MyCase is one of the most accessible practice management platforms in legal tech — strong client-facing features, a genuinely usable client portal, and pricing that makes it attractive for small firms. It also tends to be underutilized. Most MyCase installations XPRTS reviews are using it as a case tracker and calendar, not as the operating system it can be.
This post covers the configuration layers most MyCase firms skip — and what it looks like when the platform is actually running the way it was designed.
A note on MyCase's client portal: The MyCase client portal is one of its strongest differentiators. Clients can view documents, pay invoices, and send messages — all in one place. If your firm isn't using the portal as the primary client communication channel, you're leaving one of the platform's best features dormant.
Build matter workflows before anything else
Like all practice management platforms, MyCase's value multiplies when matter workflows are configured at setup rather than improvised per matter. MyCase's task and workflow templates allow you to define the standard sequence of steps for each practice area — and have them auto-generate when a matter opens.
Create a workflow template for each practice area you handle. Each template should contain: the checklist of tasks from intake to close, deadline offsets from matter open or trigger events, document checklists for required filings and communications, and billing milestones that trigger invoice generation. Firms that configure this correctly find that their staff spends significantly less time on coordination and significantly more time on billable work.
Activate and configure the client portal properly
The MyCase client portal is underused at almost every firm XPRTS audits. Attorneys mention it to clients once during onboarding and then never reinforce it — so clients default back to email, phone, and text. The portal goes dormant, and the firm loses the efficiency benefit entirely.
Proper portal configuration includes: a standardized client onboarding email that explains the portal and includes the activation link, a firm policy that all document sharing happens through the portal (not email attachments), invoice delivery through the portal with a payment button, and a template response for when clients contact you outside the portal redirecting them to it. This last piece is the one most firms skip — and it's why portal adoption fails.
Configure billing for automatic generation and collection
MyCase has solid billing and invoicing features that most firms run in manual mode. XPRTS configures MyCase billing with scheduled invoice generation, automatic payment reminder emails, and online payment enabled through MyCase Payments (powered by LawPay).
The configuration sequence: set billing rates at the matter type level (not just firm-wide defaults), schedule automatic invoice generation on your cycle, configure the reminder sequence at 7 days and 14 days after invoice delivery, and ensure the payment link in every invoice goes directly to the client's portal payment page. Firms that complete this configuration typically see collection timelines shorten significantly — not because clients suddenly want to pay, but because you've removed every friction point between the invoice and the payment.
Build your reporting dashboard
MyCase's analytics and reporting features can give you real-time visibility into revenue, AR aging, caseload, and staff utilization — but only if your matter types and billing are configured correctly first. Reports built on inconsistent data aren't useful.
The reports XPRTS configures on every MyCase implementation: active matters by practice area, AR aging (30/60/90 days), revenue collected this month vs last month, time entries logged per attorney per week, and invoice-to-payment cycle time. These six metrics tell you the operational health of your practice. Schedule them to run automatically and land in your inbox every Monday morning.
Connect MyCase to your intake system
MyCase has an intake form feature, but it is not a full CRM. For firms doing meaningful lead volume, pairing MyCase with a dedicated intake tool — Lawmatics, Go High Level, or even Typeform with Zapier — gives you the lead nurturing and automated follow-up that MyCase alone can't provide.
When a lead converts in your intake CRM, a Zapier workflow creates the MyCase matter and populates the contact record with intake data. No double entry. The moment someone signs an engagement letter in your CRM, they exist as a client in MyCase with all their information already in place.
Running MyCase? Let’s Get It Configured Correctly.
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