As cloud-based services become more popular among corporations and large law firms, smaller agencies and solo attorneys can’t help but take notice.

Document management is critical to any practice, especially those that specialize in real estate, where a single real estate transaction generates a high volume of documents.  

Ann Irons, CPA, who provides bookkeeping, payroll, and consolidation for real estate law firms, works closely with lawyers and practice managers. Most practices utilize some combination of cloud-based, server-based, and outsourced functions to capture and store important data, including case files, client information, contacts, calendars, and notes.

Choose Wisely, Choose Sparingly

If you opt for a combination of cloud- and server-based servers, understand that there are challenges involved in creating a system piecemeal.

Suppose you use a cloud-based program to track client contact information and real estate agents’ files, a server-based software program for tracking and identifying leads, and another server-based program for and budgeting--that still leaves accounts payable and receivable, website maintenance, social media clients, and other functions.

One could argue that the investment of time and money into maintaining so many programs destroys any efficiencies you might otherwise hope to achieve for your practice and its business operations.

Think consolidation, An Argument for Cloud-Based Servers

Cloud-based servers are ideal for real estate law agencies operating in multiple physical locations.

Two addresses? Two servers, if you go the server-based route, and it becomes more costly with each additional remote location and server.

Other advantages of cloud-based servers include: 

• Maintenance and repairs are handled by the provider
• A larger cloud means a greater number of users, making it more likely that any glitches or downtime will be quickly reported and resolved with no action on your part
• Greater protection against security breaches, fulfilling your obligation to maintain confidentiality and sensitive personal, legal, and financial data
• You or your staff need to access data away from the office, or outside of operating hours

Advantages of Server-Based Options

Despite the superior mobility and relatively hassle-free maintenance of cloud-based servers, many smaller (less than 20 attorneys, paralegals, consultants, and office staff) agencies find the high upfront investment too prohibitive. If any of the following apply to your practice, consider maintaining, upgrading, or replacing your current server-based system:

• All required functions (accounting, client info, marketing) are currently performed satisfactorily by one or few separate programs
• You operate from only one physical location
• You are able to find a server-based option that performs all necessary functions within a single system, rather than several cloud-based functions

To learn more about outsourced accounting, payroll, and bookkeeping for real estate law firms in Bellingham, MA, contact Ann Irons, CPA, LLC at 508-966-0700. We welcome individuals, businesses, and practices located in and around Bellingham, Framingham, Worcester, Boston, and the surrounding areas.