Plan Before You Migrate
The most common mistake firms make when switching case management software is rushing the migration. Before you begin, document your current workflows, identify which data needs to migrate, and set realistic timelines. Migration costs vary dramatically by vendor: some include free migration (inTrial Manage and Clio both offer this), while others charge significant fees — CasePeer typically runs $1,000-$8,000, Filevine charges $1,250-$25,000+ depending on data volume, and Litify implementations can cost $10,000-$250,000+ including migration and setup. inTrial Manage is notable for completing full data migrations in weeks with free onboarding support included. Assign a project lead within your firm — typically a tech-savvy attorney or operations manager — who can coordinate between your team and both the old and new vendors.
Audit and Clean Your Data
Migration is an opportunity to clean up years of accumulated data. Identify duplicate records, outdated contacts, and cases that no longer need active management. Cleaning your data before migration rather than after will save significant time and result in a cleaner starting point on your new platform. Export a complete backup from your current system before making any changes.
Run Systems in Parallel
Plan for a parallel operation period of at least two to four weeks where both your old and new systems are running simultaneously. This allows your team to gradually transition workflows without losing access to historical data. It also provides a safety net if unexpected issues arise during migration. The parallel period is inconvenient but dramatically reduces risk.
Invest in Proper Training
Under-investing in training is the second most common migration mistake. Even if the new platform is more intuitive than the old one, your team needs structured training on the new workflows. Schedule training sessions before the full transition, create quick-reference guides for common tasks, and designate internal champions who can support colleagues during the adjustment period.
Communicate the Timeline to Your Team
Set clear expectations with your entire firm about the migration timeline, what will change, and what support is available. Resistance to change is natural — acknowledge that there will be an adjustment period while emphasizing the benefits that motivated the switch. Regular check-ins during the first month can surface issues early before they become entrenched frustrations.
Verify Data Integrity After Migration
After migration, systematically verify that critical data transferred correctly. Spot-check active cases, verify that deadlines and calendar entries are accurate, confirm that document links work, and ensure that client contact information is complete. Don't assume everything transferred perfectly — invest the time to verify.