Implementation
From signed order to live firm, week by week
The plan runs two to four weeks. Here is exactly what happens in that time, what we need from you, and what we take off your plate. Historic archives follow on a schedule that suits you, without holding up go-live.
The plan
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Week 1
Kickoff and configuration
A working session with the partner sponsor, the office administrator, and whoever owns billing. We set up the firm: practice areas, matter numbering, folder template, roles, rate tables, billing frequencies, and trust accounts. You leave the session with a configured environment at
yourfirm.lexsense.ai.We need: your current folder structure, a rate sheet, and a list of users with roles.
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Week 2
Sign-in and people
Microsoft 365 single sign-on is connected if you use it; otherwise accounts are created with two-factor sign-in and, for those who want it, hardware keys. Every user is enrolled; the foundation training modules are assigned automatically the moment their account exists.
We need: a Microsoft 365 administrator for a fifteen-minute consent step, or nothing at all.
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Weeks 2–3
Migration of active matters
Documents come across with their folder structure and dates intact, from network drives, a document-management export, or a cloud drive. Clients, contacts, and matters load from spreadsheets. Open balances and trust balances are entered as opening entries so billing starts clean on day one.
We need: read access to the source, and a spreadsheet of active matters if you have one. If you don’t, we build it from the folders.
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Week 3–4
Billing setup and dry run
Carrier and client profiles are configured with their rates, billing guidelines, and e-billing platform details. We run a dry billing cycle on real matters: time entries, a pre-submission scrub, a test invoice, and, for panel counsel, a test submission once the carrier has enrolled you.
We need: one billing person for two hours and your last month of invoices as the comparison.
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Go-live
Switch on, with someone in the room
A named LexSense implementation lead is available all day on the first day and on call for the first two weeks. New work opens in LexSense; the old system goes read-only. The Word and Excel add-in and the desktop Companion are rolled out to each workstation.
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After
Archives and tuning
Closed matters migrate in batches on your schedule and land at the archive storage rate, still instantly searchable. We review what the firm actually uses after thirty days and adjust roles, templates, and checklists to match.
What we migrate
| Documents | Native files with folder structure, creation and modification dates, and version history where the source keeps one. Text recognition runs on scanned files so everything is searchable. |
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| Matters, clients, contacts | From a spreadsheet, a report from your current system, or reconstructed from your folder tree. |
| Deadlines and court dates | Entered per matter during migration, or computed from the practice-area workspace once the key dates are in. |
| Billing | Rate tables, client and carrier profiles, open invoice balances, and trust balances as opening entries. Prior invoices are archived as documents on the matter. |
| Each matter gets its own address on go-live; historic email is attached as documents where the firm wants it. |
Who shows up
From LexSense
One named implementation lead who runs every session, does the migration, and stays through the first two weeks after go-live. Security and infrastructure questions go to the engineer who built the environment.
From your firm
A partner sponsor for decisions, an administrator as the day-to-day contact, and a billing owner for the dry run. We plan for under ten hours of your time across the whole project.
Training built into the platform
Training is built into LexSense, not scheduled around it. Twelve short modules, each with a quiz and a certificate, are assigned by role; the foundation set lands on every new account automatically, and administrators see who has finished what. A help center and a plain-English glossary answer the rest.
- Getting started: signing in, two-factor, finding your way
- Matters: opening, assigning, and keeping them current
- Documents: uploading, versions, Word and Excel, sharing
- The defense workspace and practice-area clocks
- Recording time and expenses
- Invoicing and carrier e-billing
- Trust accounting and reconciliation
- Payments and the client portal
- Reports
- Administration: people, roles, and security
- Administration: firm setup and templates
- Working with the AI