Opening a new law firm can be exiting and stressful at the same time but there are a few considerations that will save you time while billing all your clients quickly.

Planning – All new firms need to think about the process of:

• Getting clients,
• Provide your clients with your services,
• Track the matter information,
• Generate and store document,
• Keep track of time, billing and collection

This is where a good IT consulting firm like 2b1 inc. can make a big difference. There are many network consulting firms but very few know enough about small law firms that can help them to make decisions on what is needed.

Granted that IT firm can’t do much in getting you clients, they can on the other hand help in keeping track of potential leads. There are Contact Relation Management programs that allow new firms to do marketing. Next is time to start providing services to the clients. This is where a case management program comes handy.

A case management program like Amicus Attorney allows your firm to open files/matters of your clients and track all the people involved in the matter (client, opposing party, expert, judge, etc) also what you do on that file by tracking appointments, tasks, phone calls, e-mail, messages, documents and time.

Next we need to post the time to a billing program to generate and send the bills out. Finally you need to keep track of the client that pay with retainers, trust accounts or directly to the invoice with checks or credit cards. Amicus Premium Billing, Timeslips, PCLaw, QuickBooks are some of the regular and good choices.

These days you also need to have a good e-mail system that allows your firm to share the information with your clients and with your mobile devices – phones and tablets. Hosted e-mail services like 2b1Mail will provide an inexpensive alternative to buying a whole e-mail server and maintaining it.

Don’t forget that we will need to securely backup your important data. Onsite and online backup has become accessible. Make sure that you keep your client information private. Many of the consumer backup (as seen on TV…) allow their employees access to yours and your clients document content and therefore you are open to malpractice issues. 2b1Backup will keep you safe from these problems.

After helping new and existing law firms for 16 years we have seen what works and what doesn’t. Let us know if you have questions and we will answer them in additional postings. Feel free to contact us if you have more specific questions or needs.

Paolo Broggi, IT Engineer
www.2b1inc.com

Amicus Attorney Cloud at the ABA Chicago March 2012

This is a link to the full presentation of Amicus Attorney Cloud from Ron Collins the President of Gavel & Gown on an iPad: http://www.amicusattorney.com/cloud-video.html

Now that it has been announced today, we are free to talk about the new Amicus Attorney Cloud service that we have seen in action at the 2012 Amicus Attorney conference in Toronto on March 22/23.

What is the Amicus Attorney Cloud? Hosed by Microsoft could Azure, Amicus Attorney Cloud is a service that will give most of the Amicus Attorney Small Firm functionality, remove some features like document assembly and adding some more important ones. After looking at several practice management cloud providers, I have noticed a problem with e-mail. Many are using complex ways to save e-mails into their systems. However, Amicus Attorney Could merges your MS Exchange and compatible e-mail accounts into the services. Gavel & Gown call this new approach Email Fusion. All your email is integrated directly in Amicus Cloud and accessible from any device.

Amicus Cloud includes document management system with versioning and save your documents in your section of the cloud. All the information going in and out of your office over the Internet to the cloud is encrypted securing the Attorney Client confidentiality unlike Dorpbox and Google mail. Also included in the Amicus Cloud is the ability to keep track of time and bill your clients. This is similar to Amicus Attorney Premium Edition with Amicus Premium Billing.

What makes the Amicus Attorney Cloud so special compared to the other ones is that Gavel and Gown put a lot of effort in making the user interface and the workflows simple, very easy to use  and now also usable with a touch interface. It is accessible through many different devices including PCs, Macs, iPads and most devices with a browser.

Gavel and Gown has not announce the release date nor the pricing but I expect it to be available for summer or fall and the price should be similar to the other services.

I will post more information as it will be made available.

Paolo Broggi, IT Engineer and Amicus Attorney Certified Consultant
www.2b1inc.com

We arrived in Toronto March 24^th and it was snowing with an incredibly long line to get transportation from the airport to the hotel in downtown and temperatures in the in the 10F (-10 C).

The next day we had a welcome from Gavel & Gown president Ron Collins who gave us a state of Amicus Attorney products. Then we had some classes on Amicus Attorney 2011 SFE and PE including the top 10 problems support calls.

We continued with a deep look into Amicus Billing an integrated billing program to Amicus Attorney. Amicus Billing is using the same SQL database that Amicus Attorney uses so there is no link problem or maintenance of two databases.

George Alves is the project manager for Amicus Billing. He was some time back the project manager in a company called Alumni that made PCLaw. When Alumni was purchased by Lexis-Nexis, George and a big part of the Alumni employees were hired by Gavel & Gown and started working on Amicus Billing.

One of the goals of Amicus Billing is to have a billing program that it is very, very easy to use and provides the attorneys with quick financial information on clients and matters without the needs to generating reports.  From what we have seen so far it is quite promising and I can’t wait to see the finished product. There is nothing to install. When you install Amicus Attorney, Amicus Billing is part of that installation.You activate Amicus billing by requesting a code. All the familiar billing functions are there including trust accounts.

Amicus Billing is not a general ledger program so you will need QuickBooks Pro or similar programs for that function.  They have not told us a date when Amicus Billing will be released on the market, but it seems reasonable that in a couple of months we should at least have a date if not the product itself.  I am looking forward to test the final version and write in this blog more details about the new Amicus Billing.

Paolo Broggi, IT Engineer
2b1 Inc.
www.2b1inc.com

Amicus Attorney 2011 SFE new Time Entry Assistant

Another welcome new feature is the ability to choose the timekeeper when entering new time sheets. Now assistants don’t have to log into the timekeepers’ Amicus Attorney office. From their office they can create a new time sheet and select the right timekeeper for that one entry then they can click on the new “Save and New” button that will save the current time sheet and immediately open the next one.

Amicus-Attorney 2011 Time Entry Details

Yet one more improvement in Amicus Attorney 2011 time tracking is the addition of a new page in the Amicus Attorney 2011 Calendar in the Today view on the  left side of the page in Amicus Attorney 2011 SFE and on the right side of the page in Amicus Attorney 2011 PE there is a grey button that says To Do. Click on it and select Time Sheets. Now in the Calendar you can see all your time sheets for a particular day and match them up with your appointments for that day.  This is an additional great tool to make your live simpler.

Amicus Attorney 2011 Calendar Time Sheets

All these new Time Sheets improvements in Amicus Attorney 2011 will make the program pay for the upgrade price by itself in a very short time.

For more information about Amicus Attorney 2011 SFE and Amicus Attorney 2011 PE, contact us at 415-284-2221.

By Paolo Broggi, Information System Engineer and Certified Amicus Attorney consultant since 1997
2b1inc.
www.2b1inc.com

I have created two short videos that demonstrate some of the  features that Amicus Attorney 2010 PE has

1. Amicus Attorney 2010 PE New Adjournments and

2. Amicus Attorney 2010 PE Calendar Printouts

We have now a new software that allows us to create videos faster. If you are interested in seeing more videos please let us know and we will select the most requested ones. If you want to learn more faster contact us via web or call us at +1 415 284-2221.

Enjoy.

Amicus Attorney 2010 PE Adjournments

Amicus Attorney 2010 PE Calendar Printouts

If you are interested in seeing more videos please let me know what topics www.2b1inc.com then click on Contact Us

by Paolo Broggi, Information System Engineer and Certified Amicus Attorney consultant since 1997
2b1inc.
www.2b1inc.com

Many of my clients are using Amicus Attorney as a contact manager, a calendar and a way to enter time. However Amicus Attorney can do much more than these basic functions. It can stream line processes so that only in a few minutes you can create new files, check for conflict, enter several events on the calendar and even print a retainer in one swoop.

Amicus Attorney Custom Fields

Step 1.  Most law offices have already intake forms for new clients. We need to look at these intake forms to get an inspiration for the additional information that we need to track beside name and address, e.g. Retainer Amount, County, Separation Date, Date of Death, Court Name and Case Number and so on. This type of information can be easily entered in Amicus Attorney Custom Fields.  Amicus Attorney SFE allows for 50 custom fields for file type e.g. Criminal, Family Law, Probate etc. Amicus Attorney PE is more flexible and allows us to enter an unlimited amount of custom fields and give us control over the layout.

Amicus Attorney Template Selection Window

Step 2. Once we have the custom field in place the next step is to use them to generate Amicus Attorney templates. Here by using Microsoft Word or Corel WordPerfect we can create retainers, letterheads, fax cover pages, proof of services, pleading headers, medical record requests letters and many more. A template is a document that has place holders for the information that will be coming from the Amicus Attorney database.  For example the name and address can come from the client’s information in the Amicus Attorney’s contact card and the retainer amount from the Retainer custom field we created earlier.

Amicus Attorney Precedents

Amicus Attorney Saving Precedent Window

Step 3. Now that we have our templates in place we can move on to the next step and create a set of linked To Dos and Appointments called Precedents. Let’s say that when we have a new client we want to 1. Check for conflict, 2. Prepare a retainer, 3. Follow up if the retainer was returned, 4. Look if retainer payment was receives. 5 Send an acknowledgment to the client, 6. Call the client to setup a meeting to discuss the details of the case. With a “New Client” Precedent we can link all these events (appointments and to dos) and in some of these events we can attach a DO button that will have the event create a retainer letter and another one to track a phone call.

Amicus Attorney Intake Form Creation

Amicus Attorney Intake Action Items

Step 4 . We are at the last step. Here we put it all together with an Amicus Attorney intake form. These forms (one form for each file type) allow us to quickly create a new file and we will be prompted to enter information in the custom fields. Then they can start automatic conflict check, add the “New Client” precedent that will put all 6 events on the calendar. Then it can even generate a retainer letter and finally send out an e-mail to the people involved with a confirmation that the file has been open.

By thinking about what other repetitive tasks you are doing and taking advantage of these custom fields, Amicus Attorney templates and Precedent you can stream line many annoying tasks so that you can focus on practicing law.

If you have specific needs please contact us we will be happy to discuss in details how Amicus Attorney Small Firm Edition and Amicus Attorney Premium Edition can be customized for you.

Paolo Broggi,
IT Engineer and Amicus Certified Consultant since 1997
www.2b1inc.com
Check out our 2b1mail and 2b1backup services

Amicus Attorney 2010 PE

Amicus Attorney 2010 PE and Amicus Attorney 2010 SFE New Calendar Features

On January 2010 Gave and Gown Software has released a new version of its flagship practice management software Amicus Attorney 2010.

In this new incarnation Amicus Attorney 2010 Premium Edition and Amicus Attorney Small Firm Edition adds some very nice features. The most visible one is in the Calendar module where now we can color code categories of events. For example we can have all court categories in read, all new clients meeting in green and regular client work in gray. By using colors the events stand out visually continuing on the ease of use and friendliness interface that Amicus Attorney built its reputation on.

Sating in the Calendar module Amicus Attorney 2010 PE and SFE now have Adjournments. This allows a user by checking a box in the appointment Event Detail window to keep track of any changes made to that event. If I move the appointment, a window pops up and asks to give a reason for the change before I can modify the event. Then after I move the event, a copy of that event stays on its original place but grayed out to leave a trace of the history of the changes. I can click on Details button in the Event Details window to see the list of the reasons of the changes.

To Dos also have been improved by having Progressive Priority Levels. This new feature allows a To Do with the progressive priority level turned on to change its priority level as it get closer to the deadline. For example I can create a To Do to file an answer and set my deadline then I can check the Progressive Priority check box and from the pull down menu select “20, 10 and 5” (if my deadline is 30 days from today) this will change the average priority to go to “High” 10 days before the deadline and to “Top” 5 days before it automatically!

An additional feature in Amicus Attorney PE will allow the calendar of a user to be shared completely with an assistant/paralegal so that even private events (events that don’t have a files associated) will be visible to the people selected. This is a big  improvements on small offices where the assistant needs to log into the attorney office to see all appointments (because the attorney forgot to select the file…) Now is not a problem, the assistant can quickly open that event and fix it without the need of switching to the attorney office. This feature is enabled in the Office>>Preferences>>Calendar – Other on the attorney PC. In the middle section you can click on the blue head and pick the name of the assistant(s).

Amicus Attorney 2010 PE Share Calendar

This is all for today. As I get some more time I will cover more new features. I do want to tell you that I had a chance of installing over a dozen of upgrades of Amicus Attorney 2010 PE and Amicus Attorney 2010 SFE. Upgrade time for the server for 2010 PE is about 4 hours since we need to upgrade also MS SQL 2005 to 2008. Amicus Attorney 2010 SFE is a much easier upgrade and the time depends on the size of the database (normally about an hour on the server for most small offices).

If you have a need to upgrade your Amicus Attorney please let me know and I’ll be happy to help you out with it. We now have a great tool do remote installations and trainings over the Internet. Contact us

Thank you.

Paolo Broggi, IT Engineer and Amicus Certified Consultant and Trainer since 1997
2b1 Inc.
www.2b1inc.com

Who is going to be affected?

Every firm currently using Amicus Attorney and CompuLaw will be affected as early as Amicus Attorney  IV to Amicus Attorney 2009 SFE and Amicus Attorney 2009 PE.

What needs to be done to have Amicus Attorney and CompuLaw working?

As of today we are been told by Gavel & Gown Software that only upgrading to Amicus Attorney 2010 SFE and Amicus Attorney 2010 PE will update the CompuLaw engine which allows the use of the new Court Rules. Amicus Attorney 2010 is not currently available. Gavel & Gown Software is hoping to release a version to the CompuLaw users before December 1^st.

What happens if I don’t upgrade?

Using CompuLaw without the new engine update will cause to calculate wrong dates leaving the door open for malpractice issues.

How much will the upgrade to Amicus Attorney 2010 will cost?

As of today a price for the upgrade to Amicus Attorney 2010 with the new CompuLaw engine has not been announced. A memo saying that a promotional price of 30% off the upgrade price would be offered was sent to Amicus Attorney Consultants. If someone would opt for the 3 years maintenance plan the upgrade price will be 50% off the regular price.

Will be a CompuLaw Engine for earlier versions of Amicus Attorney made available?

From what I can understand so far due to the high cost of changing the engine in the earlier versions of Amicus Attorney an updated CompuLaw Engine will not be made available.

As more information will be made I’ll post it here

If you have questions you can call 2b1 inc at 415 284-2221

Paolo Broggi
Amicus Certified Consultant – since 1997
www.2b1inc.com

Today Gavel & Gown announce an update to Amicus Attorney 2009 SFE that fixes four problems:

1. Right click Cut, Copy, Delete and Select All functions are now working in the text fields

2. Auto Text unexpected behavior

3. Phone message forwarding if the From field has no contact can now be forwarded.

4. Wrapping of text in the Note Details field is now working as expected

This patch is available online at the following address:

http://amicusattorney.com/support/downloads/support_dl_09sfe.html#

Paolo Broggi
2b1 Inc. Certified Amicus Consultant since 1996
www.2b1inc.com

After another 20 minutes of looking the installation process going in a loop we stopped it. We went on the Internet but we could not easily find help within QB site. We ended up calling support who with a strong Indian accent offered us to upgrade or get a $79 one month support plan. We chose that last option. The support person went on the download page of the QuickBooks web site and downloaded the QB 2006 update and installed it outside the QuickBooks program and that fixed the problem.

The thing that puzzles me is that Intuit puts in QuickBooks an automatic update tool that is not functioning. Then there is no information like a Frequently Asked Questions FAQ or a knowledge base site to look up these problems so that you have to get QB support and pay for the support plan. To top it of the following day I got an e-mail survey with a link that was not working.

I know I am not the only one having this kind of problems. Any of you have a similar experience with QB?