Law Firm                                        View as PDF

Easily Integrate Fax Capability with your Applications

The Company
Venali’s client is the largest certified minority-owned law firm in the United States. With more then 250 attorneys, they provide a full range of legal services on a national basis to individuals, major insurance organizations, governments, and corporations ranging from Fortune 500
to publicly traded companies.

The Challenge
The legal profession relies heavily on fax communications to send and receive critical legal documents. The firm was challenged by an enormous volume of fax traffic that was overloading their Business Center. They had outgrown their current fax process and needed a solution that would scale with their growth while seamlessly integrating into their document management and accounting system. Fax was consuming too much of employees’ time – it was taking several hours or even several days to send, receive, scan and file all faxes into their document management system. This was done at a premium cost to the company and therefore to their clients as well. After spending thousands of dollars on fax servers, they realized they needed to find a better solution.

The Strategy
The ability to integrate completely with their document management and accounting systems was a key selling point to the firm adopting Venali’s Internet Fax Web Services. Its complete integration with the document management system allowed for automated fax transmission, receipt, routing and archiving. Fax logging was also utilized with their accounting systems to automate client billing. Once Venali’s solution was in place, the cost of the firm’s fax and paper processing was significantly reduced, which in turn reduced costs for their clients. Additionally, the time spent on faxing was reduced from several days to several minutes. This was achieved by enabling employees to send and receive all faxes directly from their email program on their desktop.

Now fax documents are received, then populated with a client matter code and automatically routed to the particular client’s file within the document management system. Accounting also benefits from the solution as a call detail record report is downloaded from the online Venali Account Management Center in the form of an Excel file. It is then routed to the accounting system where the fax costs are automatically added to the clients’ bill.

Overall, employee productivity has increased significantly since implementation because the firm can respond to their clients more rapidly.
The Venali solution was simple for the employees to learn, since faxes are conveniently sent and received as an attachment from their existing email application. The impact on the Business Center has also been substantial, due to the elimination of the fax workload from their responsibilities; they are now able to focus this time savings on supporting the staffs’ printing, filing and supply needs. The fax costs - in both productivity and dollars - were greatly reduced for the firm and for their clients.

Profile

Law Firm

Industry: Industry
Needs: Internet Fax Web Services