Unlocking Billing Analytics: A Guide to Data-Driven Process Improvement
By Jim Lafferty
Director, Paperless Billing Solutions
Making Smart Cloud Decisions: A Template Migration Guide for Law Firms
The conversation around cloud migration has changed. It’s no longer about whether to move to the cloud, but when and how to do it right. Yet many firms receive conflicting information about what’s actually possible with their templates. This guide helps you separate fact from fiction and make informed decisions about your cloud migration.
The Big Shift in Cloud Templates
Two years ago, the answer was simple: cloud meant stock templates only. No customizations. Take it or leave it.
That’s changed.
Jordan Moore, Co-Director of Template Consulting, explains: “The cloud platform has evolved significantly to support customizations based on client feedback. What wasn’t possible before is now achievable with the right approach.”
But here’s the challenge many teams face. This information hasn’t always reached everyone, so you might still run into outdated ideas about what’s possible.
Getting Accurate Information
Why You Get Different Answers
Pette Chappell, Co-Director of Template Consulting, sees this frequently: “Sometimes initial assessments are conservative. When we dig deeper into specific requirements, we often find creative solutions that work within the platform’s capabilities.”
This happens because:
- Cloud capabilities are evolving rapidly
- Complex requests require deeper investigation
- Different experts have different experience levels
- Technical possibilities aren’t always immediately obvious
Real Example: Database Queries
Here’s a concrete example of the confusion. Law firms often use SQL queries in templates to pull data not otherwise easily accessible.
Jordan Moore explains: “You used to be able to put an SQL call in a template to go pull data from somewhere. Well, in the cloud, you can’t do that.”
Sounds like functionality is lost, right? Not quite. You just need a different approach:
- Simple data pulls can use XML configurations
- Complex ones might use Power Automate and API calls
- Other cases might justify revisiting why you needed that data at all
The key insight from Pette: “There’s nothing that we haven’t been able to do.” It might require creativity, but the functionality can be preserved.
Understanding Migration Timelines
Vendors often work with specific project windows and resource availability:
- Promotional pricing periods
- Consultant scheduling windows
- Platform upgrade cycles
Pette Chappell observes this pattern: “They’re forced into tight timelines. Like if you don’t do this now, well, you’re not doing it for another year.”
The key is balancing vendor timelines with your firm’s readiness.
Your Actual Windows
Law firms can’t migrate just any time. Jordan Moore identifies the reality: “There’s usually only like two or three times throughout the year where they can dedicate the time and resources.”
Common windows:
- March (after year-end closing)
- Summer months (lighter activity)
- Your firm’s specific quiet periods
Planning around your schedule, not your vendor’s, leads to better outcomes.
What Really Works in Cloud
Based on actual implementations, here’s what’s true:
You CAN have:
- Custom templates (despite what you might initially hear)
- Complex formatting rules
- Multi-currency handling
- Client-specific requirements
- Integration with other systems
- File system-based document storage
You CAN’T have:
- Direct database queries (but there are workarounds)
- Some legacy customization methods
- Instant rollback options
You’ll need to adapt:
- How you access unconventional data
- Some technical approaches
- Testing procedures
- Support processes
Making Informed Decisions
Ask Clarifying Questions
When evaluating capabilities, get specific:
- “What are the technical constraints?”
- “Have other firms found solutions for this?”
- “Are there alternative approaches?”
- “What can we do with the technology we have available to us?”
- “Can we see examples of similar implementations?”
Pette Chappell shares how collaboration works best: “Clients often come to us for a second opinion on complex requirements. By working together, we can usually find a path forward that meets everyone’s needs.”
Control Your Timeline
Resist timeline pressure by:
- Planning around your natural business cycles
- Building adequate testing time
- Ensuring critical features work
- Having contingency plans
Jordan Moore has seen the challenges of rushed timelines: “They’re trying to do a year’s worth of work in six or eight months, and there’s a lot of pressure and things fall through the cracks.”
Document Everything
Before migrating:
- List every template customization
- Note why each exists
- Identify business-critical features
- Get capabilities in writing
- Use available tools to address perceived limitations
Opportunities Beyond Migration
Cloud migration often opens doors to improvements. Jordan Moore recently confirmed: “Rocket is cloud-ready, and our BI offering is also going to be available in the 3E cloud.”
Consider addressing:
- Outdated template designs
- Manual processes ripe for automation
- Enhanced reporting capabilities
- Better system integration
Making Informed Decisions
Key Questions to Ask:
- What are the technical specifications and limitations?
- Can you provide examples of similar implementations?
- What’s the implementation timeline and process?
- How will testing and validation work?
- What are the total costs involved?
Documentation Best Practices:
- Get capability confirmations in writing
- Document your current customizations
- Clarify support arrangements
- Understand rollback options
Your Next Steps
- Gather information from multiple sources
- Document your current state thoroughly
- Set realistic timelines based on your schedule
- Verify all claims about capabilities
- Plan comprehensively, including testing and rollback
You Have More Control Than You Think
Cloud migration is inevitable for most firms, but you have more control than vendors might suggest. The technology has evolved significantly to handle most requirements.
Law firms often take a measured approach to new technology, and that’s perfectly reasonable. Taking time to get accurate information and make the right decision for your firm is the smart approach.
The key is knowing the difference between vendor pressure and genuine readiness. Move when it makes sense for your firm, with full knowledge of what’s actually possible.
Navigate Your Cloud Migration with Confidence
Datolite’s Template Services team helps law firms make informed decisions about cloud migration, ensuring your customizations and workflows transfer successfully.
Learn how we can help you:
- Preserve critical template functionality during migration
- Get accurate answers about cloud capabilities
- Plan migrations around your firm’s schedule, not vendor timelines
- Find solutions for “impossible” technical requirements
Ready to get clear answers about your cloud migration options?
About the Authors
Jordan Moore and Pette Chappell are the Co-Directors of Template Consulting at Datolite Solutions.
Together, they lead a team that helps law firms update their billing templates, move systems to the cloud, and solve technical challenges.
With decades of combined experience working with Elite 3E Templates and Aderant’s DocuDraft systems, they focus on finding practical solutions that keep existing features working while adopting new technology.
Jordan and Pette are known for tackling complex problems others say can’t be solved, helping firms get the most from their template systems during major transitions.
