7 Workflow Bottlenecks Costing Midsize Firms Time and Money (and How to Fix Them) 

Every midsize law firm knows the feeling: billable hours slipping through the cracks, documents taking ages to locate, and client intake moving at a snail’s pace. These workflow bottlenecks are incredibly frustrating for both your team and your clients.  

Worse still, they’re quietly draining your firm’s revenue. Our recent analysis shows that inefficient processes can cost firms up to $70,000 annually per attorney in lost billable time alone.  

The good news? These common bottlenecks are entirely fixable. Let’s explore the seven biggest workflow challenges facing midsize firms today and, more importantly, how to solve them. 

1. Manual data entry & duplicate work 

Manual data entry is one of the biggest productivity killers in law firms. Whether it’s entering client information multiple times across different systems or recreating the same document from scratch, these repetitive tasks are costing your firm serious money.  

Think about it—when highly skilled legal professionals spend time on data entry instead of billable work, you’re essentially paying premium rates for administrative tasks. 

The fix? Intuitive automation. Modern practice management platforms like Actionstep can automatically populate data and next steps across your entire system, from client intake forms to document templates and billing records. When a team member updates information in one place, it updates everywhere.  

No double entry, no errors, and no wasted time. 

2. Slow client Intake 

Your client intake process sets the tone for the entire client relationship. However, many firms use lengthy paper forms, manual data entry, and back-and-forth email chains just to get started. Not only does this create a poor first impression, but it also delays the start of billable work and creates opportunities for errors. 

The solution is straightforward: implement an automated client intake system, like Actionstep’s. Digital intake forms automatically populate your practice management system, trigger workflow automations, and generate necessary documents. Clients can complete and sign forms from anywhere, while your team gets notified instantly when new information arrives.  

It’s faster, more professional, and dramatically reduces the time between initial contact and starting billable work. 

3. Poor document management 

Ever tried to quickly find a document only to spend the next half an hour digging through different email threads, shared drives, and desktop folders? You’re not alone. However, this might be costing your firm huge sums in the long run.  

If an attorney spends an average of 15 minutes per day trying to find the right document, that adds up to 60 hours per year. Over the course of a year, this can cost your firm up to $18,000 in lost time. 

And that’s just for one attorney.  

Thankfully, there’s a solution: cloud-based document management with intelligent search capabilities. Actionstep’s centralized system automatically organizes files by matter, client, and type, while also integrating with tools like Microsoft Office.  

When every document is just a quick search away, your team can focus on what matters: serving clients. 

4. Time-tracking & billing delays 

If you operate without a time-tracking solution, your midsized law firm is leaving significant revenue on the table. Those quick client calls, brief email responses, and small document revisions? They often go unrecorded—and they stack up. Add in delayed invoicing and slow collections, and you’re looking at a significant blow to your bottom line. 

Modern practice management platforms solve this through automated time tracking and integrated e-billing. Time entries can be created automatically based on your work, while batch (mass) billing and automated payment reminders keep cash flowing.  

The results are transformative: more captured billable hours, faster payments, and better financial health for your firm. 

5. Inefficient case & matter management 

When your firm handles dozens of cases simultaneously, even small inefficiencies multiply quickly. Missing documents, delayed updates, and unclear case statuses eat into your firm’s productivity and profitability. Every minute spent searching for information or clarifying case status is a minute not spent on billable work. 

This is where centralized, automated case and matter management workflows can help. 

Imagine each matter type having its own adaptable workflow that automatically assigns tasks, sends notifications, and tracks progress. Team members know exactly what needs to be done and when, while partners can see the status of any matter at a glance. With role-based assignments and automated task delegation, you can ensure the right people are working on the right tasks, at the right time. 

6. Compliance & risk management hurdles 

Regulatory compliance is non-negotiable for law firms. However, that doesn’t mean your team should waste precious time manually tracking compliance and managing risk management processes.  

Tools like Actionstep offer built-in regulatory tracking and automated compliance workflows. Firms can automatically maintain audit trails, manage trust accounting, and ensure AML compliance. With real-time monitoring and automated alerts, you can stay compliant without staying up at night. 

7. Lack of reporting & insights 

Running a successful law firm requires more than gut instinct. Without clear visibility into performance metrics, billing efficiency, and resource utilization, you’re essentially flying blind. Yet many firms struggle to generate the reports they need for informed decision-making. 

Actionstep’s reporting dashboards and automated reporting tools transform raw data into actionable insights. Track key metrics like billable hours, case progress, and staff productivity at a glance.  

When you can easily see what’s working and what isn’t, you can make strategic decisions that drive growth and profitability. 

Transform your firm’s workflow 

You’ve seen how these seven workflow bottlenecks can impact your firm’s efficiency and bottom line. You’ve also seen how the right technology can eliminate these challenges through automation, integration, and intelligent workflow design. 

The question isn’t whether these inefficiencies are costing your firm—it’s how much longer you’re willing to let them continue. Actionstep’s comprehensive platform is already helping firms like yours capture more billable hours, accelerate cash flow, and deliver better client service. 

Ready to stop leaving money on the table? Book a demo today to discover how Actionstep can transform your firm.