How to Use PCLaw in the Cloud in 2024

PCLaw, a powerful and comprehensive practice management and accounting software application, has proven itself to be an invaluable resource for law firms throughout North America. It effectively enables law firms to streamline various operations such as client management, case coordination, billing, and accounting, thus enhancing overall efficiency.

With the modern business world increasingly leaning towards remote work, many law firms are contemplating ways to alleviate the burden of cost and complexity associated with the upkeep of in-house servers. They’re aiming to empower their teams with the ability to work seamlessly from anywhere, eliminating geographical constraints and fostering a better work-life balance.

This emerging trend has ignited a surge in interest in harnessing the power of cloud technology.

This comprehensive guide to utilizing PCLaw in the cloud is designed for anyone currently using or considering using PCLaw and wishes to explore its cloud-based potential.

The guide is relevant to:

In this ultimate guide to PCLaw cloud hosting and the process of migrating PCLaw to the cloud, we will guide you through every step you need to evaluate and implement PCLaw in a cloud environment.

If your firm is already well-versed with PCLaw, please feel free to jump ahead. However, if you’re new to PCLaw or contemplating its use for your firm, here’s a quick rundown.

PCLaw, a product from PCLaw|Time Matters, is a seasoned law practice management and legal accounting software. PCLaw operates as server/desktop-based software, implying that it can be run on-premises, on your firm’s in-house servers, or hosted in a Private Cloud (which we will discuss soon).

In broad strokes, the PCLaw software suite offers:

PCLaw is recognized for its lightweight practice management capabilities (management of clients, cases, contacts, and scheduling), coupled with robust accounting features (including business and trust accounting).

The relatively straightforward implementation process of PCLaw makes it an ideal choice for law firms needing a quick start with billing and accounting.

One of the standout features of PCLaw is the convenience it offers its users by eliminating the need to set up and manage separate accounting software.

PCLaw is ideally suited for law firms seeking extensive accounting features and a more streamlined case management system. It’s also perfect for those who need a quick and efficient setup or those already using Time Matters for their case and document management needs.

Cloud technology can provide an array of advantages to small and mid-sized law firms, which we’ll detail shortly.

However, some firms, while seeking the dependability, security, and mobility offered by the cloud, may incorrectly believe that these perks can only be attained by giving up their current software and transitioning to a web-based application.

PCLaw has extended its functionality with a mobile app, named PCLaw Go. This app allows users to input billable hours and carry out routine tasks using their iPhone or Android smartphones. While this doesn’t automatically transform your PCLaw to a cloud-based software, it does hint at its potential for flexibility (we’ll delve deeper into this shortly).

PCLaw is great. And it’s even better in the cloud.

For most law firms, life is simply better in the cloud; and PCLaw is no exception. You can run PCLaw in the cloud, and before we explain exactly how PCLaw cloud hosting works, I’ll take a moment to explain why, in most cases, PCLaw is better in the cloud.

Related Video:

Why You’re Struggling to Work from Home

PCLaw is a server-based software designed to be operated on a dedicated server.

This requires law firms to purchase, manage, and maintain their own servers to host the software, a setup that has remained the same since PCLaw’s inception.

In contrast, cloud-based software allows users to access it via the internet, using a browser and without the need for server upkeep.

So, how can we convert PCLaw into a cloud app? Let’s explore.

The most straightforward method is to transfer PCLaw to a simple cloud platform such as Practice Go. This service allows you to execute PCLaw in the cloud as a web application, thereby eliminating the necessity of server ownership.

However, this approach may not always be the most suitable solution, and here’s why…

If your law firm solely relies on PCLaw or similar single software, this cloud platform would be suitable. But, if your firm needs to operate additional software like Time Matters for document management, you’ll require different strategies for each system or software.

Instead, you might prefer a more comprehensive solution, such as using a Private Cloud or Virtual Desktop. These options could provide a more effective solution for your firm.

For more insights on these alternatives, keep reading!

Now that we’ve delved into the reasons why PCLaw is superior when used in the cloud, let’s discuss how exactly it functions in this environment.

But before we jump into that, let’s briefly differentiate between cloud-based (or web-based) software and desktop/server-based software.

In the era before cloud computing became prevalent, the majority of software worldwide, including practice management tools like PCLaw, was installed and operated from the firm’s on-site servers and accessed through the desktop computers of each employee. The “engine” or core elements of the software, including the database, resided on the server. This necessitated the presence of a server to run premise-based software like PCLaw.

In other words, the ownership and maintenance of a server became an essential prerequisite for using such software. Managing servers and in-house IT was seen as a necessary burden to bear for law firms wishing to utilize law firm management software.

This was simply the status quo.

However, things have changed today. We now have a technology known as a Private Cloud. A Private Cloud is a hosted, managed IT platform that fulfills the same role as a server or even exceeds it. It hosts a law firm’s legal applications, documents, emails, and more while offering superior mobility, reliability, and security.

Server-based software like PCLaw still requires a server — that’s a constant. However, in the case of a private cloud, the private cloud effectively becomes the server.

To be more specific, a typical law firm private cloud for PCLaw will often include:

Private Clouds are so-called because every law firm (called a “tenant,” in cloud computing parlance), has their own segregated, dedicated working environment.

In most cases, that means:

For those unfamiliar with these technologies, the practical upshot is that your law firm has its own private, secure space for its software, documents, and data, distinct from other law firms. This brings an extra layer of data security and privacy for your firm.

That’s the “back-end” of running PCLaw in the cloud. You and your team will interact with the Private Cloud via what’s known as a Virtual Desktop.

We’ve covered the benefits of running PCLaw in the cloud, and how a Private Cloud is a means to that end. But what does working in a Private Cloud look like? How does each person in your firm use it?

The answer is: a Virtual Desktop.

A Virtual Desktop is a desktop, like the Windows or Apple desktop you log into and use at home and work, that is hosted in the cloud, and that you can access anytime, anywhere. Typically, your Virtual Desktop will have the software that you need every day, like Microsoft Word, Excel, Outlook, along with your law practice management software, accounting software, even your document management software.

The Virtual Desktop makes your law firm’s software, which is otherwise only available from your work computer or while connected to your office’s servers, available from any computer in the world.

Virtual Desktop solutions are sometimes also referred to as “Desktop-as-a-Service,” or DaaS (analogous to “Software-as-a-Service, or SaaS).

Under a conventional computing setup, your primary legal software resides directly on your physical, local desktop – typically the workstation or laptop you utilize in your office setting. In this traditional arrangement, all operations are locally executed, with each application installed on your personal machine.

However, in a Virtual Desktop setting, it’s a different scenario. This environment usually features very few, if any, applications installed directly on your local computer.

Frequently, the sole icon you’ll find on your local desktop is a shortcut that directs you to log into your Virtual Desktop.

In a conventional computing environment, your core law firm software is installed on your local, physical desktop. This means your workstation or laptop that you use at the office houses all your programs. Everything runs locally in this traditional model, with applications installed directly on your individual computer.

A Virtual Desktop presents a different setup. In a Virtual Desktop environment, few to zero applications are actually installed on your local computer. Often, the only thing present on your local desktop is a shortcut for logging into your Virtual Desktop.

Upon logging into your Virtual Desktop, you, or any member of your team, will gain access to all of your law firm’s software, documents, and data.

This includes:

This setup allows your entire firm to access PCLaw and all your applications, documents, and data from anywhere, using any device.

Furthermore, Virtual Desktops negate the need to install, update, and maintain each of your applications on every computer within your firm. Instead, your Cloud Service Provider takes on the responsibility of keeping all your software updated, leading to more efficient, trouble-free operations.

This approach provides an additional layer of convenience, as it centralizes the management of your software resources and relieves you of the responsibility altogether.

Related:

Virtual Desktops bring many advantages to law firms. Specifically, Virtual Desktops are likely the best technology route in any of the following scenarios.

We’ll cover selecting the right Virtual Desktop provider, and doing your due diligence, shortly.

For an example of working in a Virtual Desktop, watch our demonstration of Uptime Practice.

Understanding the mechanics of PCLaw in the Cloud, the benefits it offers, and the functions it can perform is only the beginning. The next logical step is to delve into how to transition PCLaw to the Cloud.

This process is typically overseen by your selected Cloud Service Provider. However, it could also be carried out by a combination of IT consultants, software consultants, and cloud hosting providers.

Let’s break it down into step-by-step procedures to provide a clearer understanding of the process.

Like any well-executed project, your PCLaw cloud migration should commence with a single point of contact. Your project manager (referred to as the Onboarding Manager at Uptime Legal) should lay the groundwork by establishing clear expectations and communicating the forthcoming steps.

The Onboarding Manager should delineate specific timelines, expectations, and what is needed from you. This eliminates any uncertainties about the journey ahead.

While a competent cloud service provider will have a well-defined and documented onboarding process, no two law firms are the same, making the process far from a cookie-cutter one.

An effective PCLaw cloud migration process should commence with a thorough exploration and assessment of the firm’s existing environment.

This includes:

Following the discovery phase, your PCLaw hosting provider will initiate the construction of your private cloud environment. A provider worth their salt will have a distinguished process in place, enabling them to construct your private cloud efficiently.

The Onboarding Manager and the engineering team will install your software, provision your email accounts, and essentially establish the “shell” of your comprehensive IT platform.

This phase includes:

Next, your PCLaw cloud provider will start the process of gathering your data from current locations. Every component of your firm’s technology will be transitioned over, piece-by-piece.

The physical transfer should be seamless as all data is securely transported to the new cloud platform. The Onboarding Manager and their team should extensively test every application (once data has been imported), as well as test computers and peripherals.

The PCLaw hosting provider should also demonstrate flexibility in scheduling the cutover, possibly executing it overnight or during the weekend to ensure that the entire process takes no more than a day, leading to minimal or no downtime for users.

A quality PCLaw hosting provider understands the importance of making a good first impression because the success of employee adoption hinges on a reliable, user-friendly system right from Day One.

Your cloud provider should have a comprehensive plan for training your entire staff and offer an extra layer of support as required. The Onboarding Manager, who oversees the migration, should be at your side: assisting with training and tying up loose ends.

Apart from the functional, reliability, security, and mobility advantages of PCLaw cloud hosting, let’s also consider the financial rationale for migrating PCLaw to the cloud.

Operating PCLaw in-house, with on-premise servers, is a surprisingly costly endeavor. Purchasing servers is only the tip of the iceberg. The necessity to buy ancillary IT infrastructure like backup systems, battery backups, and more, also adds to the cost. You also need to hire a skilled IT consultant to set up the server and provide proactive management and maintenance.

It’s worth noting that these costs always seem to exceed expectations in any given year.

To gain a clear understanding of the financial implications of moving PCLaw to the cloud, it’s necessary to compare the costs of a Private Cloud solution with those of in-house, on-premise servers and IT services.

Watch the Video:

First, analyze all costs incurred each new server cycle (typically 3 to 5 years). That is: buying and implementing server infrastructure, and usually includes:

I recommend that, for each of these items above, you get pricing and record it in a spreadsheet. Add up the total costs (and make sure you’re not missing anything), and you’ll have a sense of the total up-front cost of another cycle of on-premise IT.

It’s crucial to recognize that the bulk of these costs are ultimately dictated by the software your law firm utilizes. How many servers do you need, and how powerful must they be? Will you require multiple, dedicated servers? Is there a need for VMWare virtualization?

These factors are ultimately determined by the software you use, particularly practice management and document management software, and the server requirements of these applications.

Use our Cloud Cost Calculator to tally up all relevant up-front costs for your firm.

Next, analyze costs incurred on an ongoing basis. Identify monthly recurring costs, as well as annual costs (renewals, maintenance), and determine your average monthly or annual recurring costs. For most law firms, these often include:

You should aggregate what you currently spend or anticipate spending on an ongoing basis. This should include consistent monthly expenses, such as a contract with a Managed IT Provider, as well as less predictable, sporadic costs, such as hourly IT support.

For the latter, if you’re uncertain about a reasonable budget, I recommend calculating an average based on the past two to three years of expenses.

Remember to consider costs that can be easily overlooked, like server replacement or unexpected failures, and the inevitable productivity loss during downtime. It’s easy to underestimate these potential costs, but they are a crucial part of understanding the true total cost of ownership when maintaining on-premise servers.

Add all of these up and determine your average monthly IT spend.

Finally, we need to identify and budget for some level of unplanned IT expenses. Proactive IT does significantly reduce the chances and impact of unforeseen IT problems, but over enough time they’re likely to occur nonetheless.

These unplanned costs may take the form of:

As you can see – some costs are fixed and predictable, others are wildly unpredictable (but should be budgeted or accounted for in some way.)

Finally, add up your up-front costs, monthly recurring costs and your budget for unplanned/unforeseen costs: And this is your Total Cost of Ownership for on-premise IT.

Now compare this Total Cost of Ownership to that of a Private Cloud.

We’ve already demonstrated that a Private Cloud is objectively better than in-house IT, in terms of reliability, security and mobility. But simply comparing the costs of in-house vs. cloud-based IT shows that Private Cloud is also more economical than in-house IT.

Private Cloud costs typically include:

Of note is that (with the right Private Cloud provider) these figures are inclusive of all technology that you would otherwise have to buy and maintain. On-premise IT (as we’ve illustrated above) is fraught with hidden and unpredictable costs.

Fully-managed Private Cloud costs are simple, clear and predictable.

Related:

PCLaw can be subscribed to in the form of a monthly Subscription-Based License (SBL), or purchased as a perpetual license along with an Annual Maintenance Plan (AMP).

If you use PCLaw, we recommend either acquiring it in its SBL model, or that your firm acquires (and renews) an AMP every year.

With SBL or an AMP, your firm is entitled to:

Now that you’ve grasped the functioning of PCLaw in the cloud and the benefits of transitioning PCLaw to the cloud for your law firm, let’s delve into the crucial task of performing due diligence.

Your firm has various options for facilitating the migration of PCLaw to the cloud. Regardless of the route your firm chooses, doing your research is fundamental.

A rising issue for law firms in recent years is that a growing number of entities, from small, local IT firms to generalized (non-legal-focused) cloud server providers, are venturing into this space and proclaiming, “Look, we now provide PCLaw cloud hosting too!” This poses a potential risk for law firms.

Here’s why.

Running and maintaining PCLaw in the cloud is not a job for the untrained.

Specifically hosting PCLaw demands specialized configuration and in-depth software expertise. Thorough due diligence is vital when selecting a Private Cloud provider for your law firm.

Although this is a broad topic in its own right, here are some key areas to consider when evaluating potential hosting companies:

Related:

Once you’ve compiled a shortlist of potential PCLaw hosting providers, make sure to conduct thorough research on each company.

To access the Google reviews for a Private Cloud provider (or any business), if the company has a good reputation, you can simply conduct a Google search for that company. The reviews will appear in the search results sidebar.

For instance, here’s ours:

At Uptime Legal, we host PCLaw and other legal software for hundreds of law firms across North America.

Get in touch with our team to learn more about PCLaw in the cloud for your law firm.

Learn More about running PCLaw in the Cloud.