Sarah Ostahowski founded her estate planning practice to stand apart. Starting as a solo practitioner she’s grown Sarah's Law Firm to a regional practice with four paperless offices across Michigan. This growth is fueled by high-touch customer service, a down-to-earth approach, and Smokeball’s practice management software.
Practice management software for a good night’s sleep
Sarah started her career as a financial planner where she learned the value of ongoing client interaction. In opening her solo practice, she knew that the right technology was key—not only to maintain fruitful client relationships but to run an organized, successful business. “Anybody running a law firm should have practice management software because you want to be able to sleep at night,” she says.
Sarah started with client relationship management (CRM) software. But as her firm grew, so did her need for legal-specific software that included templates and workflows, alongside easy billing and other essential law firm functions. After researching and demoing numerous providers, Sarah and her team chose Smokeball for its:
A Google loyalist is sold on Smokeball's seamless Microsoft compatibility
Sarah was sold on Smokeball with one exception: her firm used Google Workspace and Gmail. With Smokeball’s tight Microsoft Office integration, it was suggested she switch to Outlook to get the most of her Smokeball experience. Despite her initial hesitation, Sarah was “infinitely glad” she made the switch. “It was actually an easy change. When you discover the compatibility between Microsoft and Smokeball, it's a no-brainer. I didn’t miss Gmail,” she remembers.
Automated workflows keep staff synchronized and on task
With an all-in-one practice management software, Sarah’s Law Firm saw big gains. “Smokeball was like an additional employee that I didn't have to pay workman's comp insurance on,” Sarah remembers.
One of the biggest change drivers for the firm was implementing automated workflows for recurring processes. These outline all associated tasks, deadlines, and documents, so staff don’t stress that they’re missing steps—or waste time reinventing the wheel. “Workflows are a big deal. I’m very task-oriented, and they keep our team on task,” says Sarah.
With workflows, every step—like sending out a new client packet or a follow up message—is accounted for before a client even has their appointment. Workflows also help train new staff who can view documented procedures, get task reminders, and see assigned task owners.
Easy staff oversight coupled with accurate firm insights
Smokeball also gives Sarah visibility into her staff’s time and her firm’s profitability. With activity tracking, Sarah sees where team members are spending their time, which helps her manage workload and expectations. By knowing which matters staff have worked, and how long they’re spending on various tasks, Sarah can distribute work to avoid burnout and stress. “I work with my team to set priorities so that they don't feel overwhelmed by a gargantuan to-do list,” says Sarah.
Additionally, she uses Smokeball to evaluate the firm’s operations. Sarah tracks revenue by attorney, profitability by case type, how offices compare, and other essential metrics to make data-informed decisions for her business.
Delivering referral worthy client service with Smokeball
In addition to increasing efficiency and profitability, Smokeball helps Sarah’s Law Firm deliver the high-touch customer service their clients rave about. Staff track key client notes in the memos for each contact. Workflows remind staff when and how to follow up with clients. And because everything is stored in one system—no matter which location a client calls, any staff member can field their inquiry. “We always say when you hire one of us, you get all of us. We're not siloed by office. We’re one big firm, one big family. And Smokeball allows us to work that way,” shares Sarah.
Smokeball as the foundation for firm growth and staff wellbeing
Since partnering with Smokeball, Sarah has hired ten team members, opened three new office locations, and increased revenue 233%. “Smokeball is the lifeline of our practice. It helps us provide the best representation for our clients while maintaining our mental health. It's allowed us to become a high-revenue producing firm with multiple locations, happy clients, and a happy team,” says Sarah.
Because Sarah’s Law Firm has the right technology, they’re organized and efficient. Which means new clients get immediate and ongoing attention. “If you want to grow you have to have the right systems in place. Once a client is in our system, they get through and get everything they need. We’re not taking on clients we don’t have time to assist,” Sarah says.
Sarah's Law Firm now works around 40 trust plans a month and actions them in 1-2 months. The staff’s ability to handle volume has been a big factor in the firm’s growth. Smokeball’s practice management software coupled with Sarah's savvy, client-centric approach has transformed a solo practitioner into a flourishing regional estate planning powerhouse.
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