How a Class Action Law Firm Replaced Scattered Systems with One Centralized Operations Hub
The Problem: Running a class action practice on disconnected tools
Class action litigation is complex by nature. Dozens of plaintiffs per case, multiple defendants, rotating judges and magistrates, extensive document trails, and billing that has to be tracked down to the minute. This firm was handling all of that across disconnected systems.
Case details were spread between spreadsheets, email threads, and separate billing software. When an attorney needed a status update, they'd have to check multiple places, or ask a paralegal to piece it together. Leads from Facebook Ads campaigns were being entered by hand, and some never made it in at all. Bill4Time held the billing data, but it wasn't connected to case records, so reconciling time and expenses meant manual cross-referencing every week.
For a firm handling high-value class action cases, this wasn't just inconvenient. It was a liability. Missed deadlines, unbilled hours, and leads falling through the cracks all carry real financial consequences.
The Solution: A single operating system built around how a class action firm actually works
I didn't hand them a generic CRM and hope it fit. I mapped their entire operation, from lead intake to court reporting, and built a system that mirrors exactly how their firm runs.
The engagement started with understanding the firm's workflow end-to-end: how cases move from intake through active litigation, how billing is tracked, who needs visibility into what, and where the bottlenecks were. From there, I designed and built a complete Airtable-powered system: 10 interconnected modules that replaced every disconnected tool they were using.
10 Connected Modules, One Source of Truth
Cases
Full case records with status tracking, linked to every related entity: clients, defendants, documents, billing, and court dates.
Clients
Contact details, case associations, and a complete history. No more searching through emails to find who said what.
Defendants
Defendant records tied to their cases, with cross-case visibility when the same defendant appears in multiple matters.
Judges + Magistrates
Court personnel database linked to cases and hearings. Know who's presiding before you walk in.
Tests
Medical and forensic test tracking per case: status, results, and deadlines all visible.
Documents
Every case document organized, linked to the right record, and accessible from the case view.
Calendar + Todo List
Court dates, filing deadlines, and tasks in one view. Nothing gets missed because it was in someone's personal calendar.
Leads
Full pipeline from first contact through qualification to case opening, with automated intake from ads.
Products
Case types and service categories for clean segmentation and reporting.
Bill4Time Tracking
Time entries and expenses pulled from Bill4Time and allocated per case. No more manual reconciliation.
Automations That Eliminated the Admin Overhead
Building the database was only half the job. The real value came from connecting the systems and removing the manual work that was eating into billable hours.
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Facebook Ads ā Airtable (Automated Lead Capture)
New leads from the firm's Facebook campaigns now flow directly into the leads table. No manual entry, no leads lost between ad click and intake call. -
Bill4Time API Integration via Make.com
Time entries and expenses sync from Bill4Time into Airtable, automatically allocated to the correct case. The firm stopped spending hours each week reconciling billing data by hand. -
On-Demand Bill4Time Capture
Airtable buttons let staff pull the latest time and expense data from Bill4Time for any case, instantly. No waiting for batch syncs or end-of-week reports. -
Workflow Automations
When a case status changes, the right people are notified. Deadline reminders fire before due dates. Task assignments follow the firm's actual process, not a generic template.
Executive Dashboard + Reporting
The firm's leadership needed one place to see everything, not a collection of tabs and exports. I built a full executive dashboard that gives real-time visibility across the entire practice.
Dashboard screenshot
- All case activity in one view: statuses, upcoming deadlines, team workload, and billing summary at a glance
- PDF reporting: case data converts into formatted PDF summaries for court submissions and client communications
- Lead pipeline visibility: track where every lead stands from first contact to case opening
"Thaha was amazing. Personable, efficient, professional and highly responsive. I'm very pleased with the final product and his services. I would certainly engage Thaha again and highly recommend his services."
Michael D. Braun
The Result
The firm went from operating across disconnected tools to running their entire practice from one system. Every case, every client, every defendant, every deadline, every dollar billed. Visible, connected, and under control.
Centralized operations
10 modules replacing scattered spreadsheets, emails, and disconnected software
Automated billing sync
Bill4Time data flows into case records automatically. No more weekly reconciliation
Zero-touch lead capture
Facebook Ads leads enter the system without anyone lifting a finger
Court-ready reporting
PDF case summaries generated on demand for court and client needs
Less time on admin. Fewer missed deadlines. Clean reporting that supports faster decisions. A system that works the way the firm works, not the other way around.