Most legal professionals would agree that choosing the right legal practice management software is critical, yet can be an overwhelming decision.
This comparative review promises to simplify your decision between Filevine and Rocket Matter by objectively evaluating features, ease of use, mobility, security, support, pricing, and ROI.
You'll get a data-driven analysis weighing the pros and cons of each platform to provide clear recommendations on which solution may work best for your firm.
Introduction
This section will provide a brief background on Filevine and Rocket Matter as legal practice management software, and outline the goals of this comparative review.
Overview of Filevine
Filevine is a cloud-based legal practice management platform founded in 2006. It offers features like document management, billing and invoicing, calendaring, and more.
Overview of Rocket Matter
Rocket Matter is also a cloud-based legal practice management platform, founded in 2008. It provides document assembly, time tracking, billing, and other key features.
Goals of this Review
This review aims to thoroughly compare the core features, usability, integrations, security, support, and pricing of Filevine and Rocket Matter. It seeks to provide an unbiased analysis to help legal teams determine the best choice for their needs.
Feature Comparison
This section will break down how Filevine and Rocket Matter stack up across key features including document management, calendaring, templates, integrations, and more.
Document Management Capabilities
Filevine and Rocket Matter both offer robust document management capabilities to help legal teams organize files and important information.
Key features include:
- Document creation and editing
- Drag-and-drop file organization
- Search tools to quickly find documents
- Permissions to control document access
- Audit trails to track document activity
Filevine offers optical character recognition (OCR) to make scanned documents searchable. Rocket Matter has a desktop sync feature to access files offline.
Overall, both platforms provide the core document management tools legal teams need to handle contracts, briefs, discovery, and more. The choice comes down to specific integration and accessibility preferences.
Calendaring and Deadline Tracking
Accurate calendaring and deadline tracking are crucial for legal teams. Here's how the platforms compare:
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Event Logging: Filevine and Rocket Matter enable creating calendar events, logging billable hours, and tracking deadlines.
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Notifications: Both send email alerts for upcoming events and approaching deadlines.
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Availability: Each platform shows coworker availability and makes booking meetings easy.
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Integrations: Platforms connect to Google Calendar, Office 365, and iCalendar.
While the core features are similar, Filevine offers more robust filtering and custom calendar views for specialized tracking. Rocket Matter has an intuitive calendar UI.
Template and Form Building
Filevine and Rocket Matter provide tools to build custom templates and forms.
Key capabilities:
- Drag-and-drop form builders
- Reusable templates
- Merge tags to auto-populate new documents
- Send forms to clients for eSignatures
Filevine comes with over 100 premade templates. Rocket Matter enables building templates from existing documents.
Both platforms provide robust tools to standardize legal paperwork. Filevine offers more out-of-the-box templates while Rocket Matter makes custom building easier.
Available Integrations
Filevine and Rocket Matter integrate with various apps used by legal teams:
Popular Integrations
- Cloud storage: Dropbox, Box, OneDrive
- Email services: Gmail, Outlook
- eSignature: DocuSign
- Billing & payments: LawPay, Clio Payments
Case Management Connections
- Filevine: Needles, Smokeball, PracticePanther
- Rocket Matter: Clio, MyCase, ActionStep
The integrations allow connecting workflows between the platforms. Filevine offers more case management integrations while Rocket Matter connects to major billing tools.
Dashboards and Reporting
Both Filevine and Rocket Matter provide central dashboards to analyze legal team productivity.
Key reporting features:
- Prebuilt reports and customizable options
- Charts displaying case metrics
- Filters to analyze performance
- Scheduled report delivery
Overall, Filevine comes with more out-of-the-box reports while Rocket Matter offers greater customization. Both deliver actionable insights through central legal dashboards.
Ease of Use
This section examines how user-friendly Filevine and Rocket Matter are, from the initial setup process to day-to-day use.
Learning Curve for New Users
Both Filevine and Rocket Matter aim to provide intuitive interfaces so legal teams can get up and running quickly.
Filevine offers guided setup wizards, contextual help, and onboarding resources like videos and webinars. This helps new users rapidly configure the system and start tracking their first cases. The interface uses recognizable legal terms which attorneys and staff understand.
Similarly, Rocket Matter prioritizes ease of use. Their dashboard interface enables customization so firms can model existing workflows. Context-sensitive help and onboarding checklists simplify the initial learning process. However, the platform may involve a steeper learning curve for non-technical users.
Overall, Filevine seems more intuitive out-of-the-box, while Rocket Matter offers greater flexibility through customization. Firms should weigh their needs for simplicity versus configurable power.
Ease of Administrative Customization
Both platforms enable firms to customize terminology, data fields, templates, user roles, workflows, and other aspects to match real-world legal processes.
Filevine provides user-friendly wizards for customizing common components like matter types, template bundles, fields, and rules. Administrators can also directly edit advanced settings using the web interface. While powerful, some processes require contacting Filevine's support team.
Rocket Matter delivers in-depth customization options directly through its web interface, empowering firms to modify workflows, rules, fields, and templates independently. However, the breadth of options can overwhelm non-technical administrators.
Ultimately Filevine offers friendlier customization suited for most firms, while Rocket Matter suits advanced firms wanting greater direct control, albeit with a steeper learning curve.
Day-to-Day Ease of Use
Both Filevine and Rocket Matter aim to streamline daily legal workflows through intuitive interfaces and process automation.
Filevine uses clear language and data entry forms modeled on real-world legal processes. The system automates administrative tasks via rules and templates, allowing staff to focus on substantive work. Dashboards, calendars, and notifications keep everyone on the same page.
While powerful under the hood, Rocket Matter's interface involves more upfront complexity. Teams must customize forms and rules to match existing workflows. However, once configured, the system accelerates matter management via automated deadlines, document assembly, and workflows.
In summary, Filevine provides easier out-of-the-box usage, while Rocket Matter enables advanced customization for streamlined workflows over time. Firms should weigh their needs for initial simplicity versus long-term flexibility.
Mobility
This section covers the mobility capabilities provided by Filevine and Rocket Matter's mobile and desktop apps.
Mobile Applications
Both Filevine and Rocket Matter offer mobile apps for iOS and Android devices to provide on-the-go access to case information.
Filevine's mobile app enables users to view and update case details, calendar events, tasks, and documents. The app offers full case management capabilities. Users mention the intuitive interface and responsive design as positives. However, some users have complained about sync delays between the mobile and web apps.
Rocket Matter also provides a mobile app for iOS and Android with functionality to view and update cases, add calendar events and tasks, and access documents. The app has received praise for its clean interface. However, offline access is limited compared to the web app. Sync reliability has also been flagged as an issue during poor network connectivity.
Based on user reviews, Filevine seems to have an edge in terms of mobile app capabilities. But both platforms offer the core features lawyers need when away from their desktop.
Offline Accessibility
Offline accessibility refers to the availability of access without an internet connection. This is crucial for lawyers who may need to refer to case information while in courtrooms.
Filevine's mobile apps have offline support to let users view case details without an internet connection. However, editing capabilities are limited. The web app does not function offline.
Rocket Matter also enables offline access to view case information on its mobile app. But users cannot make updates without connectivity. The desktop app only works with an internet connection.
So neither platform provides complete offline access across devices. But the mobile apps do allow basic viewing of case data for when internet connectivity is unreliable. This gives lawyers flexibility when on-the-go.
In summary, while Filevine and Rocket Matter aim to provide lawyers mobility through their mobile and desktop apps, offline accessibility is currently limited. But the core features work well enough for basic productivity needs when away from the office desk. Both platforms are actively improving sync reliability based on user feedback.
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Security
This section evaluates the security technology, controls, and compliance offered by both Filevine and Rocket Matter. As law practices handle sensitive client information, it is critical that case management solutions implement robust security to protect confidential data.
Encryption Standards
Filevine leverages 256-bit AES encryption for data in transit and at rest. Rocket Matter also uses 256-bit AES encryption to secure client data. Both solutions meet industry standards for encryption protocols.
When exporting client data or case files, Filevine allows setting passwords for added security. Rocket Matter has built-in redaction capabilities to remove sensitive data before sharing documents.
Overall, Filevine and Rocket Matter offer adequate encryption and data protection out of the box. Practices should still have comprehensive data security policies governing access, sharing, and retention.
Access Permissions and Controls
Filevine provides role-based access controls to restrict team member permissions. Granular settings allow customizing access on a case-by-case basis.
Similarly, Rocket Matter has customizable security profiles to define user roles. Firms can set read/write/share privileges by group or individual.
Both solutions enable practices to implement least privilege access for better security. Access logs provide visibility into who viewed or modified files.
Auditing and Reporting
Filevine offers activity logs to track critical events like login attempts. The audit trail helps identify suspicious access for investigation.
Rocket Matter also has a searchable audit log covering logins, data exports, permission changes, etc. Predefined reports summarize user activity.
The auditing capabilities assist practices with regular security reviews per compliance mandates. Integration with security information and event management (SIEM) tools provides additional monitoring.
Compliance and Certifications
Filevine is SOC 2 Type II audited for security, availability, and confidentiality. Rocket Matter is SOC 2 Type I compliant with safeguards for client data privacy.
While both meet baseline requirements, Filevine demonstrates greater investment in third-party validation. However, practices remain accountable for securing data per ethics rules and state bar regulations.
When evaluating case management systems, validating security certifications and audits provides assurance. But firms must complement solutions with comprehensive policies, training, and controls governing data access, retention, and disposal.
Support and Implementation
Knowledge Bases and Documentation
Filevine and Rocket Matter both offer extensive knowledge bases and documentation to help users learn the software.
Filevine's knowledge base contains over 500 articles covering everything from getting started guides to advanced configuration and customization. They also offer video tutorials. Their search makes it easy to find answers to common questions.
Rocket Matter also provides hundreds of support articles and video tutorials in their knowledge base. They have getting started checklists, user guides, and tips for advanced features. Their search is fast and effective for troubleshooting issues.
Overall, both platforms invest heavily in documentation and learning resources. Users report the knowledge bases meet most of their needs for understanding and using the software.
Technical Support Channels
Filevine provides phone, email, and live chat as support channels. Phone and live chat have 24/7 availability. Average response times are under 5 minutes for chat and 15 minutes for phone.
Rocket Matter offers support by phone, email, and community forums. Phone is available 12 hours per day on weekdays. Email response time averages under 2 hours. Their user forum provides peer-to-peer troubleshooting.
The support channels and availability meet the typical standards for practice management platforms. Both Filevine and Rocket Matter deliver timely, high-quality assistance through multiple convenient mediums.
Onboarding and Implementation
Filevine provides dedicated onboarding specialists to guide new users. They tailor the onboarding checklist to the firm's needs. Users praise Filevine's white glove onboarding experience.
Rocket Matter also assigns onboarding specialists to each new firm. They have a structured 4-week implementation plan to setup the software. Their onboarding is smooth and effective per customer reviews.
The onboarding and implementation processes for Filevine and Rocket Matter ensure new users gain the knowledge to utilize the platforms from day one. Their services successfully get firms ramped up quickly.
Pricing and Contracts
This section examines the pricing models offered by Filevine and Rocket Matter, including plan tiers and contract commitments.
Pricing Model
Filevine and Rocket Matter offer tiered pricing plans based on the number of users.
Filevine's plans start at $65 per user per month for the Starter plan. The Standard plan is $85 per user per month. The Enterprise pricing is customized based on needs.
Rocket Matter has a flat monthly fee that covers unlimited users. Their pricing starts at $49 per month and goes up to $199 per month based on features.
Both platforms do not charge overage fees. Overall, Rocket Matter tends to be more affordable for smaller firms while Filevine offers more flexibility for larger organizations.
Contract Terms
Filevine requires an annual contract. Customers must commit for a 12-month billing cycle. Early termination fees depend on the number of months remaining in the contract.
Rocket Matter does not require any long-term contracts. The platform can be cancelled anytime without early termination fees.
Return on Investment
While Filevine has higher upfront costs, the platform offers robust features and customizations that can enhance operational efficiency substantially over time. This can offset the pricing for larger firms handling complex legal matters.
Rocket Matter offers excellent value with its simple and transparent pricing. Smaller firms can benefit from predictable costs and the ability to cancel anytime if the platform does not meet expectations.
Overall both platforms have the potential to drive productivity gains that outweigh costs. The pricing model that offers the best ROI depends on the size and needs of the firm.
Conclusion and Recommendations
Final Comparison Overview
Based on the analysis, Filevine and Rocket Matter have some key similarities and differences:
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Both platforms offer core case and document management features, along with built-in calendaring, templates, and time tracking. They enable streamlining legal workflows.
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Filevine has more customizable fields and views for data tracking. Rocket Matter offers more third party integrations.
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Filevine focuses more on collaboration and communication tools. Rocket Matter puts emphasis on individual user productivity features.
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Filevine has a simpler interface that may appeal more to solos and small firms. Rocket Matter offers more complex functionality suited to mid-sized and large firms.
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Filevine is competitively priced for small practices. Rocket Matter can provide greater value at scale for bigger organizations through its tiered pricing model.
Recommendations
For solos and small law firms: Filevine is typically the best choice based on its affordable pricing, intuitive interface, and excellent communication features.
For mid-size to large firms: Rocket Matter is recommended for the deep functionality, scalability, and productivity features that benefit more complex legal workflows.
Teams that need deep third-party integrations at scale should also prioritize Rocket Matter. Practices looking for unmatched collaboration capabilities may want to explore Filevine.
Overall both platforms are excellent options in the legal software space. The right choice comes down to firm size, specific integration needs, budgets, and feature priorities around communication versus legal-specific functionality.
