Legal Case Management Spreadsheet Template

Overview

This Legal Case Management database gives law firms and solo practitioners a central place to track cases, clients, billing, and documents. Instead of juggling multiple spreadsheets or tabs, all case information—from status and dates to linked contacts and billing records—stays connected in one structured system.

The database includes five interconnected tables: Cases (tracking case details, status, dates, and types), Users (lawyers with specialties and billing rates), Contacts (clients, opposing counsel, experts), Billing (hours worked with automatic rate calculations), and Case Documents (file storage linked to specific cases). Related records connect everything: each case links to its assigned lawyers, related contacts, billing entries, and documents. Rollups automatically calculate total billed amounts per case and per lawyer.

Why choose a legal case management database over spreadsheets

Spreadsheets force legal teams to create multiple tabs for cases, contacts, and billing because filtering views and hiding columns becomes unwieldy as data grows. This fragmentation makes it hard to see relationships—like which contacts are tied to which cases, or how much a specific lawyer has billed across all matters. Columns often contain mixed data types (dates alongside notes, numbers mixed with text), breaking formulas and causing errors.

The power of Softr Databases

Softr Databases enforce proper structure: date fields store only dates, currency fields calculate automatically, and select fields maintain consistent values. Instead of fragile VLOOKUP formulas that break when columns shift, native related records connect cases to lawyers, contacts, and billing entries seamlessly. Lookups and rollups pull information across tables instantly—total billed per case, all contacts per matter—following the principle that one table equals one object. This structure makes data reliable and app-ready.

Core features and functionality

This template handles the full lifecycle of legal matters: track case status from "Further Action Needed" to "Closed," monitor statute of limitations dates, link multiple lawyers and contacts to each case, and calculate billing automatically using lawyer rates and hours worked. Rollups show total amounts billed per case and per staff member without manual formulas. File attachments store case documents directly in the database, connected to specific matters for instant access.

Who is this legal case management database for

This database helps anyone managing legal matters who needs visibility across cases, contacts, and billing:

• Solo practitioners: Track all active cases, client communications, and billable hours in one system instead of scattered spreadsheets.
• Small law firms: Coordinate multiple lawyers across cases, see who's working on what, and monitor billing without manual consolidation.
• Legal operations teams: Maintain accurate records, track deadlines like statute of limitations, and generate billing reports efficiently.
• In-house legal departments: Manage internal matters, outside counsel, and related documents while controlling access by case type or sensitivity.

How to take it further

Customize the database. Modify the Case Type select field to match your practice areas (add "Environmental" or "Securities," remove types you don't handle). Adjust Contact Type values to reflect your workflow (add "Mediator" or "Court Reporter"). Add custom fields like "Settlement Amount" or "Court Location" to capture information specific to your cases.

Import your existing data. Upload case records, client lists, and billing history via CSV for bulk imports. Use the API to sync data automatically from practice management software or time-tracking tools, keeping everything current without manual entry.

Build an app on top. Create an internal portal where lawyers can view their assigned cases, update status, log billable hours, and upload documents—all connected directly to this database. Use Softr's interface builder to design role-specific views: lawyers see only their cases, admins see everything, clients access their matter details through a secure client portal. Configure permissions so the right people see the right cases and can edit only what they should. A well-structured database like this becomes the foundation for a full case management system that replaces multiple disconnected tools.