Emerging client portal software for law firms: What to watch in 2025
At a glance
Law firm client portals centralize communication, document sharing, and case updates in one secure platform.
Portals reduce email and phone volume, freeing lawyers’ time and increasing productivity.
Clients gain 24/7 access to their case info, enhancing satisfaction and trust.
Secure messaging, automated reminders, and e-signatures streamline workflows and improve compliance.
Leading portals like Clio, MyCase, and Case Status offer distinct features tailored to different firm sizes and needs.
Choosing the right portal depends on firm size, practice focus, and integration requirements.
The need for specialized client portals in law firms today
Managing client communication and case updates through traditional methods like email and phone is slow, inefficient, and prone to errors. Law firms often face challenges such as missed messages, lost documents, or delays that frustrate clients and staff alike.
Recent studies show that firms using client portals reduce email volume by up to 90% and phone calls by 30%, saving valuable time. Clients get real-time, 24/7 access to case status, documents, and billing information, which alleviates anxiety and builds trust.
With legal work becoming increasingly complex, a dedicated client portal is essential to meet rising client expectations for transparency, responsiveness, and secure communication.
This article will guide law firms in selecting the best portal for 2025, comparing leading platforms and their features to help streamline operations and enhance client relationships.
Why law firms need dedicated client portal software
Law firms handle highly sensitive information and complex workflows that demand more than generic communication tools. Dedicated client portal software centralizes all client interactions, like messages, documents, approvals, and billing, into one secure, accessible platform.
Without a portal, firms risk miscommunications, data leaks, and inefficient processes that slow case progress. Portals provide transparency for clients, enabling round-the-clock access to their case status, documents, and upcoming deadlines, increasing trust and satisfaction.
Security is another critical factor. Client portals use encryption, role-based permissions, and audit trails to protect sensitive data and satisfy strict regulatory and compliance demands, which email or shared drives cannot guarantee.
Workflow automation capabilities in portals reduce manual follow-ups and administrative tasks. Automated reminders, task assignments, and document requests help legal teams deliver faster, error-free service.
Moxo’s workflow automation and client portal offer a live example of these benefits, enabling law firms to cut manual work while improving client communication and compliance all within one branded platform.
What to look for in a law firm client portal: Features and must-haves
Choosing the right client portal starts with knowing the essential features that elevate both law firm efficiency and client satisfaction.
Security & compliance: Law firms must protect sensitive data with bank-grade encryption, role-based access, two-factor authentication, and detailed audit trails. Compliance with standards like SOC 2 or GDPR is non-negotiable in modern legal practice.
User-friendly interface & branded experience: A clean, intuitive portal experience builds client trust and boosts adoption rates. Many top portals offer mobile apps and white-labeled, branded interfaces that reflect the firm’s identity and accessibility.
Document management & e-signatures: Centralized document uploading, sharing, annotation, and e-signature functionalities ensure accuracy and speed in managing legal paperwork.
Workflow automation & notifications: Automated forms, reminders, task assignments, and approval routing minimize administrative overhead and keep cases moving smoothly.
Integration with practice management & billing software: Seamless syncing with case management systems, CRMs, and billing solutions reduces data entry duplication and streamlines the entire client lifecycle.
Communication & collaboration tools: Built-in secure messaging, real-time case updates, and shared calendars keep clients informed and engaged without messy email chains.
Analytics & reporting: Insight into portal usage, bottlenecks, and client satisfaction metrics helps firms continuously optimize workflows and service quality.
Best law firm client portal software compared
Moxo
Overview: Moxo is a secure, branded client portal and workflow orchestration platform designed for high-stakes, regulated work like legal, financial services, and insurance. It’s built for firms that need more than just messaging — they need auditable collaboration, document exchange, eSignatures, approvals, and accountability across clients, co-counsel, experts, and internal staff, all in one place. Moxo supports role-based access, tamper-evident audit trails, and compliance with standards like SOC 2, SOC 3, GDPR, and HIPAA-level safeguards.
Key features
- Secure client workspaces: Each client/matter gets a private portal with messaging, document sharing, tasks, eSign, video, and status updates — without exposing internal systems.
- Workflow automation: You can build intake, onboarding, approvals, and review flows (e.g. conflict checks, KYC, settlement approval) using a no-code builder, including branching logic and SLA checkpoints.
- Compliance and auditability: Full audit trails, role-based access controls, SSO/SAML, encryption in transit and at rest, and exportable logs support regulatory scrutiny and discovery obligations.
- Branded client experience: The portal is firm-branded — not generic shared drive links — which projects professionalism and increases client trust. Firms report cutting email volume by up to 90% and speeding client onboarding by ~50% with Moxo.
- External collaboration: Clients, opposing counsel, experts, vendors can join via secure Magic Links instead of juggling accounts and CC chains, which is huge in litigation and transactions.
Who it’s best for
Firms that need to manage sensitive processes (onboarding, evidence exchange, contract review, settlement approvals) with clients and third parties — and prove compliance while doing it.
Case Status
Overview: Case Status is a client engagement portal for law firms. It focuses on keeping clients “in the loop” without constant phone calls. Clients get real-time case updates, secure messaging, automated status notifications, and a branded mobile app experience. The goal is: fewer “what’s happening with my case?” calls, better reviews, and higher retention.
Key features
- Real-time updates/matter timeline visible to the client
- Secure in-app messaging between client and firm
- Automated check-ins, reminders, and stage-based notifications instead of manual outreach
- Multilingual support and AI-assisted communication and sentiment tracking across 100+ languages
- Review capture/feedback prompts to drive referrals and ratings
Who it’s best for
Volume practices (injury, immigration, family, workers’ comp) that need to reduce inbound “status calls,” manage expectations, and scale client communication without adding headcount.
Clio
Overview: Clio is an end-to-end legal practice management platform. Its scope is broad: case management, time tracking, billing, calendaring, document storage, client communications, and intake. The Clio client portal is one part of a larger operating system for the firm. (Clio also integrates with tools like Case Status for deeper client engagement.)
Key features
- Centralized matter management and timelines
- Document sharing and eSign inside client-facing portals
- Billing, invoicing, and payment collection
- Integrations with legal tools and apps, including client communication add-ons like Case Status, to deliver real-time updates in a mobile experience
Who it’s best for
Firms that want an all-in-one practice management suite and are okay with portal features that are solid but mainly tied to tasks, docs, billing, and status — not deep workflow orchestration.
MyCase
Overview: MyCase is legal practice management software for small and midsize firms, with built-in client portals, billing, calendaring, messaging, and document sharing. It aims to simplify day-to-day operations and keep attorney–client communication in one place. MyCase also partners with Case Status for advanced mobile client engagement and automated status updates.
Key features
- Secure client messaging and document sharing
- Scheduling, tasks, time tracking, invoicing
- Online payments and collections
- Integration with Case Status for push-style case updates and client feedback loops across the matter lifecycle
Who it’s best for
Firms that need a straightforward “manage the practice + keep the client looped in” system without heavy customization or complex compliance workflow build-outs.
PracticePanther
Overview: PracticePanther is a cloud-based practice management platform with client communication tools, document storage, billing/collections, and workflow automation. It targets firms that want standardized processes (intake, case stages, tasks) and faster admin work.
Key features
- Task workflows, calendaring, and deadline tracking
- Client portal for messaging and document exchange
- Time tracking, billing, trust accounting, and payment collection
- Automations for reminders and status updates
Who it’s best for
Firms that want repeatable internal workflows + a basic client portal + billing in one system, especially in litigation and general practice.
Filevine
Overview: Filevine is a legal work platform and case management system that’s especially popular with litigation and high-volume plaintiff firms. It offers configurable workflows, document management, intake, deadlines, and collaboration — plus strong reporting. Filevine also partners with tools like Case Status to push real-time updates to clients.
Key features
- Highly customizable workflows and task automation per matter type
- Centralized document repository and notes
- Secure client portal access to case info, messages, and updates
- Advanced reporting and analytics for leadership visibility
- Integrations with client engagement tools like Case Status for mobile-first client experience
Who it’s best for
Firms that care about workflow configurability, reporting, and litigation ops at scale — and want the ability to expose controlled slices of that data to clients.
Law firm client portal software comparison (2025)
Pricing comparison snapshot
Law firm client portal pricing varies widely to accommodate different firm sizes, features, and support needs.
- Moxo: Moxo follows a custom, tiered pricing model with Business, Business Pro, and Enterprise plans designed to match different operational scales. Pricing depends on factors like user seats, automation depth, branding requirements, and integrations. Firms can also opt for private-labeled apps, expanded storage, or custom deployments. Since Moxo is built for enterprise-grade security and workflow orchestration, pricing is personalized to each firm’s ROI impact. To get an accurate estimate, book a demo or connect with Moxo’s team to calculate the ROI impact and the value fit for your organization.
- Case Status: Pricing is custom-quoted and tailored to each firm’s scale and requirements. It offers enterprise-level solutions with added AI-driven communication features, making it ideal for firms seeking advanced capabilities.
- Clio: Offers tiered plans ranging from $49 to $119 per user per month. Higher tiers include advanced billing, integrations, and automation features. Clio’s transparent pricing suits firms looking for scalable, all-in-one solutions.
- MyCase: Starts at approximately $39 per user per month, with all core features included. It’s popular among small to mid-sized firms seeking straightforward, value-driven pricing with robust mobile access.
- PracticePanther: Pricing begins around $50 per user monthly, with various plans that offer automation and integration options. Its flexible pricing is geared toward growing firms needing simplicity and security.
- Filevine: Uses custom pricing based on firm size and case volume. Designed for firms requiring deep workflow automation, Filevine’s model caters to complex, high-volume litigation practices.
When evaluating pricing, firms should balance cost with feature depth, ease of use, security, and potential ROI from improved client services and operational efficiency.
Client portals: Transforming law firm operations
A well-chosen client portal transforms how law firms communicate with clients, manage cases, and handle sensitive data. By consolidating messaging, document sharing, billing, and approvals into one secure, user-friendly platform, portals boost efficiency and client satisfaction alike.
Law firms benefit from 24/7 transparent access to case updates, streamlined workflows, and enhanced security and compliance. Clients feel more informed and engaged, reducing follow-ups and improving overall experience. Staff gain back valuable time once spent chasing emails and documents.
Firms like BNP Paribas have documented onboarding time reductions of 50% using client portals source. Modern legal practices that embrace these tools differentiate themselves and future-proof client relationships in a competitive market.
Ready to automate your client onboarding and elevate your firm's service quality? See how Moxo’s workflow automation and branded client portals simplify every step of your client journey. Book a demo today to get started.
FAQs
Can these portals integrate with existing case management systems?
Yes. Most leading client portals, like Clio and Filevine, offer native integrations with popular case management and CRM systems. This seamless connection ensures data flows smoothly between platforms, reducing manual entry and errors. Moxo’s portal also supports extensive API integrations that keep workflows tightly linked. Learn more about integration capabilities.
How secure are client portals for legal data?
Client portals are built with enterprise-grade security, including encrypted data transfer, role-based access controls, audit trails, and compliance with standards like SOC 2 and GDPR. These features protect sensitive legal information and maintain confidentiality where email and shared drives fall short. Moxo’s portal exemplifies these standards, offering full audit trails to support compliance reviews. Security and audit information.
What is the typical onboarding time to implement a portal?
Onboarding can vary by firm size and complexity, but typically ranges from a few days for simple setups to several weeks for full-featured deployments. Many portals offer templated workflows and guided onboarding to speed adoption. Moxo’s playbook helps firms achieve quick pilots and expand seamlessly as workflows mature. See our onboarding resources.
Why use a dedicated client portal instead of email or shared drives?
Dedicated portals centralize all client communications, tasks, documents, approvals, and billing in one secure, structured workflow. This reduces follow-ups, missed deadlines, and compliance risks inherent in email or shared drives. Firms report faster case cycle times and higher client satisfaction using portals. For example, BNP Paribas reduced onboarding time by 50% employing a client portal. Compare portals vs email workflows.
Will clients actually use the portal? What do adoption rates look like?
Adoption rates are high when portals offer mobile-friendly designs, branded interfaces, and clear task reminders. Features like automated notifications and easy e-signature access encourage repeated use. Many firms see reduced “did you get my file?” inquiries and faster sign-offs post-rollout. Moxo’s robust mobile app supports client engagement on the go. See adoption stories by industry.
