---

name: docs-practice-management-guide
description: Use when a user asks about the platform's practice management features — matters, time tracking, billing, conflict checking, and trust accounts — or about integrating with accounting and CRM systems. This is a platform documentation skill covering the practice management feature set and its integration map (HubSpot, Stripe, NetSuite, QuickBooks, Xero).
license: MIT
metadata:
id: docs.practice-management-guide
category: docs
jurisdictions: [multi]
priority: P2
intent: [docs, practice management, matters, time tracking, billing, conflicts, trust accounts, integrations]
related: [docs-legal-ai-workspace-guide, docs-enterprise-deployment, docs-billing-and-credits, docs-audit-log-export]
source: Louis — HAQQ Legal AI (github.com/sboghossian/mini-claude-for-legal)
version: "1.0"

Practice Management Guide

What practice management features are for

The practice management feature set converts the legal AI workspace from a pure drafting and research tool into a light practice management system: it connects AI-generated legal work product to the matter records, time entries, billing, conflict checks, and trust account management that a law firm needs to run its practice.

For firms that already use a dedicated practice management system (Clio, Leap, PracticePanther), the platform's practice management features are complementary: use the AI workspace for drafting and review, and sync matter and billing data to the existing PMS via API.

For firms without a dedicated PMS, the platform provides a capable subset of practice management functionality without a separate subscription.

Features

Matters

The matter record is the organizational unit that links all platform activity to a client engagement.

• Matter fields: matter name, client name, matter type (e.g., M&A, Employment, Real Estate), assigned lawyer(s), status (open / on hold / closed), jurisdiction, matter number, date opened, estimated close date.
• Document linking: all documents drafted or uploaded within the matter are automatically linked. Documents can also be manually linked from other matters.
• Timeline view: chronological audit of all activity on the matter — documents created, review conducted, deadlines added, team assignments changed.
• Notes: free-text notes attached to the matter record (can be used for client instructions, negotiating positions, key decision log).
• Deadline tracking: matter-level deadlines with configurable reminders (push notification + email). Matter-level statute of limitations deadlines flagged by the [[heuristic-statute-of-limitations-flag]] skill are automatically added here.
• Matter export: export full matter file as PDF dossier or ZIP archive for client delivery or firm archive.

Time tracking

• Timer: start a timer on any matter. The timer runs in the background across sessions.
• Manual time entry: log time entries after the fact with date, duration (in hours/tenths), description, and billable/non-billable flag.
• AI-assisted time descriptions: optionally generate professional time narrative from a brief note ("NDA review — 3h" → "Review and annotation of mutual non-disclosure agreement between Acme Ltd and XYZ Corp (DIFC law); identification of five material risk clauses; preparation of markup for client review").
• Rate management: set hourly rates per user and per matter type. Override rates at the matter level.
• Time reports: generate time summary by matter, by user, by period. Export as CSV or PDF for billing.

Billing

• Invoice generation: generate professional invoices from time entries and fixed-fee matters. Includes firm letterhead (upload via Settings → Firm Profile), matter reference, time entries, disbursements, and tax line (VAT at applicable rate for UAE/KSA/EU).
• Invoice status tracking: draft → sent → paid → overdue. Automated overdue reminders at configurable intervals.
• Credit notes: issue credit notes for disputed amounts.
• Trust account integration: flag billed amounts against trust account balance (see Trust Accounts below).
• Stripe integration: if Stripe is connected, clients can pay invoices via a secure payment link (credit card, Apple Pay, Google Pay). Payments are automatically reconciled against outstanding invoices.
• Currency: AED, USD, SAR, EUR, GBP, LBP supported. Multi-currency billing: invoice in a different currency than the firm's base currency with configurable exchange rate.

Conflict checking

The conflict check module prevents a firm from inadvertently representing adverse parties across matters.

• How it works: when a new matter is created, the system automatically searches the matter and client database for matches or near-matches to the new client name, counterparty names, and related persons. Flags potential conflicts for partner review.
• Threshold: configurable fuzzy-match threshold (exact name match only, or broader "similar name" matching).
• Result categories: Clear (no conflict found); Potential conflict (similar name — review); Confirmed conflict (direct adverse representation in active matter).
• Override: a confirmed conflict can be overridden with a documented waiver (conflict waiver template available in the clause library); override is logged in the audit trail.
• Integration with intake: conflict check is automatically triggered when a new client intake is submitted via the intake skills. If a conflict is flagged, the intake workflow is paused pending partner review.

See [[efirm-conflict-check]] for the detailed conflict check skill.

Trust accounts

For law firms managing client trust accounts (also known as client funds, escrow, or client ledger accounts).

• Trust ledger: per-client trust ledger tracking receipts (funds received), disbursements (payments made on behalf of client), and balance.
• Three-way reconciliation: monthly reconciliation of (1) bank statement, (2) trust ledger, (3) client balance listing. Reconciliation report exported as PDF for partner sign-off.
• Alert on shortfall: automatic alert if a disbursement would bring a client's trust account below zero or below a minimum holding threshold.
• Regulatory compliance: trust account rules vary by jurisdiction. Note:
  • UAE (Dubai): Law Society / DIFC equivalent rules require lawyers to maintain client funds in a separate designated client account. Mixing client funds with firm funds (commingling) is a professional responsibility violation.
  • UK: Solicitors Regulation Authority (SRA) Accounts Rules 2019 — detailed client money handling requirements.
  • Lebanon: Lebanese Bar Association rules require separate client account management.
  • KSA: Saudi Bar Association guidance on client fund management.
• The trust account module assists with record-keeping but does not substitute for jurisdiction-specific bar rules compliance.

Integration map

System	Integration type	What syncs
HubSpot	Bidirectional	Client records, matter pipeline, contact information. New matters in the platform create deals in HubSpot; HubSpot contact data populates matter client fields.
Stripe	Bidirectional	Invoice payment status, credit purchases, subscription management. Payment confirmations sync to invoice records.
NetSuite	Outbound	Invoice data, time entry data, matter revenue. Platform is the system of record for legal work; NetSuite is the financial system of record.
QuickBooks	Outbound	Invoice export (as QuickBooks-compatible CSV or direct API sync). Expense tracking integration.
Xero	Outbound	Invoice export, contact sync, bank reconciliation support. Xero bank feeds can import trust account transactions for reconciliation.

Integration configuration: Settings → Integrations → [System name]. Each integration requires API credentials from the target system (OAuth for HubSpot and Stripe; API key for NetSuite, QuickBooks, Xero). Enterprise customers receive setup assistance from the customer success team.

Getting started with practice management

1. Configure firm profile: Settings → Firm Profile — add firm name, logo, address, default billing currency, VAT number. This populates invoice headers.
2. Create your first matter: Matters → New Matter.
3. Run a conflict check: when creating the matter, the conflict check runs automatically. Review any flags before opening the matter.
4. Log time: open a matter and click + Time Entry or use the timer button.
5. Generate an invoice: Matters → [Matter name] → Billing → Generate Invoice. Select the time entries to include, add disbursements, set the tax rate, and generate.
6. Set up an integration: Settings → Integrations → Connect [System].

Related skills

• [[docs-legal-ai-workspace-guide]]
• [[docs-enterprise-deployment]]
• [[docs-billing-and-credits]]
• [[docs-audit-log-export]]
• [[efirm-conflict-check]]