Best Strategies To Lower Your Overhead Expenses

Reducing overhead can help your firm stay lean and focused without hurting performance. Here are some straightforward ways to bring down costs and keep operations efficient.

1. Review Your Budget and Expenses

One of the easiest ways to reduce overhead costs is to take a closer look at your current spending. Many law firms don’t realize how much they’re spending on things they no longer use or need.

Regular expense management helps you spot waste and adjust before it becomes a problem. Start with a full review of the past three to six months.

Look for:

• Unused software subscriptions
• Office supplies that get overordered
• Services with cheaper alternatives
• Charges that show up month after month without review

Set clear spending limits for each department or category so nothing gets out of hand. Even small cuts across a few areas can lead to significant savings over time. With a tighter grip on your budget, you’ll find more cost-saving opportunities and avoid surprise expenses that eat away at profits.

2. Take Advantage of Automation Tools

Automation can help your legal practice reduce labor costs, save time, and avoid hiring more staff than you need. For the average firm, these tools are a simple way to reduce costs related to manual work and improve productivity across the board.

Here are a few types of automation tools to consider:

• Time tracking and billing tools – Log hours and create invoices automatically.
• Client intake software – Collect client info through smart forms.
• Appointment schedulers – Cut down on back-and-forth emails.
• Document automation – Quickly create legal documents using pre-set templates.
• Task and workflow tools – Manage to-dos and deadlines in one place.

One powerful option is Briefpoint, which lets you generate discovery responses and other legal documents in minutes. It helps firms reduce staffing costs, spend less time on repetitive tasks, and focus more on billable work.

By using automation the right way, you’ll save money while keeping your firm organized and efficient without sacrificing quality.

3. Consider Outsourcing Your Biggest Bottlenecks

If your firm is constantly stretched thin, outsourcing can be a smart way to protect your time and budget. Instead of hiring more full-time staff, which drives up employee salaries and other ongoing costs, consider outsourcing areas that slow you down the most.

Common examples include IT support, marketing, and even billing processes. For instance, outsourcing your billing to a team familiar with legal software can keep your payments on track while freeing up your team for client work. It also means fewer errors and faster invoicing.

This approach allows you to redirect the firm’s resources toward client service and future growth. You’re not cutting corners but simply shifting some of the load to outside experts who can do it faster and cheaper.

It also gives you flexibility as it lets you scale up or down without the long-term commitment of hiring more staff. When used wisely, outsourcing can support your growth while keeping costs predictable.

4. Invest in Legal Accounting and Billing Software

Legal accounting and billing tools play a big role in keeping your firm’s finances on track. Without proper systems, you risk missing billable hours, sending late invoices, or dealing with delayed payments—all of which can hurt your firm’s profitability.

These tools help you manage billing, track expenses, and process electronic payments within the same time period. You’ll know exactly what’s been billed, what’s unpaid, and what’s coming up. That kind of visibility makes it easier to plan ahead and avoid cash flow problems.

In a competitive market, staying organized with billing helps build trust and keeps client relationships strong. Choosing legal-specific software also means better support for compliance and trust accounting rules.

Over time, these systems support long-term success by improving accuracy and reducing the time you spend on manual tasks.

Overview of Operating Expenses For Law Firms

Operating expenses are the everyday costs it takes to run your law firm. These include things like rent, salaries for support staff, office supplies, software subscriptions, and insurance. They’re the ongoing costs that keep your doors open, regardless of how many clients you have or cases you win.

The key thing to remember is that operating expenses aren’t tied directly to client work. They’re about keeping your business running.

To make it clearer, here’s how they differ from other types of law firm expenses:

• Direct (or client-related) expenses – Costs that are billed to a specific case or client, like court filing fees, expert witness fees, or travel for a deposition.
• Capital expenses – Long-term investments like buying office furniture, computers, or upgrading your case management system.
• Non-operating expenses – Costs not related to daily operations, such as interest on loans or one-time legal settlements.

Operating expenses are regular and predictable. Keeping a close eye on them can help you spot savings opportunities and maximize your profits without sacrificing quality or service.

What Kind of Operating Expenses Do Law Firms Have?

Law firms deal with a variety of expenses just to keep things running day to day. While some are fixed, like rent, others change month to month, like office supplies or utilities. Here’s a breakdown of the most common ones you’ll see on a law firm’s books.

Office Rent and Utilities

In the legal industry, office rent is often one of the biggest contributors to law firm overhead expenses. Whether you’re in a downtown high-rise or a small suburban suite, the cost of office space adds up quickly.

But rent isn’t the only bill. There’s also electricity, internet, water, air conditioning, heating costs, and even janitorial services. If your firm relies on a physical space to meet with clients or hold team meetings, these costs are unavoidable.

For many firms, especially those in larger cities, utilities and office rent cost a huge chunk of the monthly budget without much flexibility to cut back.

Staff Salaries and Benefits

Staff salaries and benefits make up a major part of a law firm’s overhead costs. These include wages for paralegals, legal assistants, receptionists, and other support staff who help keep things running smoothly.

Beyond base pay, you’ve also got expenses incurred from health insurance, paid time off, retirement contributions, and other perks. While these roles aren’t billable, they’re essential to daily operations.

If left unmanaged, they can quietly strain your law firm’s budget. Keeping these costs in check is important not just for short-term savings but also for your firm’s financial health in the long run.

Software and Technology Tools

The average law firm relies on a mix of software and tech tools to handle everyday tasks. Think time tracking, billing, case management, and document automation. These tools cut down on manual work and help you stay organized, but they also come with a price tag.

Subscriptions, updates, and user licenses are considered soft costs, meaning they don’t show up on a client’s bill but still count toward your business expenses.

For many firms, especially growing ones, these tools are necessary to stay competitive. Still, it’s smart to review them regularly to make sure you’re not paying for more than you need.

Marketing and Client Outreach

Marketing is a regular part of running a law practice. Legal professionals often invest in websites, Google ads, social media tools, and email campaigns to bring in new clients.

These efforts aren’t just optional; they’re part of staying competitive. While marketing expenses are not always cheap, they’re a necessary part of building your brand and keeping your pipeline full.

Office Supplies and Equipment

It’s easy to ignore how much your team spends on a daily basis until you check the receipts. Office supplies like paper, pens, printer toner, sticky notes, and mailers quietly chip away at your budget.

Add basic equipment like filing cabinets or desk chairs, and it becomes clear these “small” purchases play a bigger role in overall spending than expected.

Spend More Time on Billable Work With Briefpoint

Legal drafting shouldn’t eat up half your day, especially when it’s the same type of work over and over. Briefpoint changes that.

Instead of rebuilding discovery responses from the ground up, you upload your file, make your selections, and get a clean draft in just a few minutes.

It’s built specifically for law firms that want to cut back on low-value tasks without compromising quality. Less manual work means fewer distractions, smaller staffing needs, and more time spent on client matters that actually bring in revenue.

If your firm is trying to do more without constantly adding to the workload, Briefpoint is the tool that helps you get there faster, cleaner, and with less overhead.

Book a demo today!

What Is A Paralegal And What Do They Do?

A paralegal is a legal professional who works under the supervision of a lawyer to support legal tasks. They’re not licensed to practice law, but they’re trained to handle a variety of responsibilities that help law firms, corporations, and government agencies run smoothly.

From legal research to document prep, paralegals are trusted with a big part of the workload. They must follow strict rules and can’t offer legal advice, but they still play a key role in legal services by taking care of the behind-the-scenes work that keeps cases moving forward.

Common Tasks Paralegals Handle

Paralegals juggle a mix of duties that keep legal teams organized and efficient. Here’s what they typically do:

• Draft legal documents like contracts, discovery responses, and pleadings.
• Research laws and case history to help lawyers build their arguments.
• Organize case files and maintain document management systems.
• Handle client communication under supervision, such as scheduling or updates.
• File paperwork with courts and agencies on time.
• Prepare trial materials like summaries, timelines, and exhibit lists.
• Review documents for accuracy and completeness.

While they can’t represent clients or provide legal advice, paralegals help lawyers focus on strategy by taking care of the groundwork.

Can Paralegals Draft Legal Documents?

Yes, paralegals can draft legal documents, but there are clear boundaries. They’re allowed to prepare documents as long as a licensed attorney supervises and approves the final versions.

This means paralegals can take on much of the initial drafting work, which saves a lot of time. However, they can’t act independently or offer legal advice during the process. Every document they prepare must ultimately be reviewed and signed off by the supervising attorney.

The rules vary slightly depending on the state or country, but the general idea is the same: paralegals can assist with document preparation but can’t replace a lawyer’s judgment or authority.

Drafting contracts, pleadings, affidavits, and other legal materials is part of their regular workflow, especially in busy law firms. Still, it’s important to remember that clients can’t rely solely on paralegals for legal documents without lawyer involvement.

At the end of the day, lawyers are held responsible for the legal accuracy and quality of all documents that come out of their office, even if a paralegal does the bulk of the work behind the scenes.

What Kind Of Documents Can Paralegals Draft?

Paralegals are trained to support lawyers by preparing various legal documents that play a big role in legal proceedings. While they can’t finalize documents without a lawyer’s review, they handle much of the legal document drafting work to help move cases forward efficiently.

They often rely on legal research databases to gather accurate information and ensure the documents are complete and well-informed. 

Plus, the drafting process involves using templates, reviewing past cases, and double-checking facts to create legally sound documents.

Here are some of the most common types of legal documents paralegals draft:

• Contracts – Employment agreements, service contracts, non-disclosure agreements.
• Pleadings – Complaints, answers, motions, and other court filings.
• Discovery documents – Interrogatories, requests for production, and responses.
• Affidavits and declarations – Written statements sworn to be true under oath.
• Wills and trusts – Basic estate planning documents prepared under lawyer supervision.
• Settlement agreements – Used to resolve disputes before or during legal proceedings.
• Legal correspondence – Letters to clients, opposing counsel, or court personnel.
• Case summaries and timelines – Used to support trial prep and presentations.

As you can see, paralegals play a key role in the drafting process. Essentially, they help lawyers create various legal documents that are accurate, organized, and legally sound.

What Is The Role of Document Automation?

If you’ve ever had to draft the same type of legal document more than once, you know how repetitive it can get. Document automation helps cut down on all that manual work.

Contrary to what some professionals might think, it’s not some high-tech tool only used by massive firms. It’s actually built for everyday tasks paralegals deal with, like filling in names, dates, and clauses that don’t really change all that much.

So, how did it all start?

Legal teams have always looked for ways to save time and avoid mistakes. At first, it was just copy-pasting from old files. Then came templates. But even that got messy when things had to be updated over and over again.

That’s when document automation took off. Its goal is to help you build a solid draft without the back-and-forth and without missing key details.

Here’s how it works: you answer a few basic questions (or fill out data fields or upload your document for scanning), like the client’s name, key dates, or terms, and the software fills out the document for you. It uses preset templates built by your team and pulls info from your system or even legal research databases.

The bottom line: It’s much like a smart assistant that already knows the format, the language, and what goes where. Legal professionals and paralegals stay in control, but with less busywork.

What Are The Benefits of Legal Document Automation?

Legal document automation has changed how legal teams handle paperwork. What used to take hours can now be done in minutes.

For paralegals, especially, it means spending less time on repetitive tasks and more time on work that actually needs their input. So, how does this shift affect the way you work? Let’s break it down.

Saves Time on Repetitive Tasks

Automation tools take care of the busywork by using pre-built templates and pulling info from forms, legal databases, or past cases.

Instead of typing out the same clauses, headings, and legal terms over and over, you simply enter the case-specific details, and the system handles the rest.

That means you can spend less time on formatting and more time reviewing the final product or conducting legal research when needed. It also makes legal writing faster and less tiring, particularly when working under tight deadlines, ultimately reducing paralegal burnout.

Here’s how it helps:

• Fills in standard legal language automatically
• Pulls client data directly from legal databases
• Reduces time spent rewriting the same documents
• Keeps formatting and structure consistent across drafts

Cuts Down on Errors

Manual document drafting often leads to simple but costly mistakes like typos, wrong dates, missing sections, or inconsistent formatting. These errors might seem small, but in legal disputes, they can cause delays or even hurt a client’s case.

Document automation helps avoid these issues by using templates with standard language and pulling case details directly from trusted systems.

For example, instead of retyping the same discovery response in multiple places, a legal assistant can enter the information once, and the system applies it across the entire document. 

Paralegal education programs now include training on these tools, knowing how important they’ve become in everyday legal processes. When used correctly, automation supports the quality of legal writing and reflects the kind of attention to detail expected in the profession.

It allows paralegals and legal assistants to focus more on thorough legal research and case strategy rather than fixing the same errors again and again.

Keeps Work Organized

Staying organized is one of the biggest challenges in a busy legal practice. When you’re handling several matters at once, it’s not hard for things to get scattered. Unfortunately, these small issues can quickly slow things down or lead to mistakes.

Document automation helps avoid that by keeping everything in one place. Templates, drafts, and final versions are easy to find, clearly labeled, and tied to the right case. You can see who last made edits, what’s been changed, and what still needs review.

Here’s how it helps:

• Keeps documents organized and easy to track
• Connects each draft to the right matter automatically
• Reduces back-and-forth between team members
• Makes sure each document reflects the most up-to-date information

Great organization goes a long way. By keeping the drafting process clear and structured, automation helps you stay on top of the details and support more successful legal outcomes.

Improves Consistency Across the Board

The legal landscape demands clear, consistent communication. Whether one person or several are involved in drafting, every document needs to match in tone, structure, and formatting.

Document automation helps maintain consistency by using shared templates that apply the same standards across the board.

For example, if two legal assistants draft similar pleadings without automation, one might include case law references while the other skips them. That inconsistency can be confusing or even hurt the case.

Automation keeps everything aligned, which makes it easier to present polished, professional documents every time.

Document Automation: Best Practices For Paralegals

Using document automation the right way can make your day a lot smoother. When used correctly, automation supports your role and helps you avoid mistakes that can slow things down later.

If you’re a paralegal looking to get the most out of automation tools, there are a few simple habits that can make a big difference.

1. Start With Clean, Approved Templates

One of the most essential skills in legal document drafting is knowing where to start, and that means using the right template. Whether you’re drafting pleadings, contracts, or discovery responses, always begin with a template that’s been reviewed and approved by your legal team.

These templates follow firm-specific formatting, use the correct legal language, and stay in line with procedural rules. Using an outdated or unofficial version can lead to errors that take extra time to fix.

If there’s any doubt, check with a supervising attorney or senior paralegal to make sure you’re working from the most current version.

2. Review Every Output Before It Leaves Your Desk

In the legal field, attention to detail is non-negotiable. Even if automation tools do most of the work, it’s still your responsibility to make sure the document complies with formatting rules, legal standards, and case-specific details.

Always review the output carefully. Check for missing names, incorrect dates, or formatting that doesn’t match the firm’s expectations. These small mistakes can easily slip through if you rely too heavily on the tool.

Remember: solid drafting skills aren’t just about writing; they’re also about knowing when something doesn’t look right.

3. Don’t Skip the Legal Review

No matter how advanced the software is, an automated draft is never the final version. It still needs a lawyer’s approval before it’s ready to go.

Even if the document looks complete, a supervising attorney needs to confirm that it meets legal standards and serves its purpose. Your role is to make sure the draft is clean, accurate, and easy to review.

This mindset reflects the kind of professionalism that law school teaches and supports your long-term professional development. A careful review can make all the difference in a document’s effectiveness.

4. Stay Updated on the Tools You Use

Automation tools are always evolving. New features, improved templates, and system updates roll out regularly. So, staying current with those changes helps you work more efficiently. Taking a few minutes to explore new options or read internal tips can save you time in the long run.

For example, Briefpoint regularly updates its platform and adds smart features designed to make legal drafting even smoother. We also publish helpful blogs and cheat sheets that explain how to get the most out of the tool.

5. Use Notes and Comments When Needed

Not every draft will be perfect on the first try, especially when it involves key aspects of a case that require legal interpretation or specialized knowledge.

If you’re unsure about a clause, a date, or how to phrase something specific to the parties involved, don’t guess. Add a clear comment or note for the reviewing attorney.

This kind of communication shows you’re paying attention and thinking through the details. Experienced paralegals know that leaving helpful notes not only speeds up the review process but also builds trust with attorneys who rely on clean, thoughtful drafts.

Brieftpoint Helps Your Paralegals Be Even More Efficient

Paralegals don’t need more software. They need tools that actually reduce the back-and-forth. 

Briefpoint is built for one purpose: helping legal teams draft and respond to discovery documents faster and with fewer errors. It handles Interrogatories, Requests for Admission, and Requests for Production.

Here’s how it works: Upload a PDF of your complaint or opposing counsel’s requests. Briefpoint scans the document, extracts key info like court name and request type, and formats everything based on local rules.

You can then add objections or client responses with just a few clicks. With Briefpoint Bridge, it’s also easy to collect your clients’ responses. Finally, download the draft in Word for final review. That’s hours of work squeezed into just a few minutes.

If your team is ready to move faster without cutting corners, Briefpoint can help you get there.

Want to see how it works in real time? Book a demo today.

Propounding Discovery Overview

Law offices need to initiate discovery for various reasons. The principal purpose is to gather evidence that supports your client’s case. Learning more about the circumstances of the events in question can help you prepare superior responses in court. 

However, there are other reasons for propounding discovery. For example, it also assists in learning more about the other party’s position and weaknesses.

Furthermore, you may also identify potential witnesses and experts and learn more about the precise issues in dispute during this investigative stage. Enhanced discovery improves your capacity to serve your clients. 

Your Obligations During Propounding Discovery

While propounding discovery is an accepted legal process, you must still fulfill various obligations. That’s why software can be beneficial. It helps you avoid non-compliance.  

For example, requests for information must be relevant and proportional to the case. You must focus (in general) on obtaining answers that help you resolve the dispute. Requests shouldn’t place any undue burden on the responding party.  

You must also format and serve discoveries according to court rules. Failing to adhere to guidelines could result in judges throwing out requests. 

Getting compliance right, though, is challenging. Opposing parties have certain rights, including objecting to burdensome or irrelevant information requests. Attorney-client privilege also lets them bar demands for sensitive information.

Fortunately, you can limit these risks while maximizing compliance by using software. Carefully calibrated solutions provide recognized requests while saving time.

The Benefits Of Using Software For Propounding Discovery

Before we discuss the specific features of propounding discovery software, let’s review some of the benefits it offers. 

• A centralized platform that attorneys can use whenever they want to make a request
• Improved visibility over the discovery process – paperwork is digital, not hidden away in a file somewhere
• Better workflow streamlining, including making requests (and responding to them) with minimal typing or manual entry required
• Improved ability to meet deadlines imposed for discovery by the court
• Enhanced team productivity and less time spent on non-billable work
• Reduction in the risk of accidental information exposure using pre-filled template libraries
• Less rote work and more focus on high-value tasks
• Pre-formatted requests that increase the likelihood of discovery 

Software Features That Let You Streamline The Propounding Discovery Process

Advances in AI and software generally mean that today’s solutions are more capable than ever. Tools offer various features that improve the process and enable you to get the information you and your clients need. Here’s what to expect: 

Template Libraries

Propounding discovery software comes with template libraries you can use to make information requests. These save time and free up attorneys and other legal professionals to focus on higher-value tasks. 

Briefpoint offers extensive template libraries for various case categories across information request classes.  For instance, we have over 87 special interrogatories pre-formatted for auto torts and more for requests for admission and production. 

Using template libraries is straightforward. Most leading solutions let you click the item you want to include, whether sending a request to a plaintiff, defendant, or another party. That’s true of Briefpoint.

Furthermore, these template libraries include careful wording to minimize the risk of receiving a valid objection from the opposing party. For example, Briefpoint includes interrogatories such as:

Automated Drafting Tools

Automated drafting tools are another essential ingredient of top-rated propounding discovery software. These systems enable you to craft the precise document you need, depending on who you send it to and the information you request. 

Briefpoint does this by taking you through a multi-choice wizard. Fillable forms give you the option to provide a short title for the case, the case number, the full title of the case, the client position (plaintiff, defendant, cross-defendant, or cross-complainant), representative action (individual, class action, or PAGA), the case type (i.e., auto, business, civil rights, etc.), the various parties’ names, and the venue.

Entering this information supplies the propounding discovery document software with the essential formatting information to proceed.

The information you must include varies between jurisdictions. However, advanced software helps you cover your bases by adding things like: 

• The deadline for responding to the request
• Clear and concise statements about the requests
• Instructions on how the opposing party should format its responses
• A statement underlining the legal standing of the request

Once you add this information, the software formats it for you, regardless of the document you want to submit. The next step is to choose the request type so the software can present the proper library of pre-formatted requests discussed in the previous section. 

Briefpoint lets you draft any of the following:

• Request for Admission. These requests ask the opposing party to admit or deny various “truths” or facts associated with a case. These are helpful when you want to narrow down the disputed facts and save time. 
• Request for Production. These requests ask the opposing party to produce legal documents associated with the case. Any requests for paperwork must be relevant and helpful in proving your client’s case. 
• Special Interrogatories. These written questions are limited to a specific topic or issue relating to the case. You might submit them to identify potential witnesses or better understand the other party’s stance on an issue. 

Once you provide Briefpoint with this information, you can populate your document with specific requests. The software will format and structure the paperwork according to best practices.

Checking Compliance

Once you finish telling the software what document you want it to create, you can download it for review. (Briefpoint lets you do this in Microsoft Word.) This step allows you to check it for compliance before sending it off.

While developers take special care to make sure that template requests follow established norms and practices, you are responsible for any new items you insert or edits to existing suggestions.

Understanding How Propounding Software Can Streamline Discovery

Opposing parties can object to responding to discovery requests under certain conditions. Requests are unlikely to succeed if they:

• Are irrelevant to the case
• Are excessively burdensome 
• Violate various attorney-client privileges that protect some details from disclosure

Therefore, using propounding discovery software is helpful. It reduces the risk of rejected requests, supporting your client’s case. 

Briefpoint’s propounding discovery solutions are a case in point. Filing by hand is tedious, but getting our software to do it instead could save you up to 87% of your time.

You can also use it to avoid costly mistakes, such as disclosing information about your client that you shouldn’t. Responses comply with ethical rules for better decision-making. 

Understanding the role of propounding software in your legal practice should enable you to make requests more effectively. You can avoid compliance issues while working in your client’s best interests. 

Cut the Busywork—Power Through Discovery with Confidence

Manually handling written discovery slows your workflow and puts accuracy at risk. From document requests to special interrogatories, outdated discovery procedures make it harder to stay compliant and meet deadlines.

Briefpoint changes that. It helps you obtain discovery faster by automating the drafting process and providing court-ready templates for every stage of your case.

Ready to upgrade how you manage discovery? Book your demo today to streamline document requests and take control of your written discovery!