The legal profession has been long overdue for a disruption, and it’s finally here. After a global pandemic forced lawyers to work from home, law firms, clients, and courtrooms realized with digital technology, lawyers can work from anywhere.
And guess what? Going virtual works.
While working remotely, lawyers can sign up cases, work on cases, and resolve cases. All from the comfort of their homes.
This successful shift has proven that law firms do not need expensive office space. As a result, office space is seen as a luxury — not a necessity. This has reshaped the legal industry by redefining what the modern-day law firm looks like.
Why should you start a virtual law firm?
A few years ago, starting a law firm would require you to save a lot of money or get a loan from the bank (or both). But with a virtual law firm, you’re removing the largest overhead expense — office space.
In doing so, you can start your virtual law firm much cheaper than you think. By minimizing your expenses, you also minimize your risk when business slows down.
And when business picks up, you reinvest the money into the firm to maximize growth. As the firm grows, then at some point, you can reevaluate whether you even need office space.
But you may never return to the traditional ways because ditching the daily suits and the office space can liberate when you can work where and how you want.
1. GSuite
What is it?
GSuite is a bundle of Google’s best products. With GSuite, you get Google’s Gmail, Docs, Sheets, Slides, Forms, Meet, Chat, Drive, and more.
With these foundational products, you’ll be virtual in no time.
How does it work?
Google will take you through a questionnaire that will get you set up in minutes because there is no installation. Instead, you access everything online.
While setting up your account, you can create a custom email with your law firm’s domain name, which will also be your username.
As soon as you’re set-up, you’re off to the races. You can start using Google’s products instantly.
Why is it awesome?
GSuite will immediately put you on the path to being virtual.
You can save files on Google’s secure cloud storage to access them anywhere with Google Drive. You can also use Google Drive to share large files and folders with others securely.
If you’re ready to start working, you can use Docs to draft documents, Sheets to crunch numbers, or Forms for an easy way to conduct your client intake. All of which can be shared online.
Needing to talk to a client?
Hop on a video call with Google Meet to give your clients the personal touch they deserve.
Because there’s no installation, you can access your GSuite products from any computer with internet access, which is the key to being virtual.
2. PandaDoc
What is it?
For our purposes, PandaDoc is a great solution for getting documents signed electronically.
How does it work?
After creating your free account with PandaDoc, you can access your dashboard. Once there, you upload the PDF that you need to be signed. You can easily format the document to require electronic signatures from specific individuals based on their email addresses.
To do this, drag and drop the signature block where you want it. You can then resize and format the signature block using PandaDoc’s toolbar (it’s super easy!). Once you’re done, copy a link to the document and send it to the person who needs to sign it.
You’ll then be sent separate emails by PandaDoc notifying you when someone has viewed, signed, or completed the document.
Why is it awesome?
Before using PandaDoc, lawyers would run into the same problem repeatedly. You would send paperwork to a client that needed their signature, and you would wait… for a very long time.
Fewer and fewer people don’t have a printer at home nowadays. Even fewer people have a scanner. If people did have a printer or scanner, neither would likely work.
As a result, clients were forced to use the printer and scanner at work, take time to drop off the documents at my old office or leave them at their treating doctor’s office for me to pick them up.
It was extremely inefficient.
Fortunately, PandaDoc fixes this problem by allowing people to sign documents from their phone or computer.
What used to take days now takes minutes.
3. Unitel
What is it?
Unitel is a virtual phone system that gives your virtual law firm a traditional feel. When people call your law firm, you can use Unitel to set up a greeting that professionally introduces your law firm and provides the caller with extensions so their calls can be properly routed.
Unitel also allows you to send and receive faxes using your business line — no equipment is needed. That can come in handy.
How does it work?
If you already have a business number, then you can connect that number with Unitel’s phone system. Or, if you need a new number, Unitel will assist you in selecting a toll free number or a local number in any area code.
Once you have a number and your account has been created, it’s time to set up your virtual phone system. To do this, you must set up a greeting, add extensions, and connect your cell phone.
And that’s it!
It’s extremely simple to get started. And if you’re not very tech-savvy, then don’t worry because Unitel Voice’s customer service is fantastic. After you set everything up, you can use your cell to handle business calls.
Why is it awesome?
Using my personal cell number for business seems like a nightmare. But you also don’t want to buy a separate cell phone. Fortunately, Unitel allows you to have the best of both worlds.
With this virtual phone system, you can use a business number that makes and receives calls from your cell phone (without compromising your personal number).
The best part is that Unitel gives your virtual law firm a professional feel.
When someone calls your law firm, they will hear a professional greeting. The caller is then given some extensions to choose from. While this also gives a professional feel, if you’re a one-person firm, you can primarily use extensions to segment and prioritize the callers.
The biggest perk?
Mobility!
You’re no longer a slave to the desk phone and can now handle business calls from anywhere.
Plus, you can “unplug” from the office by automatically setting your business calls to voicemail at certain times of the day, or you can put the Unitel app on “do not disturb.”
What is it?
Squarespace is an intuitive website builder designed to bring your website to life quickly and efficiently. Not only is Squarespace crafted to help you launch your website swiftly, but it’s also optimized to convert your visitors into clients effectively.
How does it work?
Squarespace offers a cutting-edge platform that empowers you to create, edit, and personalize your entire website with its visual drag-and-drop editor. To begin, you’re guided through a straightforward, step-by-step wizard that supports you in getting your website live in under 15 minutes. It might seem too good to be true, but launching your website is remarkably simple with Squarespace.
Why is it awesome?
Establishing an online presence is crucial for a virtual law firm, starting with creating a website. Before you stress about coding or investing in web development experts, understand that launching a website today is more accessible and affordable than ever. Even if technology isn’t your strong suit, Squarespace is there to help you quickly get your law firm’s website off the ground.
Squarespace also provides extensive tutorials on leveraging its platform to the fullest. By having complete control over your website, you can tailor it to meet the specific needs of your law firm. This allows your website to serve you better, simplifying your life significantly.
A smart strategy is to design your website to manage part of your client intake process, enabling you to weed out cases that aren’t a good fit automatically. This can save you time by reducing unnecessary calls for cases you don’t handle or eliminating the need to hire additional staff.
To manage intake, you can utilize Squarespace’s form and survey features. By incorporating a questionnaire on your website, potential clients can quickly determine if your services match their needs. You can tailor these questionnaires to guide visitors on whether they should contact you, thus directing high-quality cases and optimizing your time.
5. UPS’s Business Mailbox
What is it?
UPS offers business mailboxes that you can use as your law firm’s address. With this, UPS will accept your mail, sign for packages, and give you 24-hour access to your mailbox.
How does it work?
When you are set up with a business mailbox, you’ll immediately be given a street address that looks extremely professional.
For example, this may be the address of the UPS store:
123 Law Venture Lane
Suite 789
Austin, Texas 78735
Once you have a business mailbox, you can use the mailbox number as your law firm’s address. For instance, if your mailbox number is 212, then your law firm’s address will look like this:
123 Law Venture Lane
Suite 789-212
Austin, Texas 78735
You can then use your law firm’s address in your letterhead and signature blocks.
Once you start receiving mail, UPS will put everything in your mailbox or hold packages for you to pick up.
Why is it awesome?
The biggest benefit is not needing to use your home address as your law firm’s address.
Plus, if you’re traveling (because that’s what virtual lawyers do, right?), it’s comforting to know that UPS is taking care of any important letters, checks, and packages you may be receiving.
6. PDF Expert
What is it?
With a virtual law firm, you’ll use PDFs more than ever.
So, you will need a PDF app that does the job without breaking the bank.
Say hello to PDF Expert!
This PDF app allows you to read, edit, redact, sign, notarize, and bate stamp documents.
And unlike other PDF apps that require an annual subscription, PDF Expert is a one-time payment that is extremely affordable.
How does it work?
After you purchase and install PDF Expert, you can set PDF Expert as your default PDF app so that it automatically opens when you click on a PDF document (whew — there were a lot of “PDFs” in this paragraph).
Once you’re set up, you can get straight to work.
Why is it awesome?
PDF Expert is equipped with everything you need and will cost you a fraction of the price of subscription-based PDF apps.
And while your computer’s built-in PDF app may be free, these apps are typically limited.
For example, Mac’s free PDF app, Preview, cannot redact documents. Even if you use Preview to put a black box on the PDF document and export it as a new PDF file, people can still copy/paste what the box is hiding.
When handling discovery or many documents, free PDF apps have limited search capabilities and cannot bate stamp documents properly.
On the other hand, PDF Expert has everything you need without hurting your wallet.
7. Zoom
What is it?
Video chatting with others is more common than ever. As a result, Zoom has become one of the most recognized video chat platforms out there.
How does it work?
To begin using Zoom, you’ll first need to download the app and then enable your camera and microphone. Once completed, you can send private invitations to your video chat.
Zoom then allows you to share your computer’s screen or grant access to others so that they can share their screen.
While you’re using Zoom, you’ll have the ability to video record the entire chat.
Why is it awesome?
Beyond the fact that Zoom is one of the most popular platforms for video chat, you should strongly consider using Zoom for its ability to record screenshots.
If you have a virtual hearing with Zoom, you can record the entire hearing for your records (remember that this recording wouldn’t be the official record).
If you have a virtual deposition, you can record the deposition and potentially use video snippets at a hearing or trial.
And if you’re a virtual notary (I highly recommend you become one), you can record your client’s screen as they digitally sign their documents. This is extremely convenient when you need to formally formalize a settlement release so the settlement check can be sent.
It’s simple. It’s effective. It’s perfect for virtual lawyers.
8. Chase Bank
What is it?
Chase Bank is one of the largest banks in the country and a great option for virtual law firms.
How does it work?
With Chase, you can set up checking, savings, and IOLTA accounts for your virtual law firm. You will most likely need to go to a Chase location and complete the necessary paperwork to do this. Just be sure to call in advance to ensure you have everything you need so you don’t have to make multiple trips.
After you’re set up, pat yourself on the back because your law firm’s finances will be mostly virtual from this point forward.
Why is it awesome?
With Chase, some major benefits will help keep you virtual.
First, Chase is essentially free.
You don’t pay anything for the checking account if you maintain a minimum balance of $1,500. You also don’t pay for the savings account if it is connected to your checking account. With the IOLTA, that is free as well.
Second, Chase uses Zelle, which allows you to send up to $5,000 in a single transaction, up to $5,000 daily, and $40,000 monthly. It’s free and instant and allows you to use Zelle with any bank account, including the IOLTA.
It’s super convenient. You can make mobile deposits up to $10,000 (this saves you a lot of trips to the bank). Also, Chase does not charge for wire transfers from the IOLTA account.
This perk is HUGE.
Clients love the convenience of electronically receiving money, especially if some of those clients don’t live in the same city as you.
By electronically sending them money at no cost and eliminating the worry that their money will get lost in the mail, you’re ending the case on a high note (which can lead to some awesome reviews).
Ready to start a virtual law firm?
With these tools, going virtual has never been more appealing for lawyers. You can limit your expenses and risks and maximize your law firm’s growth.
And most importantly, you can control your legal career from wherever your virtual law firm takes you.
Editor’s Note: This article is part of the blog series Start Your Business brought to you by the marketing team at Unitel, the virtual phone system priced and designed for startups and small business owners, and Law Venture, bringing entrepreneurship to lawyers.
