CASE STUDY
Law Firm Sees Significant Time-Savings With HubSpot
Client profile
Prestige Legal Solutions is a law firm that specializes in seeking justice for consumers who have purchased faulty vehicles.
Case study highlights
Prestige Legal Solutions needed a way to accurately track 36 distinct legal sub phases that didn’t require substantial time to update manually.
By leveraging custom-coded workflows and custom object functionality, Simple Machines helped them use HubSpot to streamline the process, freeing up thousands of hours for higher-value activities.
2200+
hours saved (and counting)
36
legal sub phases tracked with accuracy
100%
elimination of time spent manually updating previous legal sub phases
Key deliverables
- HubSpot audit
- Custom objects setup
- Custom coded workflow
The Challenge
- Prestige Legal Solutions, a law firm with over 2,100 active cases, faced a major data management challenge. Their legal case management process relies on tracking 36 distinct legal sub phases, which represent the progression of each case after it is retained.
- Before working with Simple Machines, when the attorneys at Prestige Legal Solutions updated a case to reflect progress, they sometimes skipped over intermediate phases. HubSpot did not automatically backfill dates for the skipped phases, leaving gaps in the data.
- This forced the legal team to manually "season" each phase — spending up to two minutes per phase to fill in missing dates before advancing to the next stage.
- Given the number of cases and phases, these manual updates were costing the attorneys significant time. A single sitting could require up to an hour just to update a list of cases, reducing the time they could dedicate to serving clients or pressuring opposing counsel for better case outcomes.
The Solution
Simple Machines developed a streamlined solution using HubSpot's custom-coded workflow and custom object tools to extend the platform and solve the data inconsistency problem. The goal was to automate the backfilling of dates whenever a phase was skipped, eliminating the need for manual updates by attorneys.
The new system tracked the order of all 36 legal sub phases and their exception groups. This was essential because not every case followed the same path. For example, some cases only moved through phases 10-12 under specific circumstances. Now, Prestige Legal Solutions could ensure that if these exceptions applied, the skipped phases were updated correctly.
With this setup, when a case was updated to a new sub phase, the system automatically reviewed the history of prior phases. Any skipped phases without recorded dates were retroactively stamped with the appropriate dates.
The use of the HubSpot custom object also provided Prestige Legal Solutions with the flexibility to modify and add new phases as their processes evolved.
The Results
Substantial Time Savings
By automating the phase update process, Prestige Legal Solutions unlocked significant time savings. What previously required attorneys to spend up to two minutes per phase now happens instantly within the system, with no manual effort. For the 2,100 active cases alone, the estimated time savings amounts to over 2,200 hours — time that attorneys can now reinvest into more valuable activities and billable time.
Reduced Risk of Error
The automation reduces the risk of human error, ensuring more consistent and accurate data across all cases.
Improved Efficiency
The solution not only saved thousands of hours for Prestige Legal Solutions but also improved their overall operational efficiency. With the reduced administrative burden, attorneys and legal teams can now focus on serving their clients better and advancing cases faster, helping to drive better outcomes for clients.
Since our work with Simple Machines, we have seen that our attorneys and legal team have more time to focus on helping our clients and apply pressure on opposing counsel to drive better outcomes for our clients.
Andrew Jonsen, Director of Technology, Prestige Legal Solutions