DLA Piper Sweden: a Law Firm Software Case Study

DLA Piper Sweden wanted to improve their financial system by implementing a truly integrated ERP system.

Law firm software case study

DLA Piper Sweden is the leading global business law firm in Sweden. The Stockholm office employs 250 people, of which 140 are lawyers. The firm provides legal advice in all areas of business law: corporate, banking and finance, IT, media, intellectual property, tax, M&A, capital markets, transport and logistics, private equity, litigation, real estate, insurance, regulatory, insolvency and employment.

They previously relied on three separate systems for timekeeping, billing, and reporting, along with numerous gap-bridging Excel spreadsheets. Seeking to improve their financial processes, the firm aimed to implement a truly integrated ERP system to streamline operations and eliminate inefficiencies. They needed ONE single source of truth, and looked for a flexible, modern, cloud-based platform.

The challenge

Not only did DLA Piper have to migrate 20 years of data, they also had to rethink all processes. The processes were a hodgepodge of inconsistent approaches, with individuals often performing tasks manually and in their own unique ways. With as many different ways of working as lawyers and secretaries, it was difficult not losing sight of the big picture.

It’s not only the matter management software Pryme Matters, but also the teamwork we had with Pryme Global and Sopra Steria. Their understanding and knowledge of our business. That was really the big thing. We had an excellent cooperation.

Lena Broman
CFO at DLA Piper Sweden

The Solution: Pryme Matters on Advanced Projects (Progressus)

Pryme Matters enhances client support and matter intake through integration with Microsoft Dynamics 365 Business Central. It streamlines billing processes and creates an efficient system for valuating work in progress.

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The benefits of  Pryme Matters in combination with Microsoft Business Central in terms of

  • The law firm sought an integrated ERP system to ensure a single source of truth for all financial and operational data. After narrowing their search to a few options, they chose Pryme Matters. As a Microsoft-based solution, it offered long-term development support and scalability, making it the ideal choice.
  • Over the past 12 years, the firm has grown significantly, increasing its team from 100 to 250 employees. During this period, turnover rose from €10 million to nearly €60 million. In just the last two years, they achieved a 25% growth rate. This rapid expansion required a system capable of supporting their evolving needs and future growth.
  • By digitising and harmonising their processes and consolidating their data in one place, the firm unlocked greater growth potential. Without such integration, they recognised that their growth would be constrained. With one application serving as their single source of truth, they are now better equipped to scale efficiently and effectively.

  • Moving from a manual intake process to a digitalised one has simplified the work for the whole firm. The intake process is more efficient and of a higher quality now.
  • Thanks to a better client and matter intake process which includes a thorough COI and KYC check, they have reduced the risk for the firm. Now they know their clients.
  • The law firm benefits from having tailored templates for different types of matters, including associations and deadlines, which were configured during the initial setup. This customisation has significantly streamlined their processes. Lawyers can start recording billable time as soon as they create a matter, even before receiving full approval. However, to ensure compliance and accuracy, invoices cannot be issued until the KYC process is completed and approved. This approach balances operational efficiency with regulatory requirements, providing a seamless workflow for the legal team.
  • In their previous system, a single client could be duplicated multiple times, leading to fragmented records and an inability to track the total billing per client accurately. This lack of centralised data made it challenging to gain a clear overview of client-related financials. The firm recognised the need for a more robust system that could consolidate client information and deliver higher-quality data for better decision-making and strategic planning.

  • In their previous time recording system, errors were common, such as time entries being assigned to the wrong matter or client, or descriptions being written in the incorrect language. These issues made it difficult to ensure accuracy and consistency.With the new system, not only is time captured earlier in the process, but it also accommodates specific time entry requirements, reducing errors and improving efficiency
  • A standout feature appreciated by lawyers and other staff working on matters is the seamless Outlook integration, which allows them to log time directly from their emails. This functionality has significantly streamlined time recording, making the process much more convenient and user-friendly.

  • Their revenue system is inherently complex, involving commission structures based on client acquisition. These commissions can be shared among multiple lawyers, with acquirers receiving a percentage of all billable hours linked to the matter and client. The complexity increases further when multiple partners share clients and matters or when associates transition to partners, altering their revenue-sharing arrangements.
  • Previously, these calculations were managed manually using Excel spreadsheets. This process required extracting data from various systems, temporarily shutting them down, and halting invoicing activities during the process.The new system has revolutionised this workflow with commission views, which allow users to drill down and review all entries in real time. This feature has eliminated manual calculations, reduced downtime, and provided greater transparency and efficiency in managing complex revenue-sharing arrangements.

  • The new system automates the calculation of Work in Progress (WIP), complete with an audit trail, significantly improving efficiency. This automation has been a game-changer for both the Finance team and the lawyers, saving considerable time and reducing manual effort. Previously, closing the period each month was a lengthy process, taking up to 15 days. The new system reduces the monthly closing process to just five days, enabling faster financial reporting and delivering more up-to-date insights for better decision-making.

  • With the new system, the firm now has access to a significantly larger volume of data, as well as more detailed and granular insights. To make this wealth of information actionable and accessible, the firm has developed several Power BI reports. These reports allow partners and lawyers to visualise the data through intuitive graphs and dashboards, transforming complex datasets into clear, easily digestible insights. This enhanced data accessibility empowers the entire team to make informed decisions and track performance effectively.

We needed a system that could provide us with better quality data, and better visibility into both clients and matters. Now you only need to go into the ERP to see all the AML & KYC compliance checks a client has gone through.

Marcus Eyre
IT Manager at DLA Piper Sweden

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