How to Use Tabs3 in the Cloud in 2024

Tabs3 and PracticeMaster have stood the test of time as robust practice management, billing, and accounting platforms for law firms. Numerous firms in North America utilize Tabs3 and/or PracticeMaster for managing clients, handling matters, storing documents, and accounting.

However, as premise-based software, there are significant limitations and burdens that accompany this tool. Considering this, it is becoming increasingly popular for firms to consider alternatives to running software that they know and love.

This is where the cloud comes in.

This comprehensive guide is designed for individuals and organizations that currently use Tabs3 or PracticeMaster, or have plans to do so, and want to explore running them in the Cloud.

Some of the people expected to benefit from this guide are:

(We’ll explain the difference and relationship between the Tabs3 and PracticeMaster products.)

Whether you are using Tabs3, PracticeMaster, or both, this ultimate guide will cover all the essential aspects of moving your practice management, billing, and accounting systems to a cloud-based environment.

For those who already know and use Tabs3 and PracticeMaster, please feel free to skip this section. If you’re new to Tabs3, considering it for your firm, or want a refresher on what this software provides, let’s go over our brief overview.

Tabs3 and PracticeMaster are long-standing law firm practice management and legal billing/accounting software, respectively.

Tabs3 and PracticeMaster are traditionally server/desktop-based applications, allowing users to run them on-premise, utilizing their law firm’s in-house servers, or hosted in a Private Cloud environment.

Tabs3 and PracticeMaster, by Software Technology Inc. (STI), are collectively a suite of law practice management and accounting software. While Tabs3 and PracticeMaster are capable of functioning as independent applications, they are often acquired and utilized in tandem.

With this considered, we will reference the pair of applications as “Tabs3 and PracticeMaster” due to their frequent implementation as a cohesive unit.

At a high level and in collaboration with each other, the Tabs3 + PracticeMaster suite provides:

Tabs3 and PracticeMaster are commonly understood to be strong management, billing, and accounting platforms for law practices.

Tabs3 and PracticeMaster are particularly well-suited for law firms that require a comprehensive solution to handle both billing and accounting, including trust accounting, in addition to sophisticated client and case management. The integrated suite offered by Tabs3 and PracticeMaster allows law firms to effectively manage both front-office and back-office functions within a single platform.

This eliminates the need for separate software to manage practice operations and accounting, streamlining processes and improving efficiency.

The cloud is very useful for numerous reasons, which we’ll identify shortly, and is especially beneficial for small to midsize law firms.

With that being considered, some law firms seeking the reliability, security, and mobility of the cloud assume that the only way to achieve these benefits is to abandon the premise-based software that they know and love in order to move to a web-based software application.

This is not the case.

Compared to many web-based law practice management applications, it is true that Tabs3 stands out as a robust and fully developed software solution. Tabs3 offers comprehensive practice management and accounting features that surpass the capabilities of numerous web-based alternatives available today.

Remember that while web-based applications can offer convenience and accessibility, they may sometimes have limitations in terms of functionality and depth of features.

Tabs3, on the other hand, provides a robust set of tools that cater to the complex requirements of law firms.

We’ve witnessed more than a few law firms move from robust applications, like Tabs3, to a web-based alternative… only to be disappointed and eventually switch back because their needs and expectations were not met.

We understand that the cloud is amazing (because it is). However, let’s stop the pattern here.

The good news is that you can keep the software you’re committed to and enjoy the benefits of the cloud through a Tabs3 hosting solution that places your premise-based software in the cloud, so you have the best of both options.

Tabs3 is great, yet it’s even better in the cloud.

Most law firms find that when they transfer operations to the cloud, they have a much better workflow and overall office contentment rises.

Utilizing Tabs3 in the cloud is no exception to this pattern.

With some help, you can run Tabs3 in the cloud and reap the benefits that other firms have found by switching to this interface.

Allow me to explain why Tabs3 in the cloud is significantly better than the dated, on-premise operations, and then we’ll cover exactly how you can move Tabs3 to the cloud.

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Tabs3 is fundamentally premise-based software.

That means, by default, it’s designed to run on a server, typically within a law firm’s office.  Compare this to cloud-based software that was designed to run in a web browser.

You can, however, still run Tabs3 in the cloud, as a cloud app.  There are a few different ways to accomplish this, as we’ll cover next.

A straightforward approach to moving Tabs3 to the cloud is by utilizing a cloud platform like Practice Go. With this solution, Tabs3 can be run as a published application or web application, essentially transforming it into a web app.

This option is suitable when a law firm primarily requires Tabs3 to be hosted in the cloud and already has a cloud strategy in place for their other systems and software. It provides a seamless cloud experience for Tabs3 while leveraging the firm’s existing cloud infrastructure.

However, if the law firm is seeking a more comprehensive cloud solution, they may consider evaluating Private Cloud or Virtual Desktop solutions. These options provide a more holistic approach to cloud adoption, allowing for the hosting and management of multiple applications and systems in the cloud environment.

This broader cloud strategy can offer enhanced flexibility, scalability, and centralization of IT resources for the law firm.

Now that we’ve covered why Tabs3 is better in the cloud, let’s talk about how exactly Tabs3 in the cloud works. To do that, let’s first take a short step back and describe the difference between cloud-based (web-based) software and desktop/server-based software.

Before cloud computing was mainstream, most software in the world (including practice management software such as Tabs3) was installed on the firm’s on-premise server, and ran from each of the employee’s desktop computers. The software’s “engine,” or core components (including the database) lived on the server. All of this meant that using this software, such as Tabs3, necessitated a server.

Previously, owning and maintaining a server was a fundamental requirement to use law firm management software like Tabs3 and PracticeMaster. Law firms had to invest in and manage their own servers and in-house IT infrastructure in order to run these software applications. Owning a server was considered a necessary evil, as it was understood as a prerequisite for utilizing the software.

And that’s simply the way it was.

Until today.

Today, we utilize a technology called a Private Cloud.

A private cloud is a hosted, managed IT platform that provides the same (or better) function that a server would; it hosts a law firm’s legal applications, documents, email, and more, while providing greater mobility, reliability, and security.

On-premise software like Tabs3 requires a server – that hasn’t changed. In the case of a private cloud, the private cloud acts as the server.

To  further elaborate, a typical law firm private cloud for Tabs3 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:

If you’re not familiar with these technologies:

What it amounts to is that separate from other law firms, your law firm has its own private space for its software, documents, and data to give your firm an added level of data security and privacy.

Related:

That’s the “back-end” of running Tabs3 in the cloud. On the front end, you and your team will interact with the Private Cloud through a Virtual Desktop.

We’ve covered the benefits of running Tabs3 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 will each person in your firm use it?

The answer is: a Virtual Desktop.

A Virtual Desktop is essentially a cloud-hosted desktop environment that mirrors the familiar desktop experience you are accustomed to using on your Windows or Apple desktop at home or work. It provides you with anytime, anywhere access to your desktop, allowing you to work seamlessly from various devices.

With a Virtual Desktop, you have access to essential software applications such as Microsoft Word, Excel, Outlook, as well as your specific law practice management software, accounting software, and document management software.

These applications are installed and available within your Virtual Desktop environment, enabling you to efficiently perform your daily tasks without the need for local installations.

The Virtual Desktop serves as a centralized hub where you can securely store and access your files, collaborate with colleagues, and manage your legal workflows. It eliminates the need to rely on a specific physical device or location, granting you the freedom to work from any device with an internet connection.

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

In a traditional computing environment, your core law firm software is installed on your physical, local desktop. This would be the workstation or laptop you use in the office. In this traditional model, everything runs locally, and your applications are installed on your individual computer.

In contrast, a Virtual Desktop environment has very few, if any, applications are actually installed on your local computer.

Often, the only icon on your local desktop is a shortcut to log into your Virtual Desktop.

When you (or anyone in your team) logs into your Virtual Desktop, you’ll have access to all of your law firm’s software, documents, and data, including:

This gives your entire firm access to Tabs3 (and all of your applications, documents and data) from anywhere, on any device.

Virtual Desktops also mean that you no longer have to install, update, and maintain each of your applications on every computer within your firm. Instead, your Cloud Service Provider simply keeps all software updated for you.

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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.

Now that we have a clear understanding of how Tabs3 in the Cloud operates and the advantages it offers, let’s explore the process of moving Tabs3 to the Cloud.

Moving Tabs3 to the Cloud is typically facilitated by a chosen Cloud Service Provider (CSP). The CSP will handle the necessary steps and configurations involved in migrating Tabs3 to the Cloud environment.

A single point of contact is the best way to start the process of migrating Tabs3 to the cloud.

Your project manager (at Uptime Legal, we call this person the Onboarding Manger) should begin by clearly setting expectations and clearly communicating the steps that will be taken, so you don’t have any uncertainty about that path ahead.

Specifically, your Onboarding Manager should define specific timelines, expectations, and what is required from you for a successful migration.

While a good cloud service provider will have a well-defined and tested process for onboarding, the process is never exactly the same because no two firms are exactly the same.

A good Tabs3 cloud migration should begin with deep research and understanding of the firm’s current environment, including:

Next, your Tabs3 hosting provider will begin building your private cloud environment.

A good provider will have successfully completed this task numerous times to reach a point where they can build your private cloud quickly. The Onboarding Manager and engineering team must install your software, provision your email accounts, and generally build the “shell” of your complete IT platform.

This process includes:

Next, your Tabs3 cloud provider will begin the process of collecting your data from current locations. Each element of your firm’s technology will be moved over, component-by-component.

This cutover process includes:

The physical transfer should be seamless and finish with all data transferred securely to your new cloud platform. Once the data has finished being imported, the Onboarding Manager and his team should thoroughly test every application, computer, and peripheral.

Ensure that your Tabs3 CSP is willing to be flexible with the migration. If it’s executed in the evening or the weekend, the process will not impede your firm’s daily operations or result in significant downtime.

A good Tabs3 hosting provider knows that first impressions matter.

Achieving employee adoption of a new system, such as Tabs3 in the Cloud, hinges on the availability of a reliable and user-friendly platform right from the start. Your chosen cloud provider should have a comprehensive training plan in place to ensure that your entire staff is well-equipped to use the system effectively.

Additionally, they should offer ongoing support and guidance to address any concerns or challenges that may arise during the transition.

Following the outlined steps and working with a reliable cloud provider who prioritizes training, support, and ongoing account management will significantly increase the likelihood of a smooth and successful transition for Tabs3 and your law firm.

In addition to the functional advantages such as enhanced reliability, security, and mobility, there is a compelling financial case for moving Tabs3 to the cloud.

Running Tabs3 in-house with on-premise servers can be more expensive than it may initially appear.

You need to buy servers, ancillary IT infrastructure (backup systems, battery backups, etc.), and you need to hire a capable IT consultant to set up the server, proactively manage it, and perform continued maintenance.

Beyond the expected cost, the actual cost will always be higher than you think it’ll be.

To understand the economics of moving Tabs3 to the cloud, we need to compare a Private Cloud solution to the costs of in-house, on-premise servers and IT.

Watch the Video:

Each server cycle (3-5 years) requires the buying and implementing of new server infrastructure, and this usually includes:

If you want a sense of your total, up-front cost of another cycle of on-premise IT, I recommend that you get pricing for each item on this list, record it in a spreadsheet, and add up the various costs to determine the up-front price tag.

Take time to ensure that you are not missing anything.

Keep in mind that these costs are ultimately driven by the software your law firm uses.

How many and how powerful of servers do you need? Do you need multiple, dedicated servers? Will you need VMWare virtualization? This is ultimately determined by the software you use (namely: Practice Management and Document Management software) and the server requirements of those 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:

Add up what you currently spend, or will spend, on an ongoing basis. This should include fixed monthly costs (such as a Managed IT Provider contract) as well as sporadic, less predictable costs (such as hourly IT support).

For the latter, if you’re unsure of a reasonable budget for this amount, I recommend finding the average over the past two three years.

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

Finally, it’s important to budget for unplanned IT expenses when running Tabs3 in-house.

Despite proactive IT measures, unforeseen IT problems can still occur, necessitating additional costs for troubleshooting and repairs. By allocating resources for such contingencies, law firms can minimize disruptions and ensure continuity in their operations.

These unplanned costs may take the form of:

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

The last step is to add up your up-front costs, monthly recurring costs, and your budget for unplanned/unforeseen costs:

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 have established that Private Cloud offers better advantages in terms of reliability, security, and mobility compared to in-house IT.

Additionally, when comparing the costs of in-house IT with cloud-based IT, it becomes evident that Private Cloud is a more cost-effective option.

Private Cloud costs typically include:

As a reminder, the right Private Cloud provider’s cost will include all of the technology that you would otherwise need to purchase, operate, and maintain. Plus, the on-premise IT is full of hidden and unpredictable costs.

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

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With an understanding of why Tabs3 in the cloud is better, how it works, and what it takes to move it to the cloud, let’s discuss what it means to do you due diligence and mitigate your risk.

There are a variety of ways your firm could accomplish a transition of Tabs3 to the cloud. Whatever direct your firm goes, it’s important to do your homework.

In recent years, it’s become popular for companies to claim “Hey, we do Tabs3 cloud hosting now too!” From the smaller IT shops to the larger, generalist cloud service providers, it has become common for companies to make these claims to try reeling in law firms.

However, choosing one of these options could prove to be a pitfall for you.

Here’s why.

Running and maintaining Tabs3 in the cloud isn’t for amateurs.

In particular, hosting Tabs3 requires special configuration and deep software expertise. “How to properly engage in due diligence when selecting a Private Cloud provider for your law firm” is a subject unto itself, but here are a few key areas to review when evaluating potential hosting companies:

Once you’ve developed a short list of potential Tabs3 hosting providers, do your homework on each company.

We recommend:

Quick Tip: In order to see Google reviews for a Private Cloud provider (or any business for that matter), a simple google search should bring up the reviews in the results for any reputable company.

For example, here’s ours:

Learn more about doing your due diligence:

At Uptime Legal, we host Tabs3 and other legal software for hundreds of law firms across North America.

Get in touch with our team to learn more about Tabs3 in the cloud for your law firm.

Learn More about running Tabs3 in the Cloud.