Preparing for Conversion Day

Choosing Your Go-Live Date

We convert new clients on 3 Fridays of every month, plus the last business day of the month, scheduled on a booking-by-booking basis.

Your go-live does not need to be at month-end. The end of the month is arbitrary — there is no benefit one way or another to converting at month-end versus mid-month. You can do a bank reconciliation at any point; it is simply a cut-over point into the new system.

What to Do the Week Before

Prepare Your Templates

Your firm will receive a base set of customised templates as part of onboarding (cost agreements, firm-specific forms, etc.). These become part of your firm’s intellectual property within Law App.

Beyond those, you’ll need to decide whether Law App’s document team will build additional templates (this is a billable service), or whether a team member will be trained to manage templates using Law App’s merge fields.

Template Preparation Checklist

• Save each template as a standalone Word document (.docx)
• Remove templates from your current system and store them externally
• Organise templates in a shared folder with clear naming conventions (e.g. “Client Retainer Letter”, “Family Law Costs Agreement”)
• Only include templates that are current and in active use

Archive Unused or Closed Files

Now is the ideal time to archive closed or inactive matters. This ensures your new Law App environment contains only relevant, active data.

• Archive all files that no longer need to be active
• Clearly identify any files that require special handling
• Review your file structure to streamline your migration footprint

Prepare Your Financial Records

• Pay outstanding short-term creditors (search fees, etc.) where possible
• Save copies of any invoices you may need to reprint as PDFs
• Prepare your outstanding invoice list with GST details
• Send a list of all bank accounts you want set up in Law App (trust, controlled money, general, credit cards, etc.)

Bank Reconciliation Process

Regardless of what day you go live, the Friday before should be your last working day in the old system. You need to complete a bank reconciliation as at that Friday.

What Happens on Friday (Conversion Day)

During the Day

1. This is your last working day in the old system
2. Mark off all reconciliation items ready for final check Monday
3. By 2:30pm — send your outstanding invoice list with GST details to accounts@lawsupport.com.au (CC support@lawsupport.com.au)

At 3pm

Law Support takes a copy of your database and performs the conversion. We carry forward outstanding time entries, outstanding disbursements, and outstanding invoices.

What Happens on Monday (Go-Live Day)

First Thing

1. Final check of Trust bank reconciliation — make sure nothing came in after Friday
2. Complete and finalise Trust bank reconciliation
3. Produce Trust Trial Balance report
4. Email Trust Trial Balance immediately to accounts@lawsupport.com.au (CC support@lawsupport.com.au)
5. Supply the bank balance for General accounts as at end of day Friday

Morning / Midday

Law Support enters your Trust trial balance carry-forward and the General bank balance. You can start entering General transactions while you wait.

Afternoon

You can now enter Trust transactions in Law App! Start using Law App for all new transactions from this point forward.

Optional: Month-End Trust Carry Forward

If you prefer your Trust take-up to be done as at month-end, this is possible.

If You Get Caught Short

If you need to enter any transactions after you’ve completed the bank reconciliation, you can still do so in your old system. However, those transactions will need to be replicated inside Law App manually.