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How the Data Migration Process Works

Data Migration requires careful coordination as migration needs and data differ from firm to firm.

You have two options for migrating your firm’s data: Do-It-Yourself or Turn-Key. You can contact support to discuss the DIY or Turn-Key service in greater detail.

We have assisted thousands of law firms with data migrations from desktop or cloud systems into CosmoLex. Our migration experience covers many systems, including these and more:

  • Abacus
  • Aderant
  • Amicus
  • Bill4Time
  • Clio
  • EsiLaw-Esi360
  • Ghost Practice
  • Juris
  • MyCase
  • Omega
  • PCLaw
  • Perfect Law
  • Practice Panther
  • ProLaw
  • QuickBooks (Desktop)
  • QuickBooks Online
  • Quicken
  • Rocket Matter
  • Soluno
  • Tabs 3-Practice Master
  • Time Matters
  • TimeSlips
  • TimeSolv
  • Zola

Regardless of your data’s readiness for migration, our streamlined and documented process guides you through it in the most efficient and effective manner possible. 

Migration Process

This is the migration process:

Step 1: Migrate Your Non-Financial Data (NFD)

Duration: 2-3 weeks, depending on the data preparation required 

You must complete your non-financial data’s migration prior to your start date and before any financial data migration can begin. We recommend starting the NFD migration process as soon as you have determined CosmoLex to be a fit for your firm.

These migration guides include written instructions and the import template files required to complete your own data migration:

Non-financial data migration generally includes:

Basic Client Data Name, address, phone, etc.
Address Book Non-client contact information
Basic Matter Info Inactive and active matter names, file numbers, matter owner, etc.
Custom Fields  
Calendar Events  Includes prior and future events
To-Do Lists/Tasks  
Matter Notes  
Matter Relations Related parties (for conflict checks)
Payees AP vendor contact information

Our non-financial migration service does not include:

  • Documents
  • Emails

Typically, document folder migration is a folder by folder, “drag and drop” process.

If your firm needs to migrate documents from your local desktop to cloud systems, contact our technical support team or your Account Manager to schedule a free consultation with our data migration team. You can also obtain assistance from a CosmoLex Certified Consultant.

Step 2: Prepare Your Financial Data (FD) for Migration

Find answers to all your Financial Data migration related questions:

Step 3: Migrate Your Financial Data (FD)

Duration: 2-3 weeks or more, depending on the data preparation required and how quickly your bookkeeper can close and reconcile your prior books.

These migration guides include written instructions and the import template files required to complete your own data migration:

Financial data migration generally includes:

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 cutoff date
  • Most firms migrate AR balances only rather than items already billed.
  • We suggest maintaining prior copies of invoices for reference.
Trust Activity (Historical)
  • Most firms migrate trust balances only rather than historical data.
  • If you want to retain your trust account’s history, you can import historical transactions.
Uncleared Transactions
  • Uncleared transactions from the trust or operating account
GL Balances
  • We provide bookkeepers with a journal entry tool to migrate general ledger balances.
Operating/Credit Card Balances
  • Most firms migrate operating balances only rather than historical data.

Our financial migration service does not include your:

  • Chart of Account (COA) set up
  • Trial balance migration
  • Historical business transaction entry
  • Journal Entries from the General Ledger

Step 4: Verify That Your Data Imported Correctly

As a guide to complete your migration, see How can I verify that my data imported correctly? 

Migration Options 

You have two data migration options:

Do-It-Yourself (DIY) Option 

  • We supply the excel templates, instructions, and import functions at no cost.
  • We answer any questions you may have along the way.
  • For additional information, see FAQs for Self-Migrated Financial Data

Turn-Key Option

  • For a fee, we assemble a team that includes a Certified Consultant who is also an expert in your current setup to provide a turn-key service.
  • As part of this service, we:
    1. Extract your data from your prior system
    2. Reformat it
    3. Provide it in an Excel format for final review
    4. Once you approve the data, we import it into CosmoLex.

You can use this service for NFD, FD, or both. For additional information, contact your Account Manager to schedule a free consultation with our data migration team.

Small or New Firms

As a small or new firm with a small data set, you may not want to go through the formal import process.

To migrate your data:

  1. Review our support portal articles to learn how to enter matterscontacts, and other information. For additional information, see Billing Workflow.
  2. Complete the Manual Migration of Accounts Receivable Balances.
  3. Complete the Manual Migration of Trust Ledger Balances.

[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 August 22, 2022

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