A Complete Guide on Law Firm CRM: Why Every Lawyer Needs One


Law firm CRM is an essential tool for any lawyer.

This software can vastly improve client relationship management, and make handling large volumes of paper documentation easy.

In fact, 26% of legal service firms dread tracking their leads. 

Your unbillable time increases with every hour you spend tracking your leads, prospects, and clients.

Besides, without proper documentation and follow-up, a potential new client might fall through the cracks.

Legal CRM software solutions are specially designed to meet the needs of law firms.

This article will help you understand the benefits of law firm CRM and choose the best one. 

What Is a Law Firm CRM?

A law firm CRM (customer relationship management) tool or software is a suite of applications that enables you to better manage your client relationship and keep track of your paperwork and prospects. 

A law firm needs a platform where all data can be stored for each aspect of business development. 

You can organize all your contact information, manage client relationships, keep a record of every interaction, and much more. 

EngageBay’s legal CRM system streamlines processes to help improve client satisfaction and automates repetitive management tasks. 


Why Does Every Law Firm Need a CRM Software?

About 84% of law firms saw an increase in their overall work efficiency using legal technology. 

In fact, 77% of law firms surveyed are in the process of increasing their use of legal technology. 

Whether you are a small law firm or a large one, using a CRM tool is a must. 

You need to take care of various operations, including client billing, cash flows, prospecting, and practice management

Managing your legal service team requires equal attention. 

Your law firm needs team collaboration, effective and quick communication, and productivity enhancement. 

You can use different software applications for each of those.


Use a CRM for your law firm.

This can be a single platform to keep a tab on your legal team’s tasks, improve communication with your clients and your team, and store all your legal documents on a cloud safely.

Benefits of Using a CRM for Lawyers

Let’s talk about the most obvious ones first. 

Manage Client Relationships Better

Your first job is to keep your existing clients satisfied while also prospecting for new ones. 

Managing their paperwork can add to the stress. 

Client relationship management

Managing your clients is not an easy task, especially when you have a lot of them. The process is more stressful when it comes to paperwork.

But the best law firm CRM software ensures that all records and paperwork related to your clients are stored and organized well. 

You can keep your clients informed about any case updates and easily share legal paperwork with your clients. 

In fact, many legal CRM solutions have pre-defined templates and forms for maintaining just these relationships. 

Handle Your Staff Members Efficiently

When you are dealing with a large pool of employees or several people are involved in a single project, everyone must be on the same page. 

A CRM tool for law firms can give you a holistic view of your team’s activities.

This way, you can keep up the productivity. 

You can easily schedule tasks for your staff and get insights into how you can boost their performance. 

With appointment scheduling and an in-built calendar, you can schedule team or client meetings without the need for any other app. 

This makes it easy to carry out your day-to-day operations and achieve better results. 

Track Your Sales Process

A CRM for law firms helps you build and manage your sales pipeline

The CRM software can identify your potential clients and nurture them to convert them into leads. 

It stores the information about every lead update in its contacts database. 

The next time you talk to your client, you can pick up from right where you left.  

The CRM software keeps track of every conversation with every client. 

EngageBay Call Scripts ensure that your sales agents deliver the perfect pitch every time on each call. 


Analyze Overall Performance of Your Law Firm

Another significant advantage of a CRM for law firms is its ability to track the overall performance of your business. 

You can keep track of various metrics, including how many clients have hired your services, how many cases were closed, and which source is bringing in the most leads. 

All this information can help you determine what needs to be improved. 

The best CRM systems would enable you to visualize the results of these analyses in the form of charts and graphics that are easy to understand. 

How to Choose the Right CRM for Your Law Firm?

Not every CRM software will meet your law firm’s requirements

You need a legal CRM solution that fits right into your firm’s budget and legal plus business needs. 

The right law firm CRM platform will add value to your business and make operations easy.

Choosing a case management software can be tricky.

You don’t want to end up paying more than you need to. 

Define your key objectives for using a CRM tool.

Are you looking for a CRM software to generate new leads, improve communication with clients, track and enhance business revenues and operations, store sensitive documents … ?

There could be many other reasons.

List your priorities and then shortlist a CRM software that is made for your core requirements. 

Once that is sorted, there are a few other factors that still come into play. 


The whole purpose of using a law firm CRM solution is to increase efficiency and maximize your profits.

It shouldn’t burn a hole in your pocket. 

Vendor Reputation 

You will be establishing a long-term relationship with the vendor. 

Read their old customer’s testimonials and online reviews.

Reach out to them to understand if the product was useful and how the vendor support was. 


This might seem more like a feature, but the significance of integration can’t be ignored. 

The integration enables you to easily expand your functionalities without having to switch to new solutions. 

5 Best CRM For Law Firms

Let’s look at the five top CRM software for law firms that you must consider. 

1. EngageBay

EngageBay is flexible enough to suit the needs of a law firm.

This all-in-one tool offers a free CRM solution where users can easily store, update, and track their contacts database, documents, and pending tasks.


EngageBay has an excellent user-friendly user interface (UI) since it is designed for small business owners with no tech skills.

It can capture your leads from your website and prioritize them based on how well they respond to your emails or SMS, thanks to its AI-based predictive lead scoring.

It can automate all your email broadcasts, email and SMS responses, task management, and service workflows.

Main Claim

EngageBay aligns marketing, sales, and support teams around a single 360-degree view of your clients. 


  • Free to use forever
  • Pre-designed email and landing page templates that can be customized
  • Email sequences to convert more leads by following up with them in time
  • Inline and popup forms to capture leads from your website traffic
  • Free onboarding with an integrated dashboard
  • Automation for executing tasks and sending out alerts/updates


  • Not law firm-specific
  • Can add more integrations

2. HubSpot

HubSpot offers a free CRM that helps you scale your legal business by standardizing your workflow and automating repetitive tasks.

Hubspot CRM for law firms

Its main purpose is to help companies generate more leads and nurture them by automating various marketing activities. 

Main Claim

On its dashboard, Hubspot gives you an up-to-the-minute view of your entire sales pipeline


  • Includes marketing, sales, and service hubs all connected together 
  • Works as an easy point of entry for law firms that have never used a CRM
  • Has a thriving community of users that provide active and reliable support
  • Built-in analytics and reporting solutions with insights into various activities


  • No law firm-specific functionality
  • Best suited for smaller law firms
  • Need to pay a monthly fee to access premium tools like Sequences and Prospects

3. Insightly

Insightly CRM allows you to spend time on building relationships rather than focusing on data entry.

Its key capabilities include lead routing, bulk email management, and building complex workflow automation. 

Inisghtly case management software

It can link your existing database to map and better understand complex customer relationships.

With business intelligence features, you can create beautiful data visualizations to discover insights that align with your business or service goals. 

Main Claim

This CRM can help build personalized brand experiences by reaching out to potential clients at the right time with the right message. 


  • Tracks lead information with activity timeline of marketing campaign source, phone calls, emails, etc. 
  • Builds and employs customized apps 
  • Captures and manages any dataset of leads
  • Provides a personalized dashboard to track essential metrics
  • Supports two-factor authorization and encryption of data in transit and at rest


  • Troubled integration with third-party apps
  • Not law-firm specific
  • Some users consider it expensive for its features

4. SugarCRM

SugarCRM provides enterprise-class CRM tools for deployment on-premises.

This can be of use to large law firms. 

SugarCRM marketing automation tool

It aims to improve collaborations among teams and with clients.

The solution offers a powerful reporting tool that can give you a chart view for 1,000 different metrics.

Besides, it helps create business processes that combine human tasks with automated aspects of the workflow.

Main Claim

SugarCRM is a perfect solution for legal companies looking for maximum flexibility in customization. 


  • A cost-effective solution as compared to other enterprise law firm CRM solutions
  • A highly versatile reporting system that helps with smart decision making
  • Easily scalable for adding new users and new modules
  • Highly customizable web interface
  • Offers a rich, intuitive, and easy-to-use interface


  • Not the best option for small- or- medium-sized law firms
  • Some users complained about its slow loading speed
  • Has a steep learning curve

5. Keap (Infusionsoft)

Keap aims to increase your sales by combining the functionality of CRM, marketing, and sales automation into a single platform.

Keap-CRM system

Offering high-end solutions, Keap makes it easy to migrate from your existing platforms that include ActiveCampaign, AWeber, ConstantContact, HubSpot, MailChimp, and Ontraport.

This law firm CRM tool was formerly known as Infusionsoft. It helps automate the whole process of capturing and converting leads by providing personalized experiences. 

Main Claim

Keap integrates with 2,500+ applications to help you manage your business in one place. 


  • Offers call support and has built-in guides on its platform for easy training 
  • Provides robust email tools to automate follow-up and close more deals
  • Powerful marketing automation tools that include A/B testing and lead scoring
  • Has an active community of hundreds of thousands of entrepreneurs


  • Has a steep learning curve
  • Has a bit messy user interface
  • Can be expensive for a small law firm

Which CRM Suits Your Law Firm the Best?

Using a law firm CRM software, you can easily streamline all your legal service tasks.

These can be related to storing mountains of paperwork in one secure cloud space, coordinate with legal assistants and clients, and tracking your contacts for any new information. 

EngageBay is the best free CRM solution for your legal firm, especially if you have just started your business. 

It enhances team communication and ensures that all your clients receive important updates on time, with minimal effort on your part.

This CRM software is also free forever.

Also, upgrading for advanced features costs only a tiny fraction compared to most other tools with a range of features to match.

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