Case Studies
STREAMLINED PROJECT MANAGEMENT & IMPROVED CUSTOMER SERVICE
The Client
Elite Discovery is a Texas-based, litigation support company providing traditional copy/scan, eDiscovery, and depo services to law firms and corporate legal departments. They also have a large technical staff for providing electronic discovery services, hosted review solutions, and computer forensics.
The Challenge
Elite Discovery had a manual process for tracking projects from input to billing. Everything was on paper or in an excel spreadsheet. Staff entered a time at the end of each day to account for time spent on a variety of customer projects. Many hours were spent on these unbillable activities which often caused production delays. Worse, when work got very busy, this important tracking often fell to the bottom of the list, creating questions of accuracy and cash flow issues due to the extra time needed to prepare invoices correctly.
Doculogix Solution
Installing PTS was the critical first step in solving these issues for Elite. PTS includes every feature Elite needed to streamline project management and improve customer service. Doculogix then provided consultation and training to ensure the Elite staff was ready to make the transition a smooth one. They eliminated many different paper forms and spreadsheets, and replaced them all with the PTS system, allowing employees to enter information into one secure system.
The Results
Elite now has all workflow and time tracking information in one database for easy access and timely invoicing. They’re able to easily generate reports that track labor percentages and revenue in real-time. If a project begins to run off schedule or over budget, they can alert the customer immediately to prevent unwelcome surprises or lost revenue. Customers of Elite also appreciate the improved turnaround times. Electronic invoice processing is the next big thing, and Elite is one of the first to use this exciting new feature of PTS. Customers are paying an average of 10 to 15 days faster because invoice processing is so much quicker and easier than ever before.
LITGISTIX BUSINESS SOLUTIONS, BETTER TRACKING = HIGHER PROFITABILITY
The Client
Litgistix LLC is a litigation support vendor located in Tulsa, Oklahoma. They specialize in legal copying, scanning, videography, and e-Discovery services as well as traditional document copying, binding, and offset printing services to both the business and legal community in Northeast Oklahoma.
The Challenge
Litgistix has about 1,000 jobs or projects per month, and they had a strong need to reduce the paper workflow and replace it with an electronic job tracking system. They needed a better process to track and standardize pricing on jobs by the customer and by the employee. Litgistix also used different systems for accounting and customer relationship management and wanted to interface the job orders into these systems and consolidate systems if possible. Litgistix struggled to find an efficient and easy way to meet these needs, as well as generate valuable reports.
Doculogix Solution
The first step towards a streamlined workflow was installing PTS to automate the job entry, and pricing process and eliminate paper. Now PTS gives Litgistix the ability to electronically capture all their jobs and customer information in one central secure Cloud environment that employees can access anywhere. Tracking all of the information together facilitates looking at the whole picture instead of separate parts. This helps create better estimates, see productivity levels by employees and ultimately be more profitable.
The Results
Litgistix has been using PTS since January 2011. PTS standardizes its job workflow and pricing. Larger projects are now more profitable with the ability to track and bill based on actual time spent. Overall, PTS provides better real-time revenue reporting that can be measured down to the customer, project, department, employee, and even job item detail. Employees are now able to input their work directly into the system and track the revenue produced. This has enabled Litgistix to restructure its quarterly employee bonus program and measure it on actual employee results and productivity rather than an arbitrary calculation.
What’s Next?
Litgistix has implemented PTS’ user-friendly Customer Relationship Management system in place of their old CRM, saving additional costs. Next, they plan to interface PTS into their accounts receivable system to improve efficiency in payment processing and collections.
INCREASE IN PROFITS & EMPLOYEE WORKLOAD MANAGEMENT
The Client
Litigation Solutions Inc. is a Colorado-based, litigation support company providing a full range of services from traditional litigation support to eDiscovery and multiple web hosting review solutions.
The Challenge
LSI started using Doculogix PTS in 2009 when it was in its infancy. They used PTS to accomplish the basics, including electronic work orders, job intake, billable collections, and invoicing. Over the years as PTS added more and more functions LSI did not implement some of the additional features and benefits and found itself needing more control over task assignments, mostly due to employees working both locally and remotely. In addition, profits had declined even though sales had increased, and they needed a fresh set of eyes to look at the company as a whole.
Doculogix Solution
In 2018 LSI brought the Doculogix team in to improve their workflow, best practices, and profits. Taking a fresh approach, Doculogix looked at creating a new effective, and efficient workflow model for their current environment. In addition, Terry Vaughan worked with the owner to review the P&L for opportunities to increase efficiencies while lowering short-term and long-term expenses. Once the new workflow was agreed upon Doculogix trained each department on their responsibilities and used PTS as the base to keep the workflow moving forward.
The Results
LSI has seen a tremendous increase in profit percentage due to changes in workflow and expense. Workers now understand what areas they impact most and how they fit into the process. Adding PTS task management, LSI can now spread the workload across all workers local and remote. Each employee now has a billable expectation that can be tracked in PTS by the employee and management.
PTS MADE IT POSSIBLE TO SHARE PEOPLE RESOURCES ACROSS MULTIPLE LOCATIONS.
The Client
Advanced Discovery is a full-service e-discovery provider with 11 locations and about 375 employees across the nation. Their services include everything from forensic investigations and data collection to managed attorney review and productions.
The Challenge
Advanced Discovery had many different tools and processes for project management, with hundreds of employees across multiple cities. Each office had its own way of tracking client projects and varied in its pricing models. Employees in separate locations lacked the ability to bill projects from other offices.
Doculogix Solution
PTS makes it possible to share people resources across multiple locations. It’s also a quick process to add new offices and users as needed. PTS is flexible, allowing Advanced Discovery to integrate many different types of litigation support. The team at Doculogix knows the litigation support industry inside and out. PTS is a project management system designed exclusively for litigation support, and it includes all the features needed to streamline business processes.
The Results
Since first installing PTS in November 2010, Advanced Discovery has added six locations. People in different cities can now work on the same projects without confusion. Having the capability to remotely access all projects makes tracking revenue for large projects simple. In addition to facilitating daily processes, PTS gives the ability to bill for services in a timely manner with appropriate and consistent pricing models that tie in with QuickBooks.
What’s Next?
Advanced Discovery will benefit greatly from the electronic invoicing feature. They will be able to bring all the business management pieces in-house and continue to grow the company. The upcoming financial feature of PTS will have an electronic approval system and electronic statements to aid Advanced in gaining new clients.
A few of Our Loyal Clients, 15 Years and Counting
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