Initial Consultation SmartAdvocate’s team meets with the law firm to assess needs and goals.
Data Migration Transfers existing case data, documents, and contacts into SmartAdvocate.
System Configuration Tailors the platform to match firm workflows, user roles, and permissions.
Training Sessions Conducted for staff, ranging from basic to advanced usage.
Go-Live Support Dedicated experts assist during launch to ensure smooth adoption.
Timeline Standard implementation support is included and typically takes a few weeks, but premium packages may extend this depending on customization depth.
Customisation
Automated WorkPlans & Procedures Firms can automate intake, case progression, and settlement workflows.
Custom Reporting Tools Create dashboards and reports tailored to financials, case status, and performance metrics.
Document Templates Over 4,000 merge codes available to build firm-specific templates.
Client Portals & Communication Tracking Customize how clients interact with the firm and track all correspondence.
Integration Options Compatible with accounting, document management, and communication tools.
Built-in AI Features Summarize cases, translate content, transcribe voice messages, and refine notes automatically.
Cloud or Server-Based Deployment Choose between browser-based cloud access or on-premise server setup.
Additional Costs
Setup & Installation Fees
Server Version: Starts at $1,995 for installation on the client’s server.
Cloud Version: No installation required, but configuration may incur fees.
Configuration & Customization
Fees vary depending on the complexity of workflows, templates, and integrations.
Training Costs
Optional training packages range from $500 to $2,500, depending on team size and depth of instruction.
Data Migration
Charges depend on the volume and format of data being transferred from legacy systems.
Support & Maintenance
Cloud Version: Includes support and updates in the monthly fee (starting at $109/user/month).
Server Version: Support and maintenance are optional add-ons for perpetual licenses.
Premium Implementation
Firms opting for personalized onboarding may pay $1,000 to $5,000 depending on scope.
Contractual Terms
Early termination or cancellation may involve fees depending on the contract structure.
Training
Introductory, Intermediate & Advanced Classes Structured training levels to build user proficiency.
Daily Office Hours (Mon–Thurs, 3PM EST) Live Zoom sessions for Q&A and troubleshooting.
Weekly “Tip of the Week” Email Blasts Step-by-step guides with screenshots on specific features.
Monthly Webinars Recap of weekly tips with live Q&A.
Extensive Video Library & Tutorials On-demand access to training materials.
Searchable Online User Manual Built-in help accessible from any SmartAdvocate screen.
Ongoing Workshops Cover topics like intake efficiency, automation, and best practices.
Live Support Team Real people available via phone and email for quick assistance.
Security Measures
Bank-Caliber Cloud Security Data is hosted in secure environments with constant monitoring.
SSL Encryption All sensitive transactions are encrypted using Secure Socket Layer protocols
HTTPS Protocol Ensures encrypted data transmission across the web.
Two-Factor Authentication (2FA) Optional added layer of login security
Privacy-First Data Handling No sale or rental of customer data; third-party access is strictly controlled
Secure Storage & Access Controls Data is stored in encrypted, access-restricted environments
Updates
Annual Major Releases Includes hundreds to thousands of enhancements based on user feedback.
Built-In AI Features New tools for summarizing documents, translating content, and transcribing audio.
Real-Time Internal Messaging & Notifications Added in recent updates to improve team collaboration.
Integrated Accounting Module (Beta) Introduced to reduce reliance on third-party accounting software
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Update Rollout via Webinars & Tech Talks Features are introduced and explained during live sessions.
Data Ownership and Portability
Client Data Ownership Law firms retain full ownership of their data stored within SmartAdvocate.
No Data Selling or Leasing SmartAdvocate does not sell, rent, or lease customer data to third parties.
Secure Data Storage Data is encrypted and stored in secure environments with SSL protection.
Portability Support Firms can export their data if they choose to migrate away from SmartAdvocate, though specific formats and procedures may vary.
Third-Party Access Restrictions Data shared with service providers (e.g., for support or analytics) is kept confidential and used only for operational purposes.
Scaling Up / Down
Flexible Licensing SmartAdvocate allows firms to adjust the number of user licenses based on staffing changes.
Cloud or Server-Based Options Firms can switch between cloud-hosted and on-premise deployments depending on growth or infrastructure needs.
Modular Features Add-ons and integrations can be enabled or disabled as needed, allowing firms to scale functionality.
Custom Workflows Automated procedures and dashboards can be tailored to match evolving case volumes or practice areas.
The terms & conditions for contract renewal and cancellation
Auto-Renewal Clauses Contracts may include automatic renewal unless canceled within a specified notice period.
Cancellation Notice Requirements Firms must follow the contract’s stated method (e.g., certified mail or email to a designated address) to cancel.
Early Termination Fees May apply if cancellation occurs before the contract term ends; fees must be reasonable and not punitive
Termination Rights SmartAdvocate reserves the right to terminate access for violations of terms or misuse of the platform.
Governing Law Contracts are governed by the laws of the State of New York, with disputes resolved in New York courts.
Modification of Terms SmartAdvocate may update its terms periodically; continued use implies acceptance of changes.
Compliance
Data Protection & Confidentiality Designed to meet legal industry standards for client confidentiality and secure data handling.
SSL & HTTPS Encryption Ensures secure data transmission and protection against unauthorized access.
Role-Based Access Controls Limits data visibility based on user roles to maintain internal security.
Audit Trails & Logging Tracks user activity for accountability and compliance purposes.
Secure Client Portal Allows controlled client access to case documents and updates without compromising firm data.
