Client file tracking
Each client or matter has a record showing status, next action and who owns it.
Industries
Industries / Professional Services
Software Solutions for Consultancies and Professional Service Firms
Keep client files, quotes and renewals from slipping through the cracks.
Law firms, accounting practices, agencies and consultancies run on client files and project-based work, but tracking often stays informal until something is missed. Lucerna brings client, file and quote tracking together with Luci CRM, alongside accounting and HR support where needed.
Where professional service firms lose track
Firms working on a project or client-file basis tend to hit the same gaps.
- Client files and project status are tracked inconsistently across the team.
- Quotes and contract renewals are forgotten until a client asks about them.
- Team workload is invisible, so some staff are overloaded while others are underused.
- Billing and financial tracking sit in a separate tool disconnected from client records.
- There is no single place to see the status of every active engagement.
How Lucerna addresses it
Luci CRM tracks clients, files and quotes in one place, with Luci Accounting and Luci HR covering the financial and staffing side.
- A single client and file record with status and next action
- Quote and renewal reminders so nothing is followed up too late
- Team workload visibility across active engagements
- Financial tracking through Luci Accounting connected to client records
- Staffing and workload data through Luci HR where relevant
- Reporting on engagement status and firm-wide activity through Luci Report
How professional service firms use this in practice
Quote and renewal follow-up
Reminders are tied to the system rather than a person's memory, so renewals don't get missed.
Team workload visibility
Partners or managers can see how engagements are distributed across the team.
Connected financial tracking
Luci Accounting keeps billing and cash movements visible alongside client activity.
Setup and adaptation
- 1
Mapping current client workflows
We review how client files and quotes currently move through the firm.
- 2
Migrating existing records
Client and file data from spreadsheets or informal systems is consolidated into Luci CRM.
- 3
Configuring reminders and workflows
Renewal and follow-up reminders are set up based on your engagement types.
- 4
Go-live and team training
Team members are trained on their own views, with adjustments based on real usage.
Related products and services
Professional service firms typically start with these:
Frequently asked questions
- Is this suitable for a small partnership as well as a larger firm?
- Yes, the setup scales from a small team to a larger firm; scope is defined based on the number of users and workflows needed.
- Can we track billing alongside client files?
- Yes, Luci Accounting can be connected to client records so billing status is visible alongside engagement status.
- Can quote renewals be automated?
- Reminders for renewals can be set up so they surface automatically rather than relying on someone remembering.
- Does this work for firms with confidential client matters?
- Access can be restricted by role so staff only see the files relevant to them.
- How long does setup take?
- For a single firm with existing client data, initial setup is typically a matter of days to a few weeks depending on complexity.
Bring your client files into one system
Request a demo to see client, file and quote tracking built for professional service firms.