Law firm client portals: Find the right software for your firm’s size

At a glance

Solo attorneys can set up a client portal in under 24 hours, centralizing messaging, document sharing, and e-signatures to save billable time
Small firms benefit from role-based access, workflow templates, and payment integrations, reducing repetitive admin work by 20–30%
Midsize firms need SSO, audit trails, and integrations with practice management and billing software to maintain security and efficiency, often completing full rollout in 4–8 weeks
Moxo provides a single, scalable platform that combines workflows, secure client portals, embeddable modules, and compliance-grade security, helping firms of all sizes improve client experience and operational efficiency

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The hidden costs of inefficiency: why law firms are losing billable hours

How many billable hours does your firm lose every day just by fumbling internal communication, document sharing, or onboarding? Too many law firms do not even try to count. The numbers are brutal. On average, lawyers bill just 2.9 hours of an 8 hour day, which is only 37% utilization, according to the 2024 Clio Legal Trends Report.

Only about 26% of firms offer clients access to a secure portal, and that figure rises to 65% for firms with 100+ attorneys. This means smaller firms often leave clients waiting in the dark.

This post will unpack how those losses and gaps shift depending on firm size (solo, small, midsize, enterprise) and what to look for when choosing client portal software for lawyers that scales without blowing up in cost, complexity, or frustration.

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How do needs change by firm size

A client portal that feels perfect for a solo attorney can feel painfully limited once your team grows. The reverse is true too. Buying an enterprise-grade system when you are a two-person practice is like renting an entire floor of office space just to use one desk.

As your firm scales, complexity scales with it. More attorneys mean more case files, more client touchpoints, and more room for miscommunication. You now have to think about role-based access, audit trails, and integrations with your billing and case management tools.

Choosing the wrong solution early can lead to expensive re-implementation projects later. Migration takes time, disrupts client service, and can slow revenue if handled poorly. This is why it makes sense to size your client portal to where your firm is today, but also keep an eye on where it will be in two to three years.

In the next sections, we will break this down for solo firms, small practices, and midsize operations so you know what to prioritize at each stage.

Solo: essential stack and low admin

If you run a solo practice, you are your own IT department, paralegal, and billing coordinator. Your client portal should save you time, not create another inbox to check. 

The goal here is simple: centralize client communication and document exchange in a way that feels effortless for you and professional for your clients.

At this stage, you want:

• Simple onboarding so you do not waste hours setting it up.
  
• Secure document sharing so you stop relying on email attachments.
  
• Basic messaging or chat that keeps client conversations organized by matter.
  
• E-signature support to close agreements without printing or scanning.
  

The biggest mistake solos make is buying into a platform with features they will never use, or worse, one that requires manual updates and constant admin. A good portal should just work, quietly running in the background while you focus on client work.

Here are some client portal software options for solo practices:

1. Moxo: A top choice for solo attorneys, Moxo provides a branded workspace to streamline client, vendor, and partner processes. Its key features include secure messaging, file sharing, e-signature, and task tracking. Pros: extremely user-friendly, quick client onboarding, and eliminates “did you get my email?” follow-ups. Perfect for solos who need an all-in-one solution with minimal admin.

2. Clio Manage: Designed specifically for law firms, Clio offers case management, document storage, time tracking, and client communication tools. Pros: strong legal-specific features and integration with billing software. Cons: can feel heavy for very small practices and might have features you won’t use.

3. MyCase: Offers client messaging, document management, invoicing, and calendaring. Pros: easy to use and affordable for solos. Cons: less customization and branding compared to Moxo.

4. PracticePanther: Provides task management, document sharing, e-signatures, and automation for routine workflows. Pros: strong automation features. Cons: may be overkill if you don’t need extensive workflow automation.

5. CosmoLex: Combines practice management, billing, and accounting into one platform. Pros: reduces the need for multiple software tools. Cons: accounting features can feel complex if you don’t need full bookkeeping support.

For solo attorneys, Moxo stands out because it bundles the essential client-facing tools into one simple, low-maintenance hub. You can onboard a client in minutes and cut out follow-ups that eat into billable time.

Small: RBAC, templates, payments

Once your firm grows beyond one or two attorneys, the problems shift. Staying organized is not enough. You need to keep the whole team aligned. Role-based access control (RBAC) becomes critical so paralegals, associates, and partners only see what they need to see.

This is also the stage to look for reusable workflows. Document templates, standardized intake forms, and automated reminders can cut hours of admin work each week. 

Think about client payment processing too. Offering secure online payments directly through your portal improves cash flow and saves your staff from chasing invoices.

Without these features, your portal becomes a bottleneck. You will end up managing permissions manually, re-sending the same forms repeatedly, and following up on unpaid bills by hand. That is lost time and revenue.

Here are some client portal platforms ideal for small practices:

1. Moxo: A top choice for small teams, Moxo combines secure messaging, file sharing, e-signatures, workflow templates, and payment integration in one easy-to-manage hub. Key features include RBAC for team members, reusable workflow templates, and client onboarding automation. Pros: highly scalable, reduces admin overhead, and keeps client interactions consistent.

2. Clio Manage: Legal-specific platform offering RBAC, document templates, task automation, billing, and online payments. Pros: designed for legal workflows and integrates with popular accounting and payment systems. Cons: some features may be more than small teams need, with a slightly steeper learning curve.

3. MyCase: Provides team access controls, client portals, document templates, automated reminders, and payment processing. Pros: affordable and easy to use; good for teams up to 5–10 attorneys. Cons: limited customization for complex workflows.

4. PracticePanther: Offers RBAC, workflow automation, templates, billing, and payment processing. Pros: strong automation and reminder features that reduce repetitive work. Cons: smaller firms may not use all features, making it more than they need.

5. CosmoLex: Combines practice management, accounting, and client portals. RBAC, document templates, and payment processing are included. Pros: consolidates billing and accounting with client workflows. Cons: accounting features can be complex for teams without dedicated staff.

Moxo stands out for small firms because it scales effortlessly with your team, keeps client interactions organized, and reduces the admin burden while supporting growth without adding headcount.

Midsize: SSO, audit, integrations

Once your firm crosses 20 or 30 attorneys, you are managing a real operation. Client portal decisions start involving IT and compliance teams, not just partners. At this stage, security and scalability take center stage.

Single sign-on (SSO) becomes essential. Your attorneys and staff should log in with their existing firm credentials, reducing password fatigue and improving security. 

Detailed audit trails also become crucial. You need to know who accessed what, when, and from where for compliance and dispute resolution.

Integrations are the other big piece. A midsize firm usually has a practice management system, document management software, billing software, and sometimes CRM tools. 

Your client portal should work seamlessly with all of them to avoid data silos. Manual workarounds like exporting PDFs or duplicating data waste time and introduce risk.

Here are some client portal platforms ideal for midsize practices:

1. Moxo: A top choice for midsize firms, Moxo provides enterprise-grade security, SSO support, detailed audit trails, and API-based integrations. Key features include secure messaging, document sharing, e-signatures, workflow automation, and payment processing. 

Pros: highly scalable, reduces admin overhead, and integrates smoothly with existing systems to maintain data flow and compliance.

2. Clio Manage: Offers SSO, audit logs, integration with practice management, billing, and document management tools. 

Pros: legal-specific features, strong compliance tracking, and robust integrations. 

Cons: Some smaller features may be underutilized in midsize firms.

3. MyCase: Provides SSO, access logs, integration with popular billing and document systems, and workflow automation. Pros: easy to set up, user-friendly for attorneys and staff. Cons: less customizable for complex midsize workflows.

4. PracticePanther: Supports SSO, audit trails, workflow automation, templates, and integrations with third-party software. 

Pros: Excellent automation features, keeps client communication organized. 

Cons: Midsize firms with multiple legacy systems may need additional configuration.

5. CosmoLex: Combines practice management, accounting, and client portals with SSO and audit capabilities. 

Pros: integrates billing and accounting with client workflows for operational efficiency. 

Cons: accounting features may require training for staff unfamiliar with full bookkeeping.

Moxo stands out for midsize firms because it scales effortlessly, supports compliance with audit trails and SSO, and connects seamlessly with existing systems. Your attorneys can focus on client work while your portal handles security, integration, and workflow automation.

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Pricing bands and total cost of ownership

Thinking about cost only in terms of “price per user” is a trap. Here is what to weigh at each stage:

• Solo firms: Look for flat monthly pricing or very low per-user fees. Prioritize quick setup and minimal configuration so you do not waste billable hours on IT work.
  
• Small firms: Choose plans that offer tiered user licenses. You should not pay enterprise rates while still under 10 - 15 users. Look for bundled features like templates and payments so you do not need to bolt on third-party tools.
  
• Midsize firms: Think long-term. Paying a little more per month is often cheaper than ripping out a system later. Factor in onboarding, training, integrations, and support into your total cost of ownership.
  
• Hidden costs to watch: Downtime, poor adoption, and lack of automation all eat into revenue. A system that is cheaper upfront but hard to use will cost you more in lost productivity.

Moxo makes this easy by pricing by workspace, which scales with your client load rather than penalizing you for adding new team members.

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How long will it take to roll out a client portal

Time is money in a law firm. The right client portal should get you up and running quickly without disrupting client service. Here is what to expect:

• Data quality and migration: The amount and quality of data requiring transfer significantly affect the timeline. Data cleansing and migration can cause delays if not properly prepared beforehand.
  
• Change management requirements: Firms transitioning from paper-based systems to their first legal software solution require more time and resources. This involves extensive training, communication, and gradual adoption processes.
  
• Staff training duration: Implementation involves structured training periods. For billing software specifically, firms should plan for 2-4 weeks of structured training, with the first week focusing on basics.

Implementation best practices

Successful legal software implementation requires careful planning. Here are some things you can do to make it easier on you:

• Data migration: The first step involves ensuring everything transfers properly without loss.
  
• Staff onboarding: Comprehensive training for all team members on new software usage and the importance of adoption.
  
• Client onboarding: Clear communication about benefits and training on client-facing features like portals.
  
• Testing phase: Thorough testing of all features, functionality, and system integrations before going live.
  
• Go-live process: Coordinated launch with advance notice and performance monitoring.

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What to consider when migrating to a new client portal

Switching portals or moving from email to a dedicated system is not just a technical project; it is a people project. Here is what to focus on by firm size:

• Solo firms: Migration is often the simplest here. Export your client contacts, upload case files, and you are ready to go. Most vendors (including Moxo) offer drag-and-drop import and ready-made onboarding templates so you can start immediately.
  
• Small firms: Communicate early and often with both staff and clients. Share a brief FAQ explaining what the new portal will do, why it is better, and how to log in. Create a short training session or recorded video for your team so they all use the same process from day one.
  
• Midsize firms: Take a phased approach. Migrate a single practice area first to test data integrity and workflows, then roll out firmwide. Work closely with IT to configure permissions, SSO, and integrations before migrating sensitive client data. Include a change management plan so attorneys adopt the new workflow rather than reverting to email.

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Why Moxo is built for law firms of every size

Choosing the right client portal is not just about features; it is about having a system that grows with you. Moxo is designed for that exact journey from solo practices to midsize firms and beyond.

For solos, Moxo offers a lightweight, easy-to-deploy client portal that centralizes secure messaging, document sharing, and e-signatures in one hub. You can set up in hours, not days, and stop juggling email threads and shared drives.

For small firms, Moxo adds role-based access control, workflow templates, and online payments. This keeps everyone on the same page, ensures clients get a consistent experience, and frees your team from manual follow-ups.

For midsize firms, Moxo supports single sign-on (SSO), detailed audit trails, and integrations with your practice management, billing, and document management systems.

Its security framework meets enterprise standards, with SOC 2 Type II compliance, encryption in transit and at rest, and granular access controls.

Whether you are trying to reduce admin work, improve client communication, or prepare for growth, Moxo provides a single digital space to manage every client interaction without the complexity of managing multiple tools. 

Book a demo and see it in action. 

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FAQs

Can a solo law firm really implement a client portal quickly?

Yes. Solo attorneys can often set up a portal in under 24 hours, using ready-made templates for intake, document collection, and messaging. This avoids wasted time on email threads and manual follow-ups.

How does a small firm manage role-based permissions?

Small firms can configure role-based access control so each team member only sees the relevant cases and documents. This reduces mistakes, protects sensitive data, and keeps workflows efficient. Platforms like Moxo simplify this setup through intuitive dashboards.

What integrations are essential for midsize firms?

Midsize firms need SSO, billing and practice management software integrations, and document management connections. Proper integrations prevent data silos, reduce manual entry, and ensure smooth client onboarding.

How long does full adoption usually take?

The timeline depends on firm size. Solos can live in a day, small firms in 1–2 weeks, and midsize firms in 4–8 weeks. A phased rollout and training plan improves adoption and reduces disruption.

Is client data secure on a cloud-based portal?

Yes. Reputable portals use encryption in transit and at rest, audit logs, and enterprise-grade security compliance (SOC 2 Type II, GDPR-ready). Moxo provides these safeguards while keeping the user experience seamless.

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