Seeking consultant to see if Airtable could work as a legal case management system

Hi Harry, would love to discuss to see if we could be a good fit. In addition to my airtable experience, I worked in accounting at a law firm and was instrumental in helping them acquire new software, and have experience in transaction management in real estate. My website is growwithjen.com, you can find out more about my experience and credentials as well as how to schedule a discovery call there. Look forward to connecting.

Welcome to the community, @Harry_Heist!

Yes, Airtable is absolutely perfect for this! I have built a lot of legal case management systems in Airtable for many different law firms!

Here are some of the key pieces of software that you will want to use with Airtable:

CUSTOMER FORMS:

Your #1 best bet for this is to use Fillout’s advanced forms for Airtable because it communicates directly with Airtable and can easily do everything that you requested.

Fillout is 100% free, and it offers hundreds of features that Airtable’s native forms don’t offer, including the ability to update customer records using a form, create custom PDF files from a form submission, accept payments on forms, add a login page to your form, perform math or other live calculations on your forms, collect signatures on a form, create multi-page forms with conditional paths, and much more.

I show how to use a few of the advanced features of Fillout on these 2 Airtable podcast episodes:

• Using Fillout to update an existing Airtable record & create an eSignature approval process with PDF file creation.
• Using Fillout to create an order entry form with line items.

CUSTOMER PORTAL:

Airtable offers its own built-in portals feature which is extremely easy to setup & use & maintain, but it is also the most expensive solution.

For a less expensive customer portal, the most popular portals that are currently available for Airtable are: Noloco, JetAdmin, Softr, Pory, Glide, and MiniExtensions.

I gave an entire one-hour webinar on Noloco called Building a Client Portal on Noloco powered by Airtable.

GENERATING DOCUMENTS & PDF FILES FROM AIRTABLE:

Here are a few popular 3rd-party apps for automatically generating documents from Airtable:

1. DocuMint — the original document creation app for Airtable. Creates PDF files.
2. DocsAutomator — creates Google Docs documents or PDF files. 
3. Make’s integrations — which can be integrated with any document-creation app of your choosing, even something as simple as custom Microsoft Word documents.

INTEGRATIONS & COMMUNICATIONS WITH OTHER APPS:

To have Airtable communicate & integrate with other apps, you will need to use Make’s advanced automations & integrations.

If you’ve never used Make before, I’ve assembled a bunch of Make training resources in this thread. For example, here is one of the ways that you could instantly trigger a Make automation from Airtable. 

I also give live demonstrations of how to use Make in many of my Airtable podcast appearances. For example, in this video, I show how to work with Airtable arrays in Make.

Hope this helps!

If you’d like to hire the best Airtable consultant to help you with this or anything else that is Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

Harry, happy to help. I’ll send you a PM. Cheers!

Hi Harry,

I’d be happy to work with you on this. Sending you a PM.

Regards,
Ruchika

hi @Harry_Heist would love to have a chat about what you are trying to build and discuss the best options available.

Website: alessiomonino.com
Calendly: Calendly - Alessio Monino
Email: alessio.monino@gmail.com

Hi Harry ,
Sent pm .part of the Development in case management for right of way workflow.
Did modules in Deltek accounting

Hi Harry,
All that you have described is certainly well within my area of expertise and I would be glad to help you out on all this.
You can reach me on andrewjohnson56782@gmail.com
Best Wishes,
Andrew

Interesting to read how you’re exploring simpler ways to streamline legal case workflows without the complexity of traditional systems. Airtable might actually fit well, especially with its forms, automations, and client-facing interfaces. While looking into tools that reduce repetitive data entry, I found an Online grade calculator that showcases how clean, well-structured data flows can make any process smoother. Hope you find a setup that gives your team the flexibility you’re aiming for.

Hi  ​@Harry_Heist 

I can help you design a streamlined case management system that suits your needs without the complexity of traditional legal software. By using Airtable, Softr, and automation tools, we can create an efficient, user-friendly portal and workflow to manage your eviction cases, including document creation, communication, and client intake.

Here’s the approach:
• Build a customer portal in Softr for new and existing clients to register, submit info, and upload documents
• Set up automated workflows in Airtable to capture client data and status updates
• Create a document generation system with mail merging for court documents and bills
• Implement communication tools in the portal for staff to update clients and send status emails
• Integrate a form-based system for staff to add additional info to case records
• Automate bulk document generation for multiple cases on selected dates

Let’s schedule a call to discuss the details further.

Hi Harry, thanks for explaining your situation so clearly. It makes it much easier to understand exactly what kind of system you actually need, without the unnecessary clutter that comes with traditional legal software.

I’ve helped a few organizations replace outdated “matter-based” or legacy case systems with Airtable-driven databases built around clean, repeatable workflows rather than bulky legal CRMs. One of those projects was for a small legal services team handling recurring document filings. They needed exactly what you described: a portal for clients, bulk document generation on key dates, and a way for internal staff to update case info fast without digging through forms every time. We replaced multiple tools and spreadsheets with a unified database + portal that allowed their team to prepare batch documents in minutes instead of manually processing each case.

Here’s how I typically approach systems like yours:
- Client Portal (New + Existing Customers): A secure log-in experience where clients can submit data once, update their info, check case status, upload documents, and communicate without email chains.
- Intake Forms That Connect Directly to Your Database: No more copying from JotForm into a system manually. Data flows directly into the case record, reusable for future filings.
- Internal Case Management for Staff: Structured forms linked to each case record so staff can add information, update status, and trigger actions without sifting through clutter.
- Automated Client Updates: Emails triggered by status changes, deadlines, or document completion: and visible inside the portal so clients don’t need to call for updates.
- Bulk Court Document Generation: Mail-merge style document creation that can generate multiple eviction filings on designated days from selected records: a huge time saver when volume spikes.

The goal here isn’t to mimic “big” legal software: it’s to build something lean that actually supports the unique workflow of eviction filings, without forcing you into someone else’s template.

If you’d like, I can take a quick look at your current process (even a simple diagram or sample forms) and outline the cleanest architecture for your database + portal + bulk document workflow. That usually helps teams see exactly how much time they could eliminate.

Happy to help however makes sense for you: just let me know the best way to continue the conversation.

Hi ​@Harry_Heist 

I’m Mirna from Singular, a nearshore product and automation studio from LATAM. We help US based firms replace legacy, form heavy workflows with clean, database driven systems that reduce manual work and improve client visibility, built with tools like Airtable, Softr, Make and document automation layers.

For a case management system like this, our value is in simplifying operations without overengineering. We design Airtable as the core database instead of matter based software, allowing bulk preparation, controlled status changes and structured data entry by staff and clients. Client portals are built so new and existing clients can submit intake information once, upload documents, track case status and receive automated updates. On the internal side, staff works from structured forms tied directly to each record, with mail merge logic to generate court documents, invoices and scheduled batch outputs on specific dates. We take a hands on, quality first approach, which sometimes needs a bit more time and investment upfront to ensure data integrity and long term maintainability.

I’d like to invite you to schedule a free 30 minute consultation call to walk through your current setup, priorities and timelines. We’d be glad to discuss next steps and explore how we can best support your goals.

Best,
Mirna
https://www.singular-innovation.com/