Smokeball

Every matter file holds the contacts, correspondence, documents, tasks, and key dates for a case. The same file shows a timeline of messages, memos, tasks, and events, so anyone joining the case can review the record. Firms track progress from open to close using custom stages, while a single view shows how many matters sit at each stage. Staff can also access matter details, documents, tasks, and events through the iOS and Android mobile apps.

Documents created in a word processor, spreadsheet, or PDF editor can save directly into the matter without manual uploading. Full-text search can find content across files in all matters, including scanned PDFs and images through OCR. Storage has no size or volume limit, allowing matters to hold spreadsheets, images, audio, and video. Staff can download files for offline editing, with changes saved back when the connection is restored. Smokeball also keeps version history, allowing users to compare different versions of a document.

Court dates, deadlines, and client appointments can be managed in one calendar, with each event linked to its matter. Opening a matter shows its schedule, while reminders can be assigned to relevant staff. Firms can create separate group calendars for court dates and internal meetings, then filter them by staff member. Deadline schedules can calculate dependent dates from a trigger date, with related dates updating when the trigger changes.

Creating a matter of a specific type can bring in its tasks automatically, with an attorney and assisting staff member assigned to the work. The platform prompts staff to select workflows at each stage, so relevant tasks are added to the matter. A task can link to a document template, such as an engagement letter, which is ready to generate when needed. Staff can leave comments as work progresses, and each task keeps its history. A central task view lists work across the firm and can be filtered by person, date range, or category.

The leads dashboard shows new leads, inactive leads, and each lead's current stage. Workflows can apply by lead type, with tasks assigned to a person and given a due date and document template. Converting a lead transfers its contacts, documents, emails, and notes into a new matter. Reports show the percentage of leads that become clients and the recorded reasons for lost leads. Firms can also track which referrers, and referral types generate the most matters.