For finance
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Document management
Document management for small law firms
Store, organize, and manage legal documents securely while connecting your practice management system with the tools your firm already uses.
Why it matters
Documents and systems should be connected
A law firm produces an enormous volume of documents across matters and clients, such as correspondence, contracts, court filings, evidence, internal notes, and more. Managing that volume without a structured system means documents get lost, version conflicts arise, and fee earners waste time searching for files that should be immediately accessible.
A connected document management software ensures that documents are stored in a structured way and linked directly to matters and clients, improving organization, collaboration, and compliance while reducing time spent searching for files.
Integrations with other business systems also ensure that firms can connect their practice management system with email, document storage, accounting, and other tools they already use.
SharePoint integration
SharePoint document management, built on Microsoft Graph
Document storage is provided through SharePoint, integrated using the Microsoft Graph API. This gives firms a familiar, enterprise-grade document environment that is fully connected to their matter data.
SharePoint sites are created automatically for each client and matter when they are opened in the system.
Site naming and prefix conventions can be configured to clearly distinguish between environments (for example, sandbox, demo, or production).
Documents edited directly in SharePoint are synchronized back to the practice management system, keeping records and metadata aligned automatically.
Access permissions are managed through Azure Active Directory groups, enabling centralized access control without manual permission management.
Full version control is maintained automatically. Previous versions of any document can be viewed and restored.
Documents are accessible directly from the matter record, no switching between systems.
Fee earners can access documents offline via the SharePoint mobile app.
Workflow automation
Invoice generation and approval workflows
The Invoice Controlling add-on enables firms to automate the invoice creation and approval process:
- Back-office staff can mass-generate draft invoices across multiple matters in a single operation.
- Fee earners receive draft invoices for review and can approve, edit, or flag them from any device, including within Outlook.
- Approval rules can be configured to require partner sign-off above a certain value.
- Approved invoices are posted directly to the general ledger; no re-entry required.
- Invoice status and history is tracked against the matter record.
Microsoft 365 native
Work in the tools you already use
Because the solution uses SharePoint as its document layer, all Microsoft 365 applications work natively with your matter documents:
Word & Excel
Open and edit Word documents directly from a matter record, with changes saved automatically to SharePoint.
Co-authoring
Collaborate on documents in real time with colleagues using co-authoring in Word, Excel, or PowerPoint.
Outlook
Attach emails and attachments from Outlook to a matter record with a single click.
Microsoft Teams
Access matter documents directly within Microsoft Teams during client meetings or internal discussions.
Optional integrations
Connect to leading legal document management platforms
For firms that require specialist legal document management, the solution supports integration with two industry-leading platforms:
iManage
A market-leading document and email management platform used by law firms globally.
NetDocuments
A cloud-native document management system built specifically for legal and compliance professionals.
Fully linked to matters: Either integration allows documents to be stored and managed in the specialist platform while remaining fully linked to matter records in the practice management system.
Capabilities
What the solution includes
Matter-linked storage
Every document is stored against a specific matter. Find files by client, matter, document type, or keyword.
Version control
Every document version is preserved. Restore previous versions or compare changes without leaving the system.
Two-way sync
Changes made directly in SharePoint are synchronized back to the practice management system automatically.
Flexible billing rates
Rates can be set at the fee earner, matter, client, or rate card level.
Offline access
Fee earners can take documents offline via SharePoint and sync changes when reconnected.
WIP reporting
Real-time work-in-progress reporting shows unbilled time and expected billing by matter or fee earner.
Outlook integration
Save emails and attachments to a matter record directly from Outlook; no manual filing.
Teams integration
Access and share matter documents within a Teams meeting or channel without leaving Teams.
The impact
Benefits for small law firms
Fee earners spend less time searching for documents and more time working on matters.
Version control prevents errors caused by working on outdated document versions.
Documents are accessible from anywhere — office, home, court, or client site.
No separate document management software is required for most small law firms; SharePoint handles it within the same platform, at no additional cost.
Azure Active Directory-based permissions ensure access control is consistent and centrally managed.
wo-way sync keeps document records accurate even when files are edited outside the practice management system.
FAQs
Does our firm need a separate SharePoint licence?
SharePoint is included as part of Microsoft 365. If your firm already uses Microsoft 365, you already have access to SharePoint making it the most practical starting point for document management software for small law firms that want to avoid additional licensing costs.
Can we migrate our existing documents into the system?
Yes. Document migration is part of the implementation process. Existing file structures can be migrated into SharePoint with links to the relevant matter records.
How are document permissions managed?
Access permissions are managed through Azure Active Directory groups, allowing centralized control of who can view, edit, or share documents at the matter, folder, or document level. This removes the need for manual permission management in SharePoint.
What happens if a fee earner edits a document directly in SharePoint?
Changes made directly in SharePoint are synchronized back to the practice management system automatically, keeping document records and metadata aligned without any manual intervention.
Is iManage or NetDocuments integration available out of the box?
These integrations are available as optional connectors. The appropriate connector is configured during implementation based on the document platform your firm uses.
What should small law firms look for in document management software?
The most important factors are matter-linked storage, version control, access permissions, and integration with the tools your team already uses, particularly email and document editing applications. Document management software that sits within your existing Microsoft 365 environment removes the need for a separate platform, reduces training time, and keeps documents accessible from anywhere.