Challenge
Kohlmeyer Hagen ran on unreliable, on-premise server software, paper intake packets that clients had to print and mail back, and manual invoicing that took staff two days to complete every billing cycle.
Kohlmeyer Hagen builds a paperless, data-driven firm with 8am
Kohlmeyer Hagen Law Office is a criminal defense and family law firm with locations in Mankato and Rochester, Minnesota. Founded by attorney Jason Kohlmeyer, the 16-person practice holds 75% of the criminal defense market in the counties it serves.
Company: Kohlmeyer Hagen, Law Office Chtd.
Key takeaways
Reduced client onboarding time by up to 8 days with digital intake forms
Saved 20–40 hours a week across the team by eliminating paper processes
Replaced two days of manual invoice prep with automated billing
Saw a significant increase in revenue after adopting weekly financial reporting
Leaving on-premise software behind
When Jason Kohlmeyer founded Kohlmeyer Hagen in 2008, his firm ran on an on-premise server that kept breaking down.
“We had to deal with a host of issues: The cost of upkeep, maintenance, the inability to connect to WiFi, and on top of all that, the server was constantly breaking,” Jason says.
Instead of renewing that contract, Jason decided it was time for a change, and chose MyCase.
Paperless intake, faster onboarding
Prior to using MyCase for intake, the firm handled client intake entirely on paper.
“We had our 10-page divorce packet scanned in as a PDF and emailed to all prospective clients,” Jason says. “It wasn’t even a signable PDF, just a regular old PDF that clients would have to print out, fill out, and send back, after which we’d enter their information into our system.”
Jason turned to MyCase to digitize the firm's client intake forms, cutting onboarding time by up to eight days.
“We’re 100% paperless,” he says. “I don’t have a single printed out file in family law."
Invoicing and visibility, without the manual work
For Kohlmeyer Hagen Law Office, billing used to require staff members to spend two full days preparing, printing, and mailing every invoice. But with MyCase automating the invoice creation process, the firm gets the time back, and gains visibility it never had before.
"I can't tell you how many times I've dealt with clients behind on their payments who claim not to have seen their bill,” Jason says.
“Through MyCase, I can see exactly who has seen their invoice, when they opened it, and when they've made their last payment."
On the financial side, the firm now uses MyCase’s reporting tools, like the Fee Allocation Report and Time and Expenses Report, to track performance, with every employee getting a notification email showing where they stand against their monthly target.
"Before MyCase, we just showed up and hoped for the best," Jason says. "Once we started running financial reports in MyCase, we saw a significant increase in revenue."
Staying on track, case by case
Jason says he read just about every book on systematizing a law firm, so MyCase’s Case Stages stood out to him right away.
"It allows us to organize and view our cases by stage, such as pre-in, pre-filing, filing, motion, and discovery, all of which I've tailored to our practice," he says.
The firm also relies on Tasks to keep cases moving.
"We can see the status of each of our action items and everything that needs to happen next and by whom," Jason says. "In doing so, we're able to coordinate our week as a team, plan out next steps on each case, and identify whether or not anything requires immediate attention."
Together, both tools give the team visibility into where every case stands and what needs to happen next, without anyone having to hold it all in their head.
Running the business behind the scenes
With MyCase, Kohlmeyer Hagen replaced paper intake, manual invoicing, and guesswork about financial performance with a single system built to run in the background. If you’re ready to run your firm without the busywork, schedule a demo today.
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