increase profits, efficiency, and Client satisfaction

Frequently Asked Questions

Our all-in-one system is loaded with features, capabilities, and reporting that other case management software systems don’t have. Join some of the top law firms using SmartAdvocate to make their firms more efficient and more profitable.

Does SmartAdvocate Have A Document Management Feature?

Unlike many other case management systems, SmartAdvocate doesn’t just have a document management feature; SmartAdvocate is a full featured document management system. You can create templates from your own Word, Excel, or PDF forms, and over 4,000 SmartAdvocate merge codes allow virtually all information in the case to be inserted into the final documents. Other documents can be easily attached to the case, either from your computer or directly from an email in Outlook. All documents in a case can be viewed on the dedicated Documents page and can be sorted into various folder views. With just a few clicks, you can even search all of the documents in your system.

Is SmartAdvocate A Cloud Or Server Based Service?

SmartAdvocate is available in both Cloud and Server based versions. SmartAdvocate® Server is the most powerful and full-featured law firm software and case management system available. You own the software and maintain it on your own server. Backups and maintenance are handled by you and your IT personnel. SmartAdvocate® Cloud is a hosted version that provides the ease and affordability of the cloud, while still providing the depth and sophistication that make SmartAdvocate® the best. You avoid the trouble and expense of purchasing and maintaining a server.

If I Am Using the Server Version Of SmartAdvocate Does That Mean I Can Only Access My Cases when I Am In The Office?

Both the Server and the Cloud versions of SmartAdvocate are fully browser based. As a result, your data is available anywhere you have an internet connection, from your laptop, iPad, iPhone, or Android device.

Is There A SmartAdvocate App?

Apps are available for iPhones, iPads, and Android devices. The apps allow you to search your cases, send texts and emails, view the calendar and add appointments, view and attach documents, track your time, and much more. You can even create new cases from almost anywhere using the Investigator’s App on an iPad or Android tablet.

Does SmartAdvocate Have A Calendar Feature?

SmartAdvocate has two calendars. The Case Calendar can display all events (appointments, tasks, and critical deadlines) relevant to the particular case you are in. You can easily filter the calendar by date range, event type, people involved, etc. The Office Calendar provides an overall view of the calendar for the entire office. You can quickly see anyone’s availability, who will be where when, and limit the calendar to specific people or groups. It is a true comprehensive Office Calendar. And, of course, all appointments and Critical Deadlines can be easily synched with your Outlook calendar.

How Much Does SmartAdvocate Cost?

SmartAdvocate has many license options for both the Cloud and Server versions. Please contact a Business Development Specialist at 1-877-GET-SMART (1-877-438-7627) to discuss which choice would be best suited for your particular firm.

Does SmartAdvocate Have Built-in Reports And Dashboards That Can Help Me Manage My Firm?

SmartAdvocate comes with a wealth of Dashboards and Reports to help you keep track of critical case information, as well as vital firm financial and operational details. Track firm income, staff performance, intake statistics, medical records requests, upcoming SOLs and Critical Deadlines, and so much more. With the Subscribe feature, you can even have Reports automatically emailed to you on any schedule you choose.

Can I Create My Own Custom Reports In SmartAdvocate?

Of course! The SmartAdvocate Case Browse feature allows you to create custom reports based on hundreds of criteria and have them automatically emailed to you or anyone else on any schedule you choose. Need specialized information? We can create custom reports to meet your needs.

How Are Documents Created In SmartAdvocate?

You can create document templates from virtually any Word, Excel, or PDF form. As a result, virtually any form your firm currently uses can converted into a SmartAdvocate template. Of course, you can also create a template from scratch. Over 2,500 merge codes allow for virtually any information in a case to be inserted into a document. Specialized table merge codes let you insert lists of information, such as expenses, liens, medical providers and bills, tracked time, and much more. You can even create your own customized merge codes. Once the template is saved in SmartAdvocate, creating a document that includes practically any data from the case is easy. Simply choose the template you want to use and tell SmartAdvocate to generate the document. The case data merges into the document, which then opens on your screen. It really is that easy!

Can SmartAdvocate Automate My Firm’s Routine Procedures When We Are Working On Our Cases?

SmartAdvocate WorkPlans function as a checklist, but also automate some of your routine processes, streamlining the operation of your firm. Automated Procedures allow you to create repeating tasks, send automated text messages or emails to clients, create multiple reminders, or automatically generate documents, all triggered by various events in the case. Taken together, these exclusive SmartAdvocate features guide your staff to ensure that each stage of your cases is handled in an appropriate and consistent way.

Can SmartAdvocate Handle Mass Communications To Clients And Other Parties Associated With A Case?

SmartAdvocate’s Case Browse and Contact Search features make it simple to generate mass communications (letters, texts, or emails) to your clients, defense attorneys, adjusters, or any other contacts in your system.

Does SmartAdvocate Have A Texting Feature?

SmartAdvocate integrates with numerous texting services, which allow you to send and receive texts from within the system. Notes are automatically created when texts are sent or received, so you can easily track your text messages within the case. Have a different texting service you would like to use? Ask us. We can!

Can SmartAdvocate Send And Receive Documents For eSignature?

SmartAdvocate partners with AssureSign to provide you with the best state-of-the-art eSignature solution. You can create your eSignature documents using SmartAdvocate’s Template Editor and send documents for eSignature via email or text directly from the case. Once documents are signed and returned, they are automatically uploaded to the appropriate case in SmartAdvocate.

I Like My Current Call Center Setup And Want To Keep It. Can I Integrate With Services Such As Legal Intake Professionals (LIP), Intake Conversion Experts (ICS), And Alert Communications, Etc.?

SmartAdvocate currently integrates with numerous intake services, including the three mentioned above. Have a different intake service you would like to use? Ask us. We can integrate it with SmartAdvocate!

Can Smartadvocate Automatically Calculate The Deadlines For My Cases?

It certainly can. SmartAdvocate will automatically calculate multiple Statutes of Limitations based on the type and jurisdiction of the matter being created. Other Critical Deadlines can also be created based on the requirements of the jurisdiction and the procedures utilized by your firm. Both SOLs and Critical Deadlines can even be added to your Outlook calendar for an additional layer of safety.

My Firm Handles Mass Torts, Class Action And Multi-District Litigation. Can SmartAdvocate Be Used For Those Types Of Cases?

SmartAdvocate was designed with these types of cases in mind. You can easily relate a Master Case to its Member Cases and share information between them. Project Details are available for many common types of these cases and you can create Plaintiff Fact Sheets to track the relevant information or Court ordered requirements for each type of case. SmartAdvocate makes it easy for your staff to determine whether a particular prospective client fits the criteria for a specific type of Mass Tort, Class Action, or MDL.

How Can Smartadvocate Help My Staff Follow Up On New Leads?

SmartAdvocate integrates seamlessly with numerous intake services, including web chat, call centers, and more. You can quickly and easily create new cases internally using Intake Wizard, which runs an automatic conflict-of-interest check. The Investigator’s App allows your staff to input new cases on their iPad or Android tablet from almost anywhere. The SmartAdvocate Case Monitor Widget provides a list, right on your desktop, of all new cases externally entered into your system, to ensure appropriate follow-up. Cases remain on the list until a staff member enters a Note into the case. SmartAdvocate WorkPlans and Automated Procedures can be set up to automatically generate Documents, Tasks, Email and Text Messages that are triggered based on the status of a matter (such as Intake or Investigation). Communication can then be sent automatically to a lead or potential client and the staff can be assigned a Task to do a follow up if necessary.

What is SmartAdvocate?

SmartAdvocate is an incredibly powerful, entirely Web-based, and fully customizable case management system used by a wide range of litigation firms. SmartAdvocate is continually updated to make sure that all of our customers can handle the challenges of today’s fast-paced, highly competitive, and tech-demanding legal landscape. With our help, law firms can increase their overall profitability and efficiency.

Can SmartAdvocate Tie in With Email Like Microsoft Outlook?

Yes. One great feature of SmartAdvocate is that emails can be sent both from SmartAdvocate and from Outlook, so you can use whichever interface you prefer. When attorneys send email using Outlook, all of their emails can automatically attach to the appropriate case files within SmartAdvocate. And when a paralegal gets an email with attachments, they can save them directly to the Documents page through the Outlook plugin. SmartAdvocate makes it easy to keep all of your communications organized in one place!

Does it Also Work With Calendars Like Microsoft Outlook?

Yes. SmartAdvocate’s Outlook plugin allows for statutes of limitations, critical deadlines, and appointments to be integrated into any of the staff’s Outlook calendars. Staff calendars can display events for a single case, individual or event, use preformatted calendar reports, and see items like adjourned and canceled appointments. We also have a client birthday report: Many firms requested this feature to allow attorneys to reach out to clients with a personal touch. One particularly powerful feature of SmartAdvocate’s Outlook integration is the “Who Is Where Tomorrow” feature. This tool can look at everyone’s calendars and send an automated email to your inbox every morning outlining where each employee is scheduled to be that day.

Can You Tell Me About the Automated Workflows and Procedures in the Software?

One of SmartAdvocate’s best features is the ability to automate a law firm’s processes. Our exclusive WorkPlans and Automated Procedures ensure that each stage of every case can be handled in an appropriate and consistent way. The best way to describe SmartAdvocate’s WorkPlans is that it’s a checklist that can automate routine processes. WorkPlans allow you to have everything in one place so that you can see all of the items needed to complete a project: Teams will no longer need to spend time figuring out what needs to be done, who needs to do it, and what is the next task. The Automated Procedures allow law firms to create repeating tasks, send automatic text messages and emails to clients, create multiple reminders or automatically generate documents. Any of these actions can be triggered automatically when events change within a case. For example, when a law firm sends out a retainer to a client for their signature, automatic emails and text messages can be sent as reminders until their e-signature is received. Then, once the case status is changed within SmartAdvocate, the next tasks are assigned to everyone on the team. This type of automation helps to save time, freeing up top talent for things like essential research and investigation, and it also eliminates opportunities for risks and errors.

How Can This Help With Case Tracking?

WorkPlans and Automated Procedures along with SmartAdvocate’s built-in Dashboards and Reports allow a firm to easily track each step of a case’s progression. Our software can show what has been accomplished and what still needs to be done, and it can also keep track of a lot of important details that might be needed for a case. For instance, it can tell you the last time that a client was contacted and keep tabs on a client’s diagnosis and severity of injuries. Another valuable tool that can help with case tracking is the SmartAdvocate App, which allows you to have access to all of your cases on the go. Whether an attorney is in court or out of the office, if they need to access documents or check the status of a case, they can get the information they need in seconds. SmartAdvocate doesn’t just help law firms keep track of cases: It helps their clients, too. In the Client Portal, you can give your clients access so that they can see information about their case, important documents, calendar entries, and notes. This frees your firm’s staff from needing to answer phone calls from clients who have questions about the status of their case: The clients can go into the portal and see the answers for themselves.

Does SmartAdvocate Have Document Management Functions?

Yes: SmartAdvocate’s document management capabilities are among its most robust features. Users can easily create document templates from their current Word, Excel or PDF forms. Once these templates are created, SmartAdvocate can begin to automatically insert information from cases into those documents using more than 4,000 standard and custom merge codes. Templates can also be copied from case to case as needed. You can also organize documents using custom folders and search for documents using categories and subcategories, senders and recipients, dates, descriptions, and comments. Documents can be sent out for review or approval and even automatically be sent to collect e-signatures. All of the documents can also be exported from a case to build a case package. One of the best document management functions in the SmartAdvocate case management system is barcoding: Create barcodes and add them into your documents before scanning and each document will be automatically placed into the appropriate case file.

What is SmartAdvocate doing to integrate with AI (Artificial Intelligence)?

SmartAdvocate is at the forefront of pushing technological advancements in the legal field. Our commitment to innovation has led us to forge strategic partnerships with leading AI providers in Medical Records Analysis & Recaps, Demand Productions, and Document Categorization. The potential benefits are immense! In our latest software release, we welcomed a new integration partner: EvenUp, a state-of-the-art generative AI technology software. EvenUp empowers legal professionals by transforming medical documents and case files into AI-driven demand packages tailored for personal injury lawyers. By harnessing advanced AI technology, our clients can truly transform their practice.

Does SmartAdvocate Have an Open API so I can Integrate with Other Programs?

Yes! We currently have an Open API that can be used to create integrations with many different programs. We also offer more than 135 standard integrations, with more being added all the time, based on our clients’ needs. These include accounting, intake, chat, texting, e-signature, phone, court docket and reporting, medical record retrieval, lean negotiations and more. SmartAdvocate can also create custom integrations with third party applications, or assist third parties in creating their integrations with SmartAdvocate.

How Much Will SmartAdvocate Legal Management Software Cost Me?

The cost of SmartAdvocate will vary depending on whether you choose the Cloud or Server version. Contact us at 1-877-GET-SMART and we would be glad to help you figure out which is best for your law firm and give you a quote.

Is the Information Entered Into SmartAdvocate Private and Confidential?

Yes: All of the information within SmartAdvocate is private and confidential and can only be accessed by employees within the firm. Our cloud-based option has bank-caliber data security and is constantly monitored by our IT professionals. We also use the HTTPS protocol so that all data is encrypted in transit. SmartAdvocate can also be used with two-factor authentication for added security.

Does SmartAdvocate Offer a Demo?

Yes! We would be glad to give you a demonstration of how our case management system can help your firm to run more efficiently. You’ll soon realize how much SmartAdvocate can help your firm to unlock its full potential. Contact us today for a free, no-obligation, no-risk demo.

What Kind Of Training Does Smartadvocate Provide?

At SmartAdvocate, we recognize that in order to utilize the full depth of features available, your staff must understand what the system can do and how best to do it. Used properly, the SmartAdvocate legal case and document management software can reduce workflow, make employees more efficient, and give you better control over your practice. Increased efficiency and improved productivity mean greater profitability. We therefore provide multiple training options, so you can decide the best fit for your firm. Our on-line Learning Management System (LMS) familiarizes your staff with the system and prepares them for detailed training. Weekly condensed training webinars are a great alternative for new employees or as a staff refresher. And, of course, our full user training, customized for your firm, can be conducted at your office, our location on Long Island, NY, or on the web. As always, SmartAdvocate endeavors to provide you with alternatives to let you decide what works best for your firm.

customizable, fully integrated legal case management software

SmartAdvocate And Our Team Continue To Outperform All Expectations

The concept for SmartAdvocate was first created by a national plaintiff’s personal injury law firm. In their search for a software product to help resolve many of their specific case management challenges, they realized there were none on the market.

Comprehensive and Reliable

As a truly customizable, fully integrated legal case management software, SmartAdvocate is as comprehensive as it is reliable. It provides you with valuable information about every aspect of every case you have. With SmartAdvocate, your firm can:

Unite clients and attorneys through the powerful Client Portal
Save precious time through robust Mass Communication capabilities
Increase overall efficiency and accuracy through customizable Automated Procedures & WorkPlans
Seamlessly work together, no matter where staff is located, with SmartAdvocate’s browser-based interface and Mobile App
Personalize overall operations through 135+ Integration Partnerships, including Outlook, Microsoft Word, and multiple services for litigation support, e-signature, texting, medical record retrievals, and more

A Smarter Way To Manage Your Cases and Your Firm

With dozens of customizable dashboards and reports that you can subscribe to and automate a delivery schedule for, you’ll be able to monitor all aspects of a case and operational details.When you sign on with SmartAdvocate, not only do you gain access to a robust, state-of-the-art legal case management system, you gain a team of dedicated and experienced professionals to help you implement, train, and grow your practice, which will contribute to an increase in your firm’s bottom line.Our unique beginning is what sets us apart from every other option on the market. We look forward to working with your firm to see how SmartAdvocate can be customized to your specific needs.

Process Automation
Exclusive features ensure each stage of every case is handled appropriately.
Server or Cloud
Choose what works best for your firm. Either the ease and affordability of the Cloud, or integrating SmartAdvocate with your own server. Our team is ready and available to help with either choice.
Dashboards & Reports
Track critical case information, (SOLs, medical records requests, etc.) plus vital firm financial and operational details (including advertising campaigns, outstanding fees, calendar reports, etc.).
Document Creation
Create your own templates or our Specialists can build them from your existing forms.