Legal Workflow Automation Explained: Benefits And Best Practices
Manual legal workflows for tasks like billing approvals, matter updates, or document generation can bog firms down, draining valuable billable hours and increasing the risk of errors.
For midsize law firms, these inefficiencies are especially challenging as operational complexity grows, and clients expect firms to use the latest technology to run their matters more efficiently and cost-effectively.
Legal workflow automation offers a solution by streamlining processes without sacrificing accuracy or compliance. By automating routine tasks, firms can operate more efficiently, deliver better client experiences, and focus resources on higher-value work.
In this article, we’ll explain what legal workflow automation is, explore its benefits, share common workflows firms can automate, highlight best practices for adoption, and show how leading platforms like Centerbase help firms implement automation effectively.
Benefits of automated workflows include greater efficiency, fewer errors, stronger compliance, and higher profitability.
Automated workflows support attorneys, staff, and clients with faster, more consistent experiences.
Best practices for adoption include starting small, standardizing processes, integrating tools, and training staff.
Platforms like Centerbase empower firms to automate workflows across billing, intake, matter management, and more.
What Is Legal Workflow Automation?
Legal workflow automation is the use of technology to create standardized, automated processes for tasks that law firms handle every day. Instead of relying on manual effort to move cases forward, automation tools streamline repetitive activities, ensure consistency, and reduce human error. In practice, this means building workflows that automatically trigger the right steps, whether it’s sending a client a form, routing a document for approval, or generating an invoice, without someone having to manually manage each stage.
Examples of legal workflow automation include client intake forms that populate case files automatically, template-driven document generation, automated billing approvals, scheduling tools that sync calendars firmwide, and reporting dashboards that update in real time.
These systems remove bottlenecks by keeping routine processes running smoothly, so attorneys and staff can focus on higher-value, client-facing work.
For midsize law firms in particular, workflow automation is a necessity. These firms often handle a high volume of cases, face resource constraints that make it difficult to scale operations manually, and must adhere to strict standards for compliance and accuracy.
Automated workflows ensure that deadlines are met, approval chains are followed, data is handled consistently across the firm, and case management is streamlined. By building efficiency and reliability into everyday processes, mid-sized firms can improve profitability, strengthen compliance, and give lawyers more time to focus on serving clients.
Process vs. Automation vs. Workflow
The terms process, automation, and workflow are often used interchangeably, but each has a distinct meaning.
Process is the series of steps needed to achieve a goal—for example, a prospective client contacts the firm, an intake call is scheduled, and an attorney meets for a consultation.
Automation is the use of technology to perform tasks, such as a web form populating a database, sending a personalized email, or generating a document automatically.
Workflow combines process and automation. It defines the inputs, outputs, and automated actions that move a task forward without manual intervention. For instance, when a prospective client completes an online form, the system creates a new client record, triggers an automated thank-you email, assigns a task for staff to follow up, and, once the consultation is scheduled, generates a fee agreement letter.
In short, workflows bring structure and efficiency by applying automation to well-defined processes.
Key Benefits of Legal Workflow Automation for Modern Law Firms
Legal workflow automation delivers measurable benefits for law firms by saving time, reducing risks, and creating a better client experience, all while boosting profitability.
For example, Gaido & Fintzen seamlessly replicated and enhanced more than 80 complex workflows with Centerbase, eliminating manual errors and creating new efficiencies across the firm.
For midsize firms balancing high case volume with limited resources, automation is a key driver of sustainable growth. Here are some of the key benefits.
Faster Task Completion
Document automation can reduce the time required to draft documents, freeing attorneys and staff for higher-value work.
According to Goldman Sachs, 44% of legal tasks are automatable, showing the massive efficiency potential available to firms that embrace automation.
Automated workflows move tasks seamlessly between stages, reducing delays caused by manual handoffs.
Templates and standardized workflows ensure documents and processes follow approved formats and practices.
Built-in compliance checks safeguard against regulatory missteps.
Automated recordkeeping reduces liability by creating a clear audit trail and minimizing oversights.
Improved Profitability
Attorneys spend more time on billable work when routine administrative tasks are automated.
Lower administrative overhead translates into direct cost savings and healthier margins.
Strengthens Client Experience
Automated onboarding and conflict checks accelerate the start of representation.
Secure client portals provide real-time updates, documents, and communications.
Consistent communications, from reminders to finalized documents, build client trust and reliability.
Supports Scalability and Growth
Standardized workflows make it easier to expand operations without sacrificing efficiency.
Automation creates capacity for staff to manage more clients and matters, fueling firm growth.
Automate Intake, Billing, Document Management & More Centerbase helps mid-sized law firms streamline operations across every phase of the client and matter lifecycle. Explore Workflow Automation Features
Common Workflows That Law Firms Can Automate
Legal workflow automation isn’t limited to client intake or billing. Modern law firm management software allows firms to create automated processes across nearly every aspect of firm operations. By standardizing these workflows, firms save time, reduce errors, and provide a more consistent client experience. Below are some of the most common and most valuable workflows law firms can automate.
Client Intake and Onboarding
Today, many firms receive an automated email from their website’s form tool with the prospective client’s information, but that doesn’t get the information into their practice management software to begin managing the intake process.
These days, many legal practice management software options have workflow tools to help you manage your intake. This includes sending personalized response emails once someone contacts the firm, scheduling follow-up tasks, merging new client agreement documents, or keeping the status of the potential client updated.
Kantor & Kantor, for example, automated intake workflows with Centerbase, reducing administrative burden and ensuring consistent, accurate data is collected from the very first client interaction. Now, they’re managing more than 500 weekly inquiries without overwhelming staff.
Time Tracking and Billing
Using workflows to manage a law firm billing process and collections can help dramatically improve cash flow.
Pre-bills
For pre-bills, automated workflows can move the pre-bill through an electronic approval process. If your firm requires the associate or the responsible attorney to review a pre-bill before posting it, the workflow can move the bill from one person’s approval list to the next, before finally updating the status once all the approvals are completed. Your billing team can then receive a notification that the bill is ready.
Collections
Collections are another pain point for a lot of law firms. It requires the staff to constantly manually send out reminders to your clients. With workflow, you can have reminders automatically sent out to your client once a bill is overdue and continue sending the emails until the balance is paid off.
Document Automation
Document automation workflows allow firms to generate merged documents such as contracts, pleadings, and agreements quickly using pre-built templates. Data can be pulled directly from client records, ensuring accuracy and consistency without repetitive manual entry. Version control and automated document assembly reduce errors, while ensuring staff always work from the most current form. With these workflows in place, firms can streamline routine drafting and free attorneys to focus on higher-value legal work.
Compliance and Risk Management
Compliance-focused workflows help law firms meet their ethical and regulatory obligations while minimizing risk. For example, trust accounting workflows can track transactions automatically and generate reports to simplify reconciliation. Built-in audit trails provide transparency into who performed which actions and when, while permission-based access helps safeguard sensitive client data. These automated safeguards reduce the chance of human error and support stronger risk management practices.
Client Communication and Payments
Client communication workflows ensure a smoother, more responsive client experience. Automated reminders can notify clients of upcoming deadlines or payments, while client portals provide secure access to case updates and shared documents.
Online payment processing workflows make it easy for clients to pay bills quickly and conveniently. Together, these tools improve responsiveness, build client trust, and reduce administrative burden for firm staff.
Task and Scheduling Workflows
Task and scheduling workflows automate the delegation of responsibilities and creation of calendar events, reducing the need for manual handoffs or calculations. For example, when a new matter opens, pre-defined tasks like “gather client documents” or “draft initial pleadings” can automatically be assigned to the right staff, ensuring accountability and timely completion.
Date-based scheduling chains also simplify deadline management by generating calendar events tied to trigger dates such as a trial date or filing deadline. Instead of manually calculating timelines, the system automatically creates reminders for tasks like expert disclosures, discovery cutoffs, or pre-trial conferences. For high-volume or high-staff firms, these workflows keep teams aligned, reduce errors, and prevent delays that could affect client outcomes.
Ready to Automate Your Firm’s Workflows? Centerbase empowers law firms to reduce admin work, minimize risk, and improve client satisfaction through powerful workflow automation. Get a Personalized Demo
Best Practices for Implementing Legal Automation Workflows in Your Firm
Legal workflow automation can transform everything from intake to billing, but successful adoption requires thoughtful planning. By implementing automation strategically, firms can avoid disruption while maximizing efficiency and profitability gains.
1. Use the Software First
No matter what software you’re using that allows for automated workflows, it’s important to use and understand its features and capabilities before you add workflows. Otherwise, you end up designing workflows based on your firm’s old ways of working instead of maximizing the software’s capabilities.
2. Assess Current Workflows
Start by mapping out your firm’s existing processes, noting where bottlenecks, manual handoffs, or errors commonly occur. Identify high-volume, repetitive tasks—such as billing approvals or client onboarding—that, if automated, could improve efficiency.
3. Engage the Right Stakeholders
Get input from the people who will be using the workflows on what they should entail. This not only ensures the workflows include the necessary steps, but it increases adoption among users because they’ve helped create the workflows.
4. Define Goals and Success Metrics
Clarify what you want automation to achieve, whether it’s reducing administrative hours, improving compliance, or enhancing client satisfaction. Establish measurable success metrics, such as turnaround time, realization rates, or client experience scores, to track progress.
5. Select the Right Technology Partner
Choose a platform designed for midsize firms that balances functionality with ease of use. Look for solutions like Centerbase that provide scalability, strong integration with your existing tools, and configurable automation workflows to fit your practice.
6. Roll Out in Phases
Avoid overwhelming your team by automating one workflow or department at a time. Pilot the process, gather staff feedback, and refine the workflow before scaling automation across the entire firm.
7. Measure ROI and Optimize
Regularly measure the impact of automation using clear metrics like time saved, reduced billing delays, or improved client satisfaction scores. Use insights from your firm’s data to refine workflows, ensuring they evolve as your firm grows and client needs change.
Implementing workflow automation is a continuous process of refinement. By assessing automation opportunities, setting goals, and optimizing over time, your firm can build a foundation for lasting efficiency, profitability, and client satisfaction.
Top Legal Practice Management Software with Automation Workflows
Several legal practice management solutions now include automation tools to help firms streamline operations, improve accuracy, and save time. Here are some of the top platforms firms can consider:
ActionStep
Cloud-based practice management, billing, and accounting platform.
Matter-centric workflows broken into case stages with automated tasks, document merges, and emails.
Offers pre-built “practice packs” for quick setup.
Centerbase
Cloud-based billing, accounting, and practice management built for midsize firms.
Advanced workflows trigger events like billing processes, document generation, client emails, or task creation.
Flexible, non-linear workflows adapt to how your firm works, not the other way around.
Clio
Cloud-based practice management and billing software.
Cloud-based practice management and billing platform.
Automates calendaring workflows tied to matter status, creating tasks and appointments based on deadlines.
Zapier
Connects thousands of apps to eliminate silos.
Automates data flow between systems (e.g., new client in practice management → task in project software → contact in marketing list).
Elevate Your Firm's Efficiency with Legal Workflow Automation from Centerbase
Legal workflow automation empowers firms to work smarter by reducing manual effort, standardizing processes, and improving compliance. From intake to billing, automation enhances efficiency, increases profitability, strengthens client satisfaction, and minimizes the risks of oversight or error, allowing attorneys and staff to spend more time on what matters most: delivering quality legal services.
Adopting automation is most successful when firms follow best practices:
Understand the software's capabilities
Assess current workflows
Engage stakeholders
Define goals
Roll out changes in phases
Measure ROI
By taking a thoughtful approach, firms can implement automation without disrupting daily operations, ensuring staff and clients benefit at every stage.
Centerbase is a trusted partner for midsize firms looking to practice efficiently, manage profitably, and grow strategically. With flexible, non-linear workflows that adapt to your firm’s needs, Centerbase helps you harness automation across the entire matter lifecycle. Explore what’s possible with Centerbase Automated Workflows
Get a personalized demo to see how Centerbase can help your firm automate legal workflows so you can focus on serving clients.
FAQs About Legal Workflow Automation
What is a legal workflow?
A legal workflow is a defined set of steps that guide tasks, communications, and documents through a legal matter. By standardizing and automating these steps, firms reduce errors, save time, and ensure consistency across cases.
What is the best legal automation software?
The best legal automation software depends on your firm’s size and needs. Platforms like Centerbase, Clio, ActionStep, and Rocket Matter provide automation tools for intake, billing, and case management. For midsize firms, Centerbase stands out with flexible workflows designed to boost efficiency and profitability.
Will automation replace legal professionals?
No. Automation is designed to support, not replace, legal professionals. By handling repetitive, administrative tasks, automation frees attorneys and staff to focus on strategy, advocacy, and client relationships. This balance improves efficiency while ensuring clients receive the expertise only skilled legal professionals can provide.
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