Many law firms use practice management software to manage client relationships. But far fewer use software to manage the delicate time-frame prior to engagement. Customer relationship management (CRM) software can keep your pipeline of new clients humming along in a predictable manner, especially if it's geared to the needs of law firms.
Zola CRM in One Sentence
Zola CRM is a cloud-based CRM software platform developed exclusively for law firms (you can use Zola CRM with or without Zola Suite, the company's cloud-based practice management software).
The Killer Feature
"With Zola CRM, you can intelligently manage your prospect pipeline and automate intake," says Zola Media founder, CEO and Chief Product Architect Fred J. Cohen, J.D. This starts with contact management. Zola CRM includes a mobile-friendly form you can embed on your website for lead capture (no setup required if you have a WordPress site). You can also manually create leads such as those from referrals and phone calls.
Zola CRM's dashboard lists all leads and related data such as Created Date, Source, Expected Close, Lead Owner, Conflict Cleared, Probability, Value, and Status. Statuses help you organize your leads and quickly assess which prospects require your attention or follow-up (e.g., Not Contacted, Rejected, Qualified, Retainer Sent). One-click filters list only those leads with a specific status. You can further sort this list using the other parameters listed above.
When a lead converts and becomes a client, Zola CRM's intake form seals the deal. As part of the intake process, Zola CRM can generate a retainer agreement. Integration with RMail enables new clients to electronically sign your engagement letter.
If your firm uses Zola Suite for practice management, Zola CRM appears in the main navigation. Zola Suite automatically creates a new matter, files the signed engagement letter in that matter, and imports each new client's contact information for immediate use. Zola Suite, which includes trust and financial accounting, can even bill the new client for a retainer fee and accept payment via credit card.
The dashboard in Zola CRM displays your leads and related metrics.
Other Notable Features
Zola CRM's dashboard contains several charts above the contact list. The Lead Pipeline visually displays leads in a sales funnel by status so that you can identify problem spots (e.g., too few new leads, too many unsigned retainers, etc.). Donut charts enable you to analyze leads using any metric such as leads by source or practice areas. The Dashboard also lists the value of your pipeline as well as the number of new leads and conversions over a configurable period of time.
Zola CRM has a built-in email client for Office 365 and G Suite so that you can email prospects from your own email account and track all communications. Zola CRM also includes notes and tasks. These email messages, notes, and tasks eventually get stored in Zola Suite if you use that product for a complete record of all communications and activities from first contact.
What Else Should You Know?
Zola Suite Enterprise ($79 per user/month) and Enterprise Plus ($89 per user/month) include Zola CRM. As a standalone product, Zola CRM is free for up to 100 leads, including unlimited lead capture and intake forms. Pricing for unlimited leads depends on the number of users. Zola Media offers optional services such as website and blog design and hosting, logo and stationery design, and legal content for your practice areas that you can edit and publish.
Neil J. Squillante is the founder and publisher of TechnoLawyer, an award-winning network of free email newsletters for lawyers and law office administrators. Many consider TechnoLawyer the only email subscription they need. Previously, Neil practiced commercial litigation at Am Law 100 firm Willkie Farr & Gallagher. He received his J.D. from UCLA School of Law and his B.A. from Duke University.
