party (for the conflict check) · Conflict check cleared
- Client record
- Client type · KYC documents on file
Automation rules12
- Follow up a new enquiry within a dayOn
- Turn a won lead into a quotationOn
- Log why you lost the jobOn
- Confirm the order when a quote is acceptedOn
- Email the invoice to the customerReady
- Chase overdue invoices on WhatsAppReady
- Thank the customer for payingReady
- Tell the owner when money landsOn
- Flag a write-off to the accountantOn
- Approve staff expense claimsOn
- Answer a new ticket the same dayOn
- Chase an unpaid fee noteOn
Internal alerts and tasks start switched on. Anything that messages your customers waits until you have connected SMS or WhatsApp and read the wording.
Units, price lists, stores, departments
- Price lists
- Panel / corporate rate · Pro bono
- Units added
- Six-minute unit
- Departments
- Partners · Associates · Clerks & Paralegals · Accounts & Admin
Wording on your documents
- quotation
- This fee estimate is based on the instructions received and is exclusive of VAT and disbursements (court fees, stamp duty, search and registration fees), which are charged at cost. A deposit on account of fees and disbursements is payable before work begins. Fees are charged in accordance with the Advocates Remuneration Order or as agreed in writing.
- invoice
- This fee note is payable on presentation. Where withholding tax is deducted, kindly forward the KRA withholding certificate. Interest may be charged on fee notes outstanding beyond 30 days as provided in the Advocates Remuneration Order.
- receipt
- Money received on account of a client is held in the firm's client account until it is applied.
A starting point — every word is editable under Settings → Print templates.
The numbers this trade runs on
Reports that are already wired
Matter profitability
Fees invoiced − time cost − unrecovered disbursements, per matter.
Billable hours by fee earner
Hours logged per advocate and matter, billable against not.
Debtors ageing
Unpaid fee notes at 0-30, 31-60, 61-90 and 90+ days.
Fees by client
Invoiced, collected and outstanding per client.
Fees by work type
Conveyancing against litigation against commercial, from fee-item sales.
Client funds held
Bank, liability and client ledgers side by side as at any date — the three must agree.
Balances by client
What is held for each client and matter, and when it last moved.
Withholding tax certificates
Withheld, received and still pending.
Intake conversion
Enquiries to instructions, as a weighted pipeline.
Start with the Law firm pack.
First month free · no card needed · everything above is there when you log in.