Caseo is a cloud-based legal practice management platform for South African law firms, combining matter management, diary and deadline tracking, billing, trust accounting, and client communication in a single system.
Key features and functions include:
Matter Management
Matters are organized by client, type, and status, with notes, documents, key dates, and a full change history on one screen. Conflict checks run against existing clients and opposing parties when a new matter is opened, and matter-type playbooks apply a standard set of steps for practice areas such as litigation, Road Accident Fund claims, and deceased estates.
Diary and Deadlines
A firm-wide diary tracks court dates, prescription dates, and follow-ups, with reminders set against South African public holidays. Prescription dates can be calculated from an accident or debt date and confirmed by the user, and the diary can sync with Google Calendar or Outlook.
Time, Fees, and Billing
Firm rate tables price time entries, disbursements, and fixed fees as they are logged against a matter. Draft invoices are generated from logged time and fees, and the platform supports payment plans, account statements, and reporting on overdue balances.
Trust Accounting
Trust and business transactions are recorded in separate ledgers for each matter, with safeguards against a trust balance falling below zero. Bank statement import supports monthly reconciliation, and the platform tracks Fidelity Fund interest obligations and produces a year-end trust audit pack.
FICA and Client Compliance
Client records include identity verification details, politically exposed person and sanctions screening results, a risk rating, and a review date. Clients are screened nightly against South Africa’s Financial Intelligence Centre sanctions list, and firms can upload their own Risk Management and Compliance Programme to apply firm-specific review rules.
Client Portal
Clients can view their matters, documents, and invoices, exchange messages, and sign documents electronically through a dedicated portal. Clients do not have visibility into firm notes, the diary, or trust balances.
Books, Creditors, and Payroll
General ledger, trial balance, income statement, and balance sheet reports are generated from transactions captured elsewhere in the system. The platform also supports creditor and supplier bill tracking and payroll processing with PAYE, UIF, and SDL calculations.
Reporting and Analytics
Built-in reports cover matter activity, trust balances, outstanding fees, fee-earner workload, and file reviews for prescription dates and dormant matters, among others. Reports can be run for a date range, for the whole firm, or for an individual fee earner.
Integrations
Caseo connects to Xero for business accounting. Integrations with Sage Business Cloud Accounting and LexisNexis WinDeed were listed as in development at the time of this listing.
Mobile Access
Caseo runs in a mobile browser without a separate app installation, with access to the day’s diary, matters, and financial information. Entries made while offline are saved and synced when connectivity returns.
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