Technology for Entrepreneurs

July 23, 2021

If you are starting your law firm, you are likely overwhelmed with possibilities. You should take the time to explore multiple software and service options. I've spent some time trying out various software and services, but I've finally settled into the software that works best for me. Here's a list of my favorite technology for entrepreneurs. 

Website, Blog Host, & Social Media Scheduler: GoDaddy

I have used GoDaddy as my website manager and social media scheduler since the beginning. GoDaddy allows me to host my law firm's website and my personal blog's website under one login. It also allows me to connect the social media platforms for both businesses. I can create one post in GoDaddy, and it will publish to all of my social media accounts. GoDaddy also allows me to host and schedule my blog posts for both businesses. It even lets me send newsletters to my subscribers. I have found GoDaddy to be easy to use, all-encompassing, and a great asset for both of my businesses.  

Media Creator: Canva

I recently started using Canva for my media creations. I have been able to design downloads and ebooks for my law firm's website. I have also been able to create logos, banners, and other social media content. It has been a thrill to use Canva to create media magic. 

Case Management System: MyCase

There are so many options out there for your case management software. I have only ever used Clio and MyCase, but let me tell you, MyCase is a beast. It has so many features that I do not believe you get in other software (at least without paying extra). It is so easy to add new items, keep track of your time, and organize your cases. You can integrate your email so every client email is added into the case, you can text clients directly, and there is even a date calculator to quickly tabulate deadlines. In addition, you can sync MyCase with your calendar software so that the MyCase calendar appears on your iPhone calendar. You can easily make notes within the case, keep track of phone calls, sync invoices with QuickBooks, and sync documents with DropBox. 

Cloud Storage: DropBox

If you run your own law firm, having a cloud storage system is key. I love using DropBox because it is easy to use, accessible, and allows for a lot of storage. I can download the software and access it through my computer files (rather than only online). I can even access my documents in a phone application. I recently took on an intern, and it was easy for me to upgrade from the professional version to the team version of DropBox. This allows me to keep my personal files private, but add a user to team folders. 

Accounting Software: QuickBooks

You need to have some sort of accounting software if you run your own law firm. I decided to use QuickBooks because it is reputable and the software is easy to use. That being said, I cannot manage my books on my own. QuickBooks allows me to send my CPA a login link so she can update and manage my books without a problem. However, I also keep a budget spreadsheet, a personal income and expense spreadsheet, and a business income and expense spreadsheet. Every month, I make sure that the income and expense spreadsheets are reconciled with both QuickBooks and my bank accounts. I use my budget spreadsheet to estimate future expenses. 

Office Phone Number: SmartLine

GoDaddy gave me a year free of SmartLine when I signed up for its website hosting platform. I received an office phone number and was able to download the application onto my cellphone. Each time I needed to call from my "office phone," I could call through the application rather than using my personal cell number. And each time someone called my office phone, it would show up as a SmartLine call on my device. 

Answering Service: Alert Communications

I learned early on that I needed an answering service. Unfortunately, this is expensive, but it is well worth the price. I first used Ruby Receptionists because the State Bar of Texas offers its members a discount. They were great! They can also host your "office phone" and allow you to call out through its phone application. But, because I had already paid for SmartLine, I simply ported that number to my new Ruby Receptionist number. 

After about a year of using Ruby Receptionists, I decided I needed to explore cheaper options. I ended up switching to Alert Communications, and I love them just as much! There is no phone application, but it provides quality answering services and a 24/7 translation line free of charge. I found that pairing my SmartLine application with Alert Communications was cheaper and more efficient than using Ruby Receptionists. The only issue is that I can no longer call out from my "office phone" because I port that number to Alert Communications. To get around this issue, I used Google Voice to create a business cell phone number for myself. It works virtually the same way as SmartLine and it is free to use. This way, I can call out using my "business cell number" on the Google Voice application rather than using my personal cell phone number. 

Fax Number: eFax

Unfortunately, most government offices still require documents to be faxed or mailed (rather than emailed). For someone like me who does family law, I am constantly in touch with the Vital Statistics Unit and the Office of the Attorney General, so having a fax number is critical. I used eFax to create my own fax number, and it works pretty much like email. I go to the eFax website, log in, and can send/receive faxes via the client portal. If you don't like eFax, you can also use HelloFax. It's software that works exactly the same way as eFax but it is slightly cheaper. I got my fax number from eFax initially, so I'm not interested in switching to a different software unless it's significantly cheaper or more beneficial. 

Electronic Signature Platform: HelloSign

HelloSign is a software that integrates with DropBox. It allows you to send documents out for completion (i.e., text boxes, dates, initials, signatures, etc.). You can even send the document to multiple people and receive a finalized document once everyone has signed it. No more having to send the document to one individual at a time, and no more having multiple signature pages. It is also easy to upgrade to multiple users as you add interns or employees to your practice. 

Online Notary: Notarize

If you haven't heard of notarize.com, you definitely need to. It can be hard to find an easily accessible notary, especially in the age of COVID-19. On notarize.com, you can notarize a document online via webchat. You can easily send a request for clients to notarize a document and get the completed one when it is finished. The only downside is it costs $25 per transaction. It seems like a lot of money, but every time I have offered the software to my clients they decided the payment was worth the accessibility. Rather than having my clients try to figure out how to scan in a document, instead, a nice clean document is produced and delivered to me immediately. No more photos of crooked illegible documents. Just be sure that what you are notarizing can be notarized online. For instance, you can't use the service to notarize a will or it won't be valid. 

Scheduling Software: Calendly

If you are an attorney, scheduling software is a must. There are a lot of options out there, but I personally love Calendly the best. It allows me to have one "home page" I can send out with multiple events, such as consultations, client meetings, mediations, phone calls, etc. I embedded the home page link into my email signature for easy access, and I use the individual event links as needed. The software syncs with my calendar, so it knows when I am and am not available. It adds new events straight to my work calendar, and I can adjust the settings as needed. For instance, events can only be scheduled 2 or more days in advance, I need an hour buffer time in between events, I can only have a certain number of phone calls per day, etc. I highly recommend this software. 

This has been my list of favorite technologies for the entrepreneur. I hope this blog post can help you all in your practice. Thanks for reading!