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عالعربية

User manual

Legal Case Management

Every case with its hearings, deadlines, fees and documents in one file, so no hearing is missed, no appeal deadline slips and no fee claim is late.

You never miss a hearing or an appeal deadline, and you know at any moment what you owe your clients and what they owe you.

19 tasks 2 FAQs

What the system does

  • Clients and opponents
  • Conflict of interest check
  • Cases
  • Hearings
  • Deadlines and alerts
  • Hours, expenses and billing
  • Client trust funds
  • Privacy

Tasks

How do I open a new case (matter) file?

  1. Open the Law firm menu then select Matters.
  2. Click the Create Matter button.
  3. In the Matter details section, enter the Matter title, choose the Client, and specify their capacity (Plaintiff / complainant or Defendant / accused).
  4. Select the Type (civil, criminal, commercial, labor, etc.), the Court, the Case number at court, and the Score (first instance, appellate, cassation).
  5. In the Team and parties section, designate the Responsible lawyer, assign members to the Matter team, and add opposing parties.
  6. In the Fees section, select the Fee type (fixed lump-sum, hourly, percentage, or monthly retainer) and hourly billing rate.
  7. Click Save to open the matter file.
Screen
Law firm › Matters · Create
Permission needed
Law firm - Matters / Add

How do I perform a conflict of interest check before accepting a new client or matter?

  1. Enter the Law firm menu and select Conflict of interest check.
  2. Enter the Name, National ID / registration number, or Phone.
  3. Click the Inspection button.
  4. The system searches flexibly across diacritics and hamzas, displaying any potential match indicating whether the party is registered as a current client or appeared as an adversary in prior firm matters.
  5. If a match exists and a partner decides to accept the case by exception, the rationale must be documented in the Conflict of interest note field upon creating the matter.
Screen
Law firm › Conflict of interest check
Permission needed
Law firm - Conflict of interest check / View

How do I schedule a new court hearing and enable WhatsApp reminders for the client?

  1. Open the Hearings screen and click the Create Hearing button to open the hearing scheduling modal.
  2. Select the Matter and specify the Hearing date and When.
  3. Specify the Court, Courtroom / chamber, the Judge name, and write the Purpose of hearing.
  4. Enable the Send WhatsApp reminder to the client option to send an automated reminder with the hearing time and location (subject to prior consent and recorded phone number).
  5. Click Save to schedule the hearing.
Screen
Law firm › Hearings
Permission needed
Law firm - Hearings / Add

How do I record the hearing outcome and automatically schedule the next hearing?

  1. Access the Hearings screen and locate the held hearing (you can use the Hearings today tab).
  2. Click the Record outcome action next to the hearing to open the outcome modal.
  3. Change the status to Held or Postponed, and enter the court proceedings and decision in the Decision / outcome field.
  4. In the Next hearing date field, enter the upcoming date set by the judge.
  5. Click Save; the system automatically logs the current hearing outcome and creates a new card for the next hearing on the specified date.
Screen
Law firm › Hearings
Permission needed
Law firm - Hearings / Edit

How do I accurately calculate legal deadlines for appeals and submissions?

  1. Open the Deadlines page and click the Create Deadline button to open the entry modal.
  2. Select the Matter and specify the Type (appeal, pleading submission, fee payment, statute of limitations).
  3. Write the title of the Required action.
  4. Enter the Reported on date and statutory Period in days in the period calculator to compute the Last date for appeal automatically without mathematical errors.
  5. Designate the Person responsible to receive recurring alerts, then click Save.
Screen
Law firm › Deadlines
Permission needed
Law firm - Deadlines / Add

How does a lawyer record their billable hours on a matter?

  1. Go to Lawyer hours from the Law firm menu.
  2. Click the Create Time Entry button to open the log modal.
  3. Select the Matter and specify the Work date and number of Hours (ranging from 15 minutes up to a maximum of 24 hours per day).
  4. Provide a clear narrative of work performed in the Description field.
  5. The system automatically applies the agreed hourly rate from the matter file, calculates value, and checks the Billable flag.
  6. Click Save to post the hours to the matter file.
Screen
Law firm › Lawyer Hours
Permission needed
Law firm - Lawyer hours / Add

How do I record case expenses and court fees paid by the firm on behalf of the matter?

  1. Open the Matter expenses screen and click the Create Expense button to open the expense modal.
  2. Select the Matter, set the Date, and choose the Type (court fees, translation, expert fees, notary, transport, etc.).
  3. Enter the Description and specify the Amount.
  4. Enable the Charge to client option if these fees will be reimbursed by the client and included non-taxable on their subsequent invoice.
  5. Click Save.
Screen
Law firm › Matter Expenses
Permission needed
Law firm - Matter expenses / Add

How do I issue a fee and expense invoice to the client?

  1. Open the Fee invoices screen and click the Create invoice button (or select Bill client from the matter file).
  2. Select the Client and choose a specific matter or All client matters.
  3. Select inclusion options: unbilled Lawyer hours, Billable expenses, and you can append Additional fee lines such as a lump-sum fee installment.
  4. Set the Due date and click Save to generate the draft invoice and lock the included hours and expenses.
  5. Review the draft and click the Issue action to make the invoice officially issued as a formal client receivable.
Screen
Law firm › Fee Invoices
Permission needed
Law firm - Fee invoices / Issue invoice

How do I settle a fee invoice by deducting from client trust account funds?

  1. Open the issued invoice from the Fee invoices screen.
  2. Click the Pay from trust action button.
  3. The system displays available trust account balance for the client to verify sufficiency.
  4. Enter the amount to deduct and click Confirm; a payment voucher is recorded against the invoice, and an automated trust withdrawal entry is logged without exceeding available funds.
Screen
Law firm › Fee Invoices · View
Permission needed
Law firm - Fee invoices / Record payment

How do I void an issued fee invoice to recalculate hours?

  1. Go to the Fee invoices screen and open the relevant invoice.
  2. Click the Cancel option from the actions menu.
  3. The system requires that no payments have been collected against the invoice; upon voiding, the invoice status changes to Void and all associated hours and expenses are released to become billable once again.
Screen
Law firm › Fee Invoices · View
Permission needed
Law firm - Fee invoices / Void invoice

How do I deposit funds into a client trust account?

  1. Open the Law firm menu and select Client trust accounts.
  2. Click the Deposit to trust button to open the deposit modal.
  3. Select the Client and link the entry to the relevant Matter.
  4. Enter the Amount, Date, Reference number (e.g. transfer or check number), and write a Note explaining the deposit reason (e.g., expert fees deposit or bail).
  5. Click Save; the amount is immediately credited to the client's trust balance which cannot go below zero.
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Law firm › Client Trust Accounts
Permission needed
Law firm - Client trust / Deposit to trust

How do I withdraw or refund remaining trust funds to a client?

  1. From the Client trust accounts screen, click the Withdraw or refund from trust button to open the transaction modal.
  2. Select the Client and matter, and specify the entry type as Refund to client or Withdrawal.
  3. Enter the amount, date, and reference.
  4. The system validates that requested funds do not exceed actual available client balance, then deducts the funds and logs the record.
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Law firm › Client Trust Accounts
Permission needed
Law firm - Client trust / Withdraw or refund from trust

How do I register a power of attorney and track its expiration date?

  1. Open the Proxies page from the Law firm menu.
  2. Click the Create Proxy button to open the registration modal.
  3. Select the Client, enter the Power of attorney number, specify the Type (general or special), and the Certifying authority (Notary public).
  4. Enter the Issue date and End date, and designate the Responsible for follow-up.
  5. Click Save; the system will automatically alert the responsible lawyer 60 days before the power of attorney expires.
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Law firm › Powers Of Attorney
Permission needed
Law firm - Powers of attorney / Add

How do I upload pleadings, briefs, and evidence to the matter file securely?

  1. Open the matter file and go to the Files tab, or access the matter details screen.
  2. Click the Upload file button.
  3. Enter the Address (title) and select the Type (pleading / brief, judgment / decree, evidence, correspondence, or power of attorney).
  4. Upload the document file (PDF, Word, or image up to 25 MB).
  5. Click Save; the file is stored in an encrypted vault accessible only to authorized matter team members, with access audit logging.
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Law firm › Matters · View
Permission needed
Law firm - Matter files / Add

How do I add a new client and record their messaging consent?

  1. Open the Clients screen and click the Create Client button to open the client modal.
  2. Specify the Type (Individual or Company / organization), and enter the Name and National ID or Commercial registration number.
  3. Enter the Phone, Email, and Address.
  4. Enable the Agreed to receive WhatsApp messages option to allow automated hearing and deadline alerts.
  5. Click Save.
Screen
Law firm › Clients
Permission needed
Law firm - Clients / Add

How do I assign legal tasks to team members and track their completion?

  1. Go to the Tasks screen and click the Create Task button to open the task modal.
  2. Select the Matter, write the Job title, designate the Owner lawyer, set the due date, and assign Priority.
  3. Click Save.
  4. The lawyer can view their assigned tasks from the My jobs tab and click Mark as completed once done.
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Law firm › Tasks
Permission needed
Law firm - Tasks / Add

How do I monitor overdue matters and critical tasks from the firm dashboard?

  1. Access the Firm dashboard from the system menu.
  2. Review real-time widget metrics: Open matters, Hearings today, Remaining hearings this week, Deadlines within 14 days, and Powers of attorney expiring within 60 days.
  3. Click on any widget card to navigate directly to due records and take necessary legal actions before deadlines lapse.
Screen
Law firm › Firm dashboard
Permission needed
Law firm - Matters / View

How do I generate lawyer performance and matter aging reports?

  1. Open the Law firm menu and select Reports.
  2. Navigate between available tabs: By lawyer to track matter counts, hearings, and completed hours per attorney; By court; and Matter ageing to filter cases exceeding one year.
  3. You can review unbilled work hours to expedite issuing client billing statements.
Screen
Law firm › Reports
Permission needed
Law firm - Reports / View

How do I set default hourly rates and firm settings?

  1. Go to Firm settings from the menu.
  2. Set the default lawyer hourly rate used when no matter-specific override is defined.
  3. Adjust lead times for hearing notifications and power of attorney expirations.
  4. Click Save to store general law firm settings.
Screen
Law firm › Firm settings
Permission needed
Law firm - Settings / Edit

Frequently asked questions

Why does the system refuse to close or conclude a matter?
  1. Inspect the matter's hearings table; the system strictly blocks closing any matter that contains future hearings in Scheduled status.
  2. You must first open those hearings and record their outcome or cancel them if the dispute has been resolved.
  3. Once the matter is clear of any pending hearings, you can change its status to Won, Lost, Settled, or Closed.
Screen
Law firm › Matters · Edit
Permission needed
Law firm - Matters / Edit
Why can't I edit or delete a mistakenly recorded trust entry?
  1. To preserve financial governance standards and client trust integrity, trust account entries in the ledger can never be edited or deleted.
  2. To rectify any error in a trust entry, click the Reverse entry button next to the entry on the Client trust accounts screen.
  3. The system automatically creates a counter-entry of identical value cross-referencing the original transaction, keeping the audit trail intact.
Screen
Law firm › Client Trust Accounts
Permission needed
Law firm - Client trust / Reverse trust entry

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