News & Insights - Tech

5 Features that Drive the Cost of Case Management Software

Discover which tools your firm should invest in when purchasing new software.

Pricing for software can seem like a mystery to the average user, and case management software is no different. In fact, a quick search of the top case management software shows prices that range from $39 a month to $1000 a year. With such a large range, can we ever truly start to understand the cost of case management software? 

We believe that the key to discovering the price for case management software, and specifically, which pricing model suits your budget, is to identify the features that drive the costs of these systems. 

Here are the top five tools and capabilities you should ask about as you choose which software works best for your firm. 

Five features that influence the cost of case management software

1. Cloud-based vs. on-premises

One of the biggest decisions to make when choosing your case management software is if you want it to be hosted in the cloud or on-premises. “The cloud” can seem like an elusive term, but it’s just a way of storing all of your client data on servers that are accessed on web browsers. 

On-premises software is installed locally and can be accessed on your physical computer’s hard drive and servers. 

Many firms are drawn to cloud-based software because it can be accessed from anywhere and it offers faster speeds. Traditionally, the biggest benefit of on-premises is the security. People feel secure knowing they can physically see and touch their servers. 

But encryption has made cloud-based software secure as well, so the old belief that cloud-based case management software isn’t as safe as on-premises is now considered outdated.

When it comes to cost, you’ll see small differences between these options. There are equipment, installation, and service fees associated with on-premises, whereas cloud-based will include updates and remote support fees. 

2. Number of users or subscriptions

Many case management software providers base their pricing structure around the number of users who will access the system or the number of subscriptions. 

This isn’t such a big issue if you have a small team, but if your firm is larger, you’ll end up paying more or sharing user information, which can negatively affect the efficiency and even accuracy of your cases.

Thankfully, a few providers are rethinking this pricing structure and are now offering creative options that work for firms of all sizes, like charging per case. In paying per case, lawyers can pass the cost of case management software to clients because firms can tie their use of technology to specific cases and clients. 

Solutions like these give access to multiple users and save law firms money.

3. Annual or monthly payment terms

The most common payment terms for case management software are annual and monthly options. Like you see with other platform payment terms, annual payment options are often more expensive up front, but can include discounts and other benefits for committing to the year. 

Monthly payment terms don’t require as big of a payment to get started, and some people simply prefer monthly terms because it works for their billing cycles.

4. Basic tools

Sometimes, case management software providers offer a tiered approach to pricing, which means offering levels with different costs and different offerings. 

Some people select tiers based on the size of their firms or to meet specific business goals, but no matter which tier you choose, you want to make sure your case management software offers the basic tools that firms need. 

The basic tools of a good case management software include:

  • A dashboard to track important metrics like open cases, completed intake forms, etc. 
  • Accounting or banking tools that allow for online payments
  • Time tracking
  • Document management 
  • Mobile-friendly

5.  Advanced tools

If you want to supercharge your firm’s efficiency and client offerings, you can look at advanced tools. Advanced tools or add-ons will oftentimes mean a bigger investment, but depending on the number of cases you have, the size of your firm, and your business goals, that may be the best option.

Here are a few of the most popular tools to make your services more accessible for your clients:

CasePacer believes in transparent pricing and case management software that saves you and your clients time and money. If you’re interested in hearing more, reach out to us today!