How to Switch Your Time & Billing System

Posted by Gaby Isturiz on Apr 10, 2018 2:05:04 PM


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Five Considerations When Switching Time & Billing Systems

Are you considering switching time and billing systems? While the promise of a solution that better meets your needs is likely motivating you to make the switch, actually making the move can be daunting. With any new software implementation, it is reasonable to expect a few bumps along the way, such as temporary downtime or challenges in riding the learning curve of a new system.

In working with our clients over the years, we’ve noticed that there are a few common questions that arise as the customer firm moves forward with transitioning from one time & billing system to another. In this blog post, we’ll explore a few of the common themes that come up along the way.

#1: “How can we minimize interruption?”

One of the key questions that we’ve noticed among our clients when switching time & billing systems relates to timekeeping, as in “how can we switch time & billing systems without interrupting our ability to perform contemporaneous time entry?”

This is an important one, especially if you’ve made a considerable effort in getting your timekeepers on board with practicing positive timekeeping habits. The degree of interruption that you will experience depends on which timekeeping solution you are using! When advising our iTimeKeep customers on how to best migrate from one time & billing system, we suggest getting in touch with the customer success team to discuss a game plan and address potential issues. The customer success team will help the firm go seamlessly from point A to point B.

#2: “How will migrating time & billing systems impact data security?”

The answer to this question depends on the solution that you choose. Anytime that you decide to work with a new vendor, you should consider security. One particular area of concern is mobile security. If you are evaluating time & billing systems that also offer a mobile solution that you plan to use, you’ll need to be sure that it meets the security standards of your firm as well as your clients. For example, data should never be stored on your firm’s devices! Prior to switching time & billing systems, be sure to understand where your data is stored, and where it is going so that you can be sure to steer away from unnecessary vulnerabilities.

Learn more about how to increase compliance with your firm's time entry policy with our handy checklist. 

#3: “What is the best choice based on my budget?”

There are many factors that determine the right time & billing system for your firm and its needs. When evaluating your options, don’t focus exclusively on price. Instead, consider the benefits and the long-term value that could result from implementing each potential solution.

#4: “What kind of data clean up will need to take place?”

It is not uncommon for matter numbers and other pieces of data to change formats when switching from one system to the next. You might need to do clean up to keep data consistent and correct and to ensure that data is accurate across all systems.

#5: “Who are my users and what are their needs?”

Many different roles within the firm will be impacted by a time & billing system switch. Understand the needs and demands of each type of user, from attorneys to administrators and finance professionals. Be sure that each of their needs will be met with the new system and create a plan to transition smoothly according to their critical processes.

When switching from one technology solution to the next, there are always several factors to consider. The most important thing to do is have a plan.

Is your firm looking to change time & billing systems this year? If you are an iTimeKeep customer, be sure to get in touch with our customer success team so that we can help you with a smooth transition.

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Topics: Time Entry/Time Keeping