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Overview of Data Migration Service

Introduction

Every year, we assist hundreds of law firms moving from desktop or cloud systems into CosmoLex. Because CosmoLex includes complete billing, accounting, and practice management, law firms often have the need to migrate their legacy data from a multitude of programs into CosmoLex.

We have experience assisting law firms migrating from many systems, including the following:

  • PCLaw
  • TimeSlips
  • Time Matters
  • Amicus
  • Abacus
  • Tabs3
  • Juris
  • ProLaw
  • Clio
  • MyCase
  • Rocket Matter
  • Practice Panther
  • Bill4Time
  • QuickBooks
  • QuickBooks Online

We understand that migration is a scary and sometimes intimidating process, which is why we are here to help. However, there is no ‘magic button’ where one can simply click and transfer data from one system to another. 

The purpose of this article is to explain the general migration process and the parties involved. You can choose to migrate on your own or utilize services from us and our certified partners. If you would like to have a more in-depth discussion related to your specific needs and setup, please feel free to reach out to us.

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Types of Data

In general, your data migration project can be grouped into two distinct types of data.

Non-Financial Data

Migrating client & non-financial matter information is the first step of data migration and must be completed prior to your start date and before any financial data. This process may take from one day up to a couple of weeks or even more, depending on the type & condition of your data. Take this into account when planning your CosmoLex go-live date and start the migration process as soon as you have determined CosmoLex to be a fit for your firm.

Non-Financial Data Migration generally includes the following

  • Basic client data – names, address, phone etc
  • Address Book – non-client contacts and their information
  • Basic matter Info –  Inactive + active matter names, File Numbers, matter owner etc.
  • Prior & Future Calendar Events
  • To-Do Lists/Tasks
  • Matter Notes
  • Matter Relations – Related Parties (for the purpose of conflict checks).
  • Payees – AP vendor contacts and their information
Important

Our non-financial migration service does not include migration of documents, emails or custom fields. 

If your law firm needs to migrate documents from your local desktop or cloud systems, you may call CosmoLex technical support directly with any questions. In general, this is a drag & drop process for folder by folder document migrations. Your office staff can perform the task or you can seek the assistance of a CosmoLex Certified Consultant.

Financial Data

The next step to Data Migration is your financial data. This part of your migration may also take from one day to a couple of weeks, depending on the state of your data.

Financial Data Migration generally includes following

  • Unbilled Entries (WIP) – We recommend choosing a cutoff date that matches your billing cycle. For that reason, WIP should only exist for flat fee/contingency items. 
  • A/R Balances –  Balances as of cut off date. Most firms migrate AR balances only, and not items already billed. It is suggested to maintain prior copies of invoices for reference as needed.
  • Trust Balances – Trust ledger balances as of cut off date.
  • Trust Activity (Historical) – Most firms migrate trust balances only, and not historical data. If you wish to go back to the start of your trust account, you can import historical transactions.
  • GL Balances – Journal entry tool available for your bookkeeper to migrate general ledger balances.
  • Operating/Credit Card Activity (Historical) – Most firms migrate operating balances only, and not historical data. If you wish to go back to the start of the year, though not required, you can import historical transactions
Important

Our financial migration service does not include your chart of account set up, opening balance journal entries or historical transaction entry. This, as well as any data accuracy review or comparison with your legacy data, will need to be completed by your firm. 

We do provide instructions here for you and your bookkeeper to complete these remaining steps

Data Migration Options 

  1. Do-It-Yourself Option – We supply all of the excel templates, instructions and import functions to you free of charge. If you wish to take on this project internally, you can and we are here to answer any questions you may have along the way. Learn more about the Do-It-Yourself Option
  2. Turn-Key Option – If you do not have the time or resources to migrate on your own, we can assemble a team for you which will include a consultant who is expert both in your current setup and CosmoLex to provide a turnkey service for a nominal fee. As part of this service, we extract the data from your prior system, clean it up, and reformat it into excel for your firm’s review. Once approved we import that into CosmoLex for you. You can choose to utilize this service for NFD, FD or both

[The company, product and service names used on this website are for identification purposes only. All trademarks and registered trademarks are the property of their respective owners.]

Updated on September 7, 2018

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