Seven workflow bottlenecks costing midsize firms time and money (and how to fix them)

Oliver Tromp, regional VP of sales, UK, at Actionstep outlines the top inefficiencies that are prohibiting smooth workflows and costing law firms both time and money — and the best approaches to mitigating them to unlock greater success.

Every midsize law firm knows the feeling: billable hours slipping through the cracks, documents taking ages to locate, and client intake moving at a snail’s pace. These workflow bottlenecks and inefficiencies are incredibly frustrating for both your team and your clients.

Worse still, they’re quietly draining your firm’s revenue. Our recent analysis shows that inefficient processes can cost firms up to £70,000 annually per solicitor in lost billable time alone.

The good news? These common bottlenecks are entirely fixable. Let’s explore the seven biggest workflow challenges facing midsize firms today and, more importantly, how to solve them.

1. Manual data entry and duplicate work

Manual data entry is one of the biggest productivity killers in law firms. When legal professionals spend time re-entering the same information across systems, it comes at the cost of billable work.

The fix? Intuitive automation. Modern practice management platforms can automatically populate data and next steps across your entire system, from client intake forms to document templates and billing records. No double entry, no errors, and no wasted time.

2. Slow client intake

Your client intake process sets the tone for the entire client relationship. However, many firms use lengthy paper forms, manual data entry and back-and-forth email chains just to get started.

The solution is straightforward: implement automated client intake. Digital intake forms automatically populate in your practice management system, trigger workflow automations to complete following tasks, and generate necessary documents. Clients can complete and sign forms from anywhere, while your team gets notified instantly when new information arrives. It’s faster, more professional, and dramatically reduces the time between initial contact and starting billable work.

3. Poor document management

Ever tried to quickly find a document only to spend the next half an hour digging through different email threads, shared drives and desktop folders? You’re not alone. If a solicitor spends an average of 15 minutes per day trying to find the right document, that adds up to about 60-65 hours per year. Over the course of a year, this can cost your firm up to £18,000 – £19,500 in lost billable time. And that’s just for one solicitor.

Thankfully, there’s a solution: cloud-based document management and automation with intelligent search capabilities. A centralised system that automatically organises files by matter, client and type, while also integrating with tools like Microsoft Office help reduce the pain of poor document management.

4. Time-tracking and billing delays

If you operate without a time-tracking solution, your law firm is leaving significant revenue on the table. Those quick client calls, brief email responses, and small document revisions? They often go unrecorded — and they stack up. Add in delayed invoicing and slow collections, and you’re looking at a significant blow to your bottom line.

Automated time tracking and integrated e-billing tools help create time entries automatically based on your work, while batch (mass) billing and automated payment reminders keep cash flowing.

The results are transformative: more captured billable hours, faster payments, and better financial health for your firm.

5. Inefficient case and matter management

When your firm handles dozens of cases simultaneously, even small inefficiencies multiply quickly. Missing documents, delayed updates, and unclear case statuses can eat into your firm’s productivity and profitability. Every minute spent searching for information or clarifying case status is a minute not spent on billable work.

This is where workflow automation can help.

Imagine each matter type having its own adaptable workflow that automatically assigns tasks, sends notifications, and tracks progress. Team members know exactly what needs to be done and when, while partners can see the status of any matter at a glance. With role-based assignments and automated task delegation, you can ensure the right people are working on the right tasks, at the right time.

6. Compliance and risk management hurdles

Regulatory compliance is non-negotiable for law firms. However, that doesn’t mean your team should waste precious time manually tracking compliance and managing risk management processes.

Tools that offer built-in regulatory tracking and automated compliance workflows enable firms to automatically maintain audit trails, manage client accounting, and ensure AML compliance. With real-time monitoring and automated alerts, you can stay compliant without staying up at night.

7. Lack of reporting and insights

Without clear visibility into performance metrics, billing efficiency, and resource utilisation, you’re essentially flying blind. Yet many firms struggle to generate the reports they need for informed decision-making.

Automated reporting tools transform raw data into actionable insights. Track key metrics like billable hours, case progress, and staff productivity at a glance. When you can easily gain visibility into key metrics, you can make strategic decisions that drive growth and profitability.

Transform your firm’s workflow

You’ve seen how these seven workflow bottlenecks can impact your firm’s efficiency and bottom line. You’ve also seen how the right technology can eliminate these challenges through automation, integration, and intelligent workflow design.

The question isn’t whether these inefficiencies are costing your firm — it’s how much longer you’re willing to let them continue. Actionstep’s comprehensive practice management platform is already helping firms like yours capture more billable hours, accelerate cash flow, and deliver better client service.

Ready to stop leaving money on the table? Book a demo today to discover how Actionstep can transform your firm.