Law Firm Efficiency Hack: How Royal Legal Solutions Saved Time with Automation
Client
Royal Legal
Solutions
Industry
Legal
Services
Custom Software
Development
About
the Client
Royal Legal Solutions is a boutique law firm that specializes in protecting real estate assets throughout the U.S. and Canada. Despite their success, the firm faced operational challenges, including manual client payment collection, data entry, and document sharing, which were limiting their ability to scale and focus on more strategic growth initiatives. They required a more automated solution to streamline their administrative processes and improve efficiency.
Problem
The firm encountered the following key challenges:
- Manual Payment Tracking: The team used calendars to track and remember payment collections, leading to inefficiencies and missed follow-ups.
- Labor-Intensive Processes: Data entry tasks such as importing client information into HubSpot CRM, uploading documents, and sharing files with clients were time-consuming and prone to errors.
- Scalability Issues: Manual labor and the lack of automated processes hindered the firm’s ability to scale and provide seamless services to a growing client base.
Solution
South Target developed a comprehensive centralized system designed to automate Royal Legal Solutions’ key processes:
# 1
Automated
Payment Collection
The new system created client profiles, attached payment details, and established automated payment plans with custom financing options. This eliminated the need for manual follow-up when payments were due or when subscriptions needed renewal.
# 2
Integration with
HubSpot CRM
South Target integrated the system with HubSpot, allowing marketing and sales teams to access client data automatically, giving them real-time insights for tailored customer engagement.
# 3
Document
Management System
The solution enabled clients to log in to a secure portal where they could access their credit card information, payment plans, transaction histories, and legal documents, reducing the administrative burden of manually updating and sharing files.
Results
# 1
100% Time Savings
The firm eliminated the manual tasks of payment collection, follow-ups, and document sharing, allowing them to focus on marketing, customer service, and growth initiatives.
# 2
Less Day-to-
Day Stress
Royal Legal Solutions’ team felt less stressed as the critical but repetitive activities became automated, allowing them to focus on client interactions and business development.
# 3
Automated
Customer Retention
The system helped retain customers by automatically managing tasks such as credit card expirations and subscription renewals without requiring manual intervention.
# 4
Improved
Client Experience
With everything centralized into a single system, clients now enjoy a streamlined experience, accessing all necessary legal and financial information through a user-friendly portal.
Why South Target Was the Right Choice
South Target’s experience in developing automated systems and integrating third-party solutions like HubSpot and Stripe made them the ideal partner for Royal Legal Solutions. By understanding their specific operational challenges and collaborating closely throughout the development process, South Target delivered a tailored solution that perfectly aligned with the firm’s goals.
Further Benefits of the
Centralized System
# 1
Time Savings &
Stress Reduction
Royal Legal Solutions no longer had to manually track payments, follow up with clients, or upload documents. This automation removed the burden of day-to-day administrative tasks, letting them focus on higher-value activities.
# 2
Efficient Customer
Retention
Thanks to automatic subscription renewals and payment reminders, the firm experienced smoother retention of clients. The system could detect when a credit card was about to expire and notify the client, reducing churn and missed payments.
# 3
Enhanced Client
Interaction
With the centralized system integrated into HubSpot, the marketing and sales teams were able to engage more efficiently with clients. This improved the customer experience by giving the firm full visibility into customer interactions and insights from a single source of truth.
# 4
Personalized
Onboarding &
Development Process
From the outset, South Target held multiple meetings with Royal Legal Solutions to fully understand their needs. By aligning each development phase with client expectations, South Target ensured that the final product was custom-tailored to Royal Legal Solutions’ specific operational and client-service needs.
Industry Standards for
Process Automation
# 1
Automated Billing &
Payment Systems
In most modern businesses, automation of billing, invoicing, and payment collection through systems like Stripe is a standard approach to streamline revenue collection while reducing the potential for human error.
# 2
CRM Integration
HubSpot or Salesforce integrations are frequently used across industries to give a unified view of customer interactions, helping companies manage leads, track customer journeys, and improve engagement strategies.
# 3
Client Portals
It’s standard in legal and financial services to offer client-facing portals that allow customers to securely access their documents, transaction histories, and service details without the need for constant manual updates.
