For legal professionals
Law firm CRM
Clients, matters and every call and meeting in one CRM on your own computer, set up for a law firm in one click, with meeting notes from your own templates and next steps as tasks.
A law firm CRM keeps every client, matter and conversation in one place, so anyone in the firm can see where a matter stands and what happens next. In PrimeTask one click sets the CRM up for a law firm, every call and meeting gets its own page with notes and next steps, and it's stored on your own computer.
Updated · Checked with PrimeTask 1.0.6 · PrimeTask Team
The problem
Client details sit in an address book, matters in a spreadsheet, meeting notes in a notebook and next steps in someone's head. When a client calls, nobody can see the whole picture.
Most CRMs are built for selling, so a firm spends its time translating leads and deals into clients and matters. This guide sets one up in your own words from the start.
What it uses
Five parts, one connected system
Each card opens its docs article in a new tab, for the detail behind the steps.
PrimeCRM Settings
The Legal practice setup, with Clients, Matters and your own words
Docs for PrimeCRM Settings (opens in a new tab)Activity Page
A page for every call and meeting, with notes, tasks and files
Docs for Activity Page (opens in a new tab)Note Templates
Meeting notes in your firm's shape, every time
Docs for Note Templates (opens in a new tab)Company Details
A corporate client's organisation, built in its org chart
Docs for Company Details (opens in a new tab)Contact Details
Each person, their history and who they report to
Docs for Contact Details (opens in a new tab)Step 1
Set the CRM up for a law firm
PrimeCRM Settings (opens in a new tab)Open Settings, expand PrimeCRM Settings and choose the Space. Under How do you use your CRM?, click Legal practice.
Companies become Clients and opportunities Matters, on every screen of that Space. It also adds the client types Trust and Estate, and the connections Executor and Testator, Trustee and Beneficiary. Undo puts everything back.
Step 2
Add each client and the people you deal with
Contact details (opens in a new tab)Add a business client, then its people as contacts: the director, the in-house lawyer, the finance contact. Each person's page keeps their calls, meetings and tasks.
If most of your clients are people rather than businesses, open Terminology and call contacts Clients instead. Every screen follows.
Step 3
Open a matter for each piece of work
Opportunities (opens in a new tab)Add each piece of work as a matter on its client, on the Matters board. Rename the board's stages to the way your matters run, such as Instructed, In progress and Completed, and drag a matter along as it moves.
Its calls, files and next steps then gather on the matter.
Step 4
Give every call and meeting its own page
Activity Page (opens in a new tab)Click Log Activity on the client's page after a call or meeting. Click the activity to open its page: notes in tabs made for the type, such as a meeting's Notes and Agenda, the people who were there, its matter and its files.
Type @ in the notes to mention a client or a contact.
Step 5
Take notes from your firm's template
Note Templates (opens in a new tab)On a meeting's Notes, click Template. The built-in one starts with Discussion, Decisions and Next meeting.
Write a first consultation the way your firm likes it, then choose Save as template… and offer it on meetings. Everyone in the Space finds it in their Template menu.
Step 6
Turn what was agreed into tasks
Next steps as tasks (opens in a new tab)On the activity's page, type a next step in Link or create a task..., such as Send engagement letter fri !high, and press Enter. The task carries the meeting's client and contacts, with its date and priority.
On a meeting, point at an action item and click Make a task. Tasks from an activity on a matter join the matter's Next steps too.
Step 7
Map a corporate client's organisation
Company details (opens in a new tab)On the client's page, click Org chart beside Add Relation. Click a company and type under Add under to build the structure, such as a group, its divisions and their branches.
Switch to People to see who reports to whom, and drag someone to change it.
The checklist
The whole list
| A law firm says | PrimeTask's built-in word | Where you see it |
|---|---|---|
| Client | Company | Client pages, lists, search, reports |
| Contact | Contact | Each person at a client |
| Matter | Opportunity | The Matters board and each matter's page |
| Trust, Estate | Company type | A client's type, added by Legal practice |
For every new client:
- The client, with each person you deal with as a contact
- A matter for each piece of work, on the board
- The first meeting logged, with notes from your consultation template
- Every next step as a task with a date
- Documents filed to the client and the matter
Variations
Make it yours
Three ways to change the setup to fit how you work.
Your whole firm on one CRM
Estates and trusts
A Space for each office or each confidential client
Reuse
Save it for next time
Set it up once, and start the next one from it.
Your consultation template
Questions
Common questions
A place for a firm's clients, the people at them, each matter and every call, meeting and email about it, so anyone in the firm can see where things stand and what happens next. It is about relationships and follow-up, not billing or court deadlines.
Yes. The Legal practice setup changes the words on every screen of a Space in one click, and Terminology lets you choose your own. Exports, imports and your AI agent keep the built-in words, so a file reads the same from every Space.
No. PrimeTask keeps clients, matters, notes, tasks and files. Billing, client money and conflict searches stay in the systems your firm uses for them.
On your own computer, in the Space you choose. It travels only if you sync that Space, through iCloud or a folder you pick, never through a PrimeTask server.
Yes. PrimeCRM, with clients, matters, activities and their pages, is part of Pro. The free trial includes it, so you can set your firm up before you buy.
Related
More setups like this
Other jobs, set up the same way.
How to organize legal case files
Every email, scan and PDF comes in through one folder, is filed to the client, the matter or the call it belongs to, and is found again by name, label or date.
Estate planning family tree
A client's family drawn as a tree across the generations, with every kind of parent and partner, the executors, trustees and beneficiaries, and the estate or trust they belong to, saved as a PDF for the file.
How to keep client information confidential
Client details kept on your own computer, locked when you step away, encrypted when you sync them with a password, and shared with an AI agent only as far as you allow.
Set this up with your own work.
The free trial runs for 14 days and includes Pro.