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How the Data Migration Process Works

Every year, we assist hundreds of law firms with data migrations from desktop or cloud systems into CosmoLex. 

Our migration experience covers many systems, including:

  • PCLaw
  • Tabs 3
  • TimeSlips
  • Time Matters
  • Amicus
  • Abacus
  • Juris
  • ProLaw
  • EsiLaw
  • Omega
  • Aderant
  • Bill4Time
  • Clio
  • MyCase
  • Zola
  • Practice Panther
  • Rocket Matter
  • Quicken
  • QuickBooks
  • QuickBooks Online
  • And more…

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: Prepare Your Financial Data (FD) for Migration

For detailed information, see Prepare Your Financial Data for Migration.

Step 2: 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.

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
Caution

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 out 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 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 your prior books

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.
Invoice Payments
  • Invoice payment history
  • Import paid invoices as unpaid (AR) through the AR balance sheet and apply payments.
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.
  • If you wish to retain operating balances dating back to the start of the year, though it is not required, you can import historical transactions.
Important

Our financial migration service does not include your:

  • Chart of Account (COA) set up
  • Trial balance migration
  • Historical business transaction entry

Step 4: Complete the Post-Migration Checklist

Use our Post-Migration Checklist as a guide to complete your migration.

Migration Options 

You have two data migration options:

Do-It-Yourself (DIY) Option (will link to Migrate Your Data)

  • 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 Migrate Your Data.

Turn-Key Option

  • For a nominal fee, we assemble a team that includes a CosmoLex 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.
Note

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.

[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 12, 2021

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