Custom client portals & practice software for legal & accounting firms.
Replace email intake, scattered documents, and billing gaps with a secure, branded client portal built around your practice — not a generic platform that fits no firm perfectly.
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What problems do legal and accounting firms run into every day?
Client intake via email
Intake forms sent as email attachments. PDFs printed, signed, scanned, and emailed back. Documents arrive in inboxes and get forwarded to shared drives that no one can navigate. Every new client starts with friction.
Document chaos
Files scattered across email threads, shared drives, and local folders. No version control. No audit trail. Staff spending 30 minutes finding a document that should take 30 seconds. Compliance risk hiding in every inbox.
Billing bottlenecks
Time tracked in one tool, invoiced in another, collected in a third. Write-offs happen because no one can remember what was done. Clients receive invoices they do not understand and delay payment as a result.
A complete practice platform. Built for your firm.
Client portal
A branded, secure portal where clients log in to view their matter status, upload documents, and communicate with your team.
Document management
Organized document storage tied to each client and matter. Version history, access controls, and a clear audit trail.
Intake forms
Digital intake forms that clients complete online. Data flows directly into your client record — no re-entry, no lost PDFs.
Billing integration
Time entry, invoice generation, and online payment collection in one connected workflow. Less write-off, faster collection.
Deadline tracking
Matter-level deadline and task management. Nothing falls through the cracks. Automated reminders for critical dates.
Secure messaging
Encrypted, matter-linked communication between your team and clients. No sensitive information in email inboxes.
From discovery to launch. Fixed price throughout.
Discovery
We learn your intake process, your matter types, your billing workflow, and your compliance requirements. Every firm is different. The system is scoped around yours.
Build
Fixed price, clear timeline, regular updates. AI-assisted development keeps delivery efficient. You know the cost before a single line of code is written.
Launch
Managed rollout with staff training and data migration. Our Care plan handles ongoing updates, security patches, and feature additions as your practice grows.
Why do practice management systems fall short on client intake?
Because intake is the part of the practice that is most specific to the firm, and practice management platforms have to be generic to sell. Clio, MyCase, Karbon, and Canopy handle matters, time, and billing capably. Intake is where firms differ most, and where the platform gives you a form builder and a hope.
The result is a process stitched together from a website form, a shared inbox, a spreadsheet of prospects, and a paralegal who knows which is authoritative. Documents arrive as email attachments and get filed by hand. Conflicts checks happen when someone remembers. Engagement letters go out as PDFs and come back scanned and crooked.
None of that is a technology failure exactly. It works. It just costs a few hours a week per person and produces no record you can report on, which is why firms rarely know their own conversion rate from inquiry to engaged client.
What does a purpose-built client portal actually change?
It moves the back-and-forth out of email. A client logs in, sees exactly which documents are outstanding, uploads them, and gets a receipt. Your staff sees the same list without opening an inbox. The follow-up that a paralegal currently does by hand becomes an automated reminder on a schedule you set.
For accounting firms the same structure carries the annual cycle: an organizer that pre-fills from last year, a document request list that updates as items arrive, and a status the client can check without calling during the busiest six weeks of your year.
The security posture matters more here than in most industries. Client files carry privileged and financial information, which means encryption in transit and at rest, role-based access, audit logging of who viewed what, and multi-factor authentication are part of the build rather than an upgrade.
Should a firm build or buy?
Buy the system of record. Trust accounting, time and billing, and conflicts are heavily regulated, well served by established products, and expensive to rebuild for no gain. We will not propose replacing them.
Build the layer that is specific to your firm: intake and triage, the client portal, the document request cycle, and the reporting that tells you which referral sources actually produce engaged clients. That layer is small, it is where the hours are going, and it is the part no platform will fit to your practice.
What does it connect to?
Custom software should sit alongside the tools you already pay for, not replace them. These are the connections we build most often for legal and accounting practices.
Clio or MyCase
Create the matter in your practice management system once intake converts.
QuickBooks
Invoices and payments flow to accounting without duplicate entry.
DocuSign
Engagement letters and authorizations signed electronically and filed automatically.
Microsoft 365 or Google Workspace
Documents land in the folder structure your firm already uses.
Stripe or LawPay
Retainers and invoices paid online, with trust and operating accounts kept separate.
Calendaring
Consultations booked against real availability instead of email tag.
How long does it take, and what does it cost?
A first build covering intake, a secure client portal, document requests, and e-signature typically ships in eight to twelve weeks once scope is defined. Integrations with a practice management system and accounting add time depending on what those systems expose through their APIs.
Pricing is fixed before work begins. Every feature is assigned a Kairos Unit value during scoping and converted into a locked total in the project agreement, so the firm knows the full cost before committing rather than watching an hourly meter.
Security review, data migration, and staff training are part of launch. After go-live, the Kairos Care plan covers hosting, SSL, security patching, and continued development as the practice changes.
See how KU pricing worksFrequently asked questions
Is a custom client portal secure enough for privileged information?
It can be, and security is something you should require explicitly rather than assume. A build handling privileged or financial records should include encryption in transit and at rest, role-based access control, multi-factor authentication, audit logging of document access, and a defined backup and retention policy. Those belong in the scope, not bolted on afterward.
Do we have to replace Clio, MyCase, or our accounting platform?
No, and we would advise against it. Trust accounting, time and billing, and conflicts checking are well served by established products and heavily regulated. The custom layer sits in front of them, handling intake, the client portal, and document collection, then creates the matter in your existing system once a prospect converts.
How does this help during tax season or a filing crunch?
Mostly by removing status calls and manual follow-up. Clients see their own outstanding document list and upload directly, reminders go out on a schedule instead of when someone gets to it, and staff can see across every open engagement which items are still missing. That visibility is what makes a compressed season manageable.
How long does it take to build a client intake system?
A first build covering intake, a secure portal, document requests, and e-signature typically ships in eight to twelve weeks after scoping. Deeper integration with a practice management platform or accounting system extends the timeline, largely depending on what those vendors expose through their APIs.
Who owns the software and the client data once it is built?
You do. The client data is yours throughout, and ownership of the software is written into the project agreement rather than left implied. That includes source code access and control of hosting and domains, which is worth confirming in writing with any developer before you sign.
What does a custom intake and portal build cost?
The price is fixed before work starts. Each feature is priced in Kairos Units during discovery and converted to a total that is locked in the project agreement, with no hourly billing. Additional scope later is quoted as a separate change order and does not alter the original price.
Build your firm's portal.
Tell us about your practice. We will scope a client portal built around how your firm actually works.
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