After years working with different providers and customizing its time and billing systems with those providers, Hudson Cook reached a point where the technological needs of the attorneys and staff surpassed the software capabilities of the services it had used.
Challenges
Outgrowing a Law Practice Management Software
Attorneys at the firm expressed a desire for functionality other platforms provided through modern features such as mobile time and billing and cloud-based workflows. In the past, Hudson Cook had to develop multi-step workarounds for its core processes like client intake and collections and enter them manually into the time and billing systems.
“The other systems' reports often were confusing, duplicative, and difficult to customize,” says Melissa McLean, Accounting Manager. “Anytime someone needed a report adjusted, I had to stop my day to figure it out.”
Other systems’ limitations strained efficiency and prevented Hudson Cook from modernizing key functions, so the firm started to explore other solutions.
“We had invested heavily in customizing the systems over the years,” recalls Eric Hightower, Firm Administrator. “They simply couldn’t keep up with the firm’s needs anymore.”
The firm needed a cloud-based, all-in-one solution capable of managing data and processes for its 12 offices and integrating seamlessly with its document management system, NetDocuments. It also needed to help the firm grow its litigation practice with robust calendaring and CRM capabilities.
Centerbase Solutions
Streamlined Workflows and Integrated Data
Hudson Cook selected Centerbase for its configurability, cloud accessibility, and ability to unify the firm’s workflows and overall operations in one system.
The Centerbase implementation team worked with Melissa McLean and Laura Pfenning, Legal Project Manager, to recreate and streamline Hudson Cook’s most critical workflows, including billing, collections, client intake, and expense processing.
“We’ve cut out several steps by capturing information in a single point of entry system,” Laura says.
Having integrated data also cut out time-consuming errors that had been commonplace with the firm’s previous multi-step processes.
Smarter, Automated Collections
One of Hudson Cook’s most impactful automations is its collections workflow, which automatically sends reminders to clients at 30, 45, and 60 days.
“The collections workflow alone has done more for our cash flow than anything we’ve ever implemented,” Melissa says. “Our zero-to-90-day collections are 22% better than they were two years ago.”
By automating follow-up collection emails, time was returned to the accounting team to focus on older receivables and strategic financial decisions, while ensuring more consistent cash flow.
Faster, Easier Reporting
With Centerbase’s advanced reporting and custom dashboards, Melissa can generate on-demand reports in minutes rather than hours.
“I can pull data, drop it into Excel, create a pivot and have what I need in under an hour. Before, I was piecing together multiple reports just to get one accurate picture,” she says.
Attorneys also benefit from custom widgets and dashboards, giving them clear visibility into client information, billed and unbilled time, and collections.
Unified, Cloud-Based Operations
Centerbase replaced several disparate systems Hudson Cook previously relied on, consolidating client intake, expense tracking, collections, and contact management in one secure, cloud-based platform.
With all 12 offices connected, updates are instantly reflected across the firm, improving collaboration and data accuracy. Integration with NetDocuments enables staff to manage documents and workflows seamlessly between both systems.
Results
Improved Collections and Efficiency Across 12 Offices
Since implementing Centerbase, Hudson Cook has achieved measurable improvements across its operations:
- 22% reduction in zero to 90-day receivables: Automated workflows deliver timely client reminders of outstanding invoices, improving cash flow and reducing follow-up workload.
- 5+ hours saved per week on reporting alone: Customizable reports and dashboards empower users to access data instantly.
- Unified platform across 12 offices: Eliminated multiple standalone tools for contact management, expenses, client intake and improved data accuracy.
- Mobile timekeeping for attorneys: Attorneys now have access to client contacts and can track time on the go, gaining visibility into billed and unbilled hours with easy-to-use dashboards.
“It’s easier for attorneys to see what’s happening with their clients,” Melissa notes. “They can view their time, track payments, and they have confidence in knowing everything is accurate.”
The firm’s leaders also credit Centerbase for fostering a culture of innovation and problem-solving.
“With the other systems, it was always, ‘No, the system can’t do that,’” Eric says. “But with Centerbase, I hear Melissa and Laura saying, ‘Give us a day to figure it out, and we can make it work.’ I like that positivity around the software.”
A True Technology Partner
While Hudson Cook’s migration had its challenges, the firm’s team praises Centerbase’s responsiveness and ongoing improvements.
“Support has steadily improved,” Laura says. “Ticket turnaround is much faster now. The migration and rollout were possible because of the close collaboration with Centerbase’s customer success manager and the substantial time the Hudson Cook team invested in the implementation.”
Moving to Centerbase has meant more to the firm than upgrading technology. It meant finding a platform that evolves with them.
“Centerbase grows with us,” says Eric. “We can customize it to match how we operate, instead of changing how we work to fit the software.”
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