Welcome to AIM365’s Back Office Interface
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AIM365’s Back Office Interface is the back office conduit for all AIM365 legal management software versions. The Back Office Interface is designed to modernize and streamline your back office operations with essential features like Time Entry and its Inline Editor, Expense Entry, Check Requests, and optionally Mobile Time Capture. These core functionalities ensure that your legal practice can efficiently manage everyday tasks and improve productivity. Whether you are a small firm or looking to integrate these features into a more comprehensive system, AIM365’s Back Office Interface provides a reliable starting point for enhancing your legal operations.
Automated Time Entries
If you’ve purchased both the AIM365 Back Office Interface and AIM365 Case Management, every action performed within the CMS, whether it’s updating matter notes, managing tasks, or scheduling events, can be automatically captured and converted into time entries. This real-time tracking provides a comprehensive and precise account of billable hours, enhancing productivity and financial accuracy.
Automated Time Entries
If you’ve purchased both the AIM365 Back Office Interface and AIM365 Document Management, every action performed within the DMS, whether it’s creating, editing, or managing documents, can be automatically captured and converted into time entries. This real-time tracking provides a comprehensive and precise account of billable hours, enhancing productivity and financial accuracy.
Check Request Imaging
Only available when you possess both the AIM365 Back Office Interface and AIM365 Document Management, Check Request Imaging provides users the ability to attach scanned or PDF copies of invoices or receipts to their check requests via drag and drop. This optional but automated additional step provides the accounting department with the physical paperwork (in an electronic format) that supports the request’s details. Additionally, if clients require the supporting paperwork (such as expense vouchers), they can be set to automatically attach to the bill.
The Back Office Interface Home Page
The Time Analysis Dashboard is a deceptively powerful yet straightforward motivational tool for law office timekeepers. Upon logging into AIM365, users are greeted with a customizable home page featuring a selectable dashboard. The dashboard delivers a comprehensive analysis of work history through charts and detailed tables, allowing you to visualize your recent history by client, by matter, or by class group.
With these intuitive control sets, users can delve into specific metrics, providing a clear view of earnings through billings, collections, and write-offs on various time bases, transforming data into actionable insights that enhance productivity and financial performance.
Time Entry
The time entry page provides interactive data entry, which may be centralized or distributed for firm office users. The billing processes harbor the following features:
- Automatically capture billable time from many places throughout the workflow, including calendars, the DMS, and others with little or no manual data entry.
- Timers allow billable time to be recorded as work is performed.
- Reduces editing time with activity codes, abbreviations, and spell check.
- Supports task- and activity-based billing.
- Monthly calendar views, graphical dashboards, and a wide variety of reports to help timekeepers and administrative staff track workflow and automatically capture time.
Time Entry Inline Editor
Although a standard pop-up editor is available for attorneys who want to enter time entries when necessary, there’s also an option to right-click and activate an inline editor. This inline editor opens a panel on the right-hand side of the screen, permanently showing the equivalent of the pop-up editor for whichever line item is currently selected. There’s no need to repeatedly open the editor pop-up when selecting a new line item, as the editor will remain open to the side and dynamically reflect the line you’ve clicked on. This greatly increases the speed at which batch editing takes place, streamlining productivity and cutting down on your clicks and wait times.
Expenses
If you don’t have a cost recovery system to track photocopies, telephone usage, postage, and other soft cost expenses, AIM365 allows users to track them directly without the need for emailing or filling out billing forms.
Check Requests
This web page will allow users to submit all of their requests to pay court reporters, filing fees, and other attorney reimbursements by entering the information directly into the page. Users only need to choose the vendor and enter the expense details (client, matter, expense code, description, and amount). Users may enter as many detail lines as necessary for each request. When ready, users can post the request to Account Payable for review, approval, and payment.
Master Files
To set up and use AIM, you have to be able to open client matters. In order to open the client/matters, you need to have the Master Files set up.
New Matter Intake
The new matter intake workflow by PerfectLaw, almost entirely automated, begins with users selecting a template suitable for their new case or matter. This initial step is streamlined by AIM365’s template cloning feature, eliminating the need to set up each matter manually. After template selection, AIM365 clones the chosen template, rapidly replicating all predefined settings like default timekeepers and billing formats, reducing what was once minutes of manual effort to mere seconds.
Once the new matter is saved, the “New Matter Intake Macro” in AIM365 automatically inserts appointments and deadlines into all relevant calendars, ensuring that every team member is promptly updated without manual scheduling. The system also automates client communications, handling tasks such as sending thank-you emails, distributing retainer agreements, and providing clients with detailed work plans and roadmaps.
Furthermore, AIM365 automates conflict searches by swiftly scanning the database for potential conflicts of interest, ensuring compliance and reducing risk. Lastly, the workflow automates billing processes by capturing and posting billable time automatically, eliminating manual entry and reducing billing errors, allowing users to focus on their work with confidence that all billable activities are efficiently tracked.
The DataBrowser (Advanced Search Engine)
The AIM365 Data Browser is a powerful search engine that finds anything within the AIM365 database, including contacts, and matters, as well as completed and pending appointments.
The Data Browser allows users to perform complex searches without any knowledge of programming languages. Users can save and re-use previous search parameters by turning them into “filters.” Filters allow you to search much more quickly by having many of the search parameters already filled in for you, allowing you to bypass having to put your search terms in every time you seek something out.
Search Results
If you find yourself frequently using the Data Browser to search for the same thing repeatedly, AIM365® will allow users to add a shortcut button to the menu that will automatically retrieve the preset search parameters and display them immediately. Once retrieved, the data within may be sorted, grouped, and filtered as desired.
These retrievals may include upcoming docket due dates, client bills, management reports, and anything else that can be discovered by the Data Browser. Permissions to view these shortcut results can be restricted, if necessary, to a single user or groups of users.
iSlips
*Sold Separately
iSlips is a powerful mobile application available for iOS and Android devices that allows users to capture time directly on their mobile phones. This app integrates seamlessly with AIM365, ensuring that all time entries are validated against client/matter data stored within the AIM365 system. Whether sending emails or making phone calls, iSlips automatically creates time entries, which are then synced on command with the AIM365 timesheet. This functionality is essential for professionals on the go, offering a streamlined solution for accurate time tracking outside the traditional office environment.