Case study · Operations

Client Management CRM

Case tracking, billing & document management

CYBERCUBE designed a legal CRM that helped law firms centralize client records, track case progress, manage documents, and connect billing activity to matter workflows.

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Industry
Operations & productivity
What we built
5 integrated components
Key outcome
Centralized Client and case records

Overview

Centralizing client work from intake to billing

A law firm needed a custom CRM to manage clients, cases, billing activity, legal documents, deadlines, and internal team coordination from one secure platform.

Their existing process relied on disconnected spreadsheets, email threads, shared folders, and manual billing notes, making it difficult to track case status and client activity.

The main challenges included:

  • Fragmented client and case information across multiple tools
  • Manual tracking of matter status, deadlines, and assigned attorneys
  • Disconnected billing records and time-related case activity
  • Document storage without clear matter-level organization or access controls

The goal was a CRM that improved visibility, reduced administrative friction, and helped the firm manage matters with stronger structure and accountability.

app.cybercube.software
Client management workspace dashboard · sample data

Experience flow

From intake to billing, one matter workflow

Client intake Conflict checks Case tracking Deadlines & tasks Matter hub Docs & billing Firm dashboard Status & reporting
Clients intake with conflict checks; matters track deadlines and tasks; documents and billing live in the matter hub; the firm dashboard surfaces status and reporting.

The solution

A secure CRM built around legal matter workflows

CYBERCUBE developed a client management system that connected intake, case tracking, billing, document management, task assignments, and reporting.

Core components

The platform gave attorneys, paralegals, administrators, and billing teams one shared source of truth for client and case activity.

Clients

1. Client records

  • Centralized client profiles, contact history, and matter relationships
  • Client intake forms and qualification tracking
  • Conflict-check support and source-of-lead tracking
Cases

2. Case tracking

  • Matter status, deadlines, milestones, and assigned staff
  • Task lists for attorneys, paralegals, and administrators
  • Case timeline views for activity and decision history
Billing

3. Billing workflow

  • Billable activity tied to clients, matters, and tasks
  • Invoice preparation support and payment status tracking
  • Visibility into outstanding balances and case-level revenue
Documents

4. Document management

  • Matter-based document storage and categorization
  • Secure access controls for sensitive legal files
  • Version visibility for drafts, filings, contracts, and correspondence
Reporting

5. Firm operations dashboard

  • Open matters, deadlines, billing status, and workload visibility
  • Client pipeline and intake conversion insights
  • Administrative reporting for firm leadership

Stack used

  • Legal CRM platform
  • Case tracking system
  • Billing workflow
  • Document management
  • Role-based access control
  • Firm analytics dashboard

Implementation approach

Phased delivery.

  1. 01

    Legal workflow discovery

    Mapped intake, case tracking, document handling, billing activity, deadlines, and staff responsibilities.

  2. 02

    CRM model design

    Defined client records, matters, tasks, billing entities, documents, permissions, and reporting views.

  3. 03

    Platform build

    Implemented client management, case tracking, billing workflows, secure documents, task assignments, and dashboards.

  4. 04

    Validation and launch

    Tested matter workflows, permissions, document access, billing status, deadline tracking, and staff usability.

Results

Outcomes at a glance.

Centralized Client and case records
Clearer Case progress visibility
Connected Billing workflows
Secure Document management
  • Legal CRM
  • Case tracking
  • Document controlled
The CRM helped the firm replace scattered client work with one structured system for matters, billing, and documents.
Operations practice lead, CYBERCUBE
  • Improved visibility into client relationships, open matters, deadlines, and assigned responsibilities
  • Reduced administrative friction by centralizing case notes, tasks, documents, and billing activity
  • Created better document organization with matter-level storage and access controls
  • Improved billing readiness by connecting billable activity to clients and cases
  • Built a scalable foundation for client portals, e-signature workflows, and advanced firm reporting

Impact & outcome

One structured system for every client matter

CYBERCUBE delivered a custom CRM that helped the firm manage clients, matters, billing, documents, and internal work from one secure platform.

Legal work depends on accuracy, deadlines, documentation, and trust. This solution gave the firm a structured system for managing client relationships and case work while improving visibility and control.

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