Just as a doctor tracks blood pressure, heart rate, and cholesterol to assess your health, your law firm needs consistent data monitoring to track growth, refine client interactions, and maintain financial health.
At Xcelerator, we’ve identified the essential metrics that your firm should regularly track and review. Following our frequency-based approach will help you establish a routine of accountability while ensuring critical performance indicators receive appropriate attention.
Daily Vitals – Monitoring Your Firm’s Pulse
Like checking your pulse, these daily metrics provide immediate feedback on your firm’s most critical functions. They alert you to potential issues before they become emergencies and help maintain the consistent rhythm that keeps your practice responsive to client needs.
Intake Summary
Your intake summary report provides immediate visibility into your firm’s marketing and client acquisition effectiveness. By tracking No Decisions, Want Ratio, Conversion Ratio, and number of True Sign Ups, you can quickly identify and address any issues in your client acquisition process before they impact the bottom line.
Recommendation: Run by the Intake Manager each morning.
Case Assignments
Reviewing case assignments ensures that cases are matched with case managers and attorneys who have the appropriate skill set for the severity of the injury. This strategic assignment process maximizes case value while providing optimal client service from day one.
Recommendation: Reviewed by the Office Manager daily.
Weekly Check-ups – Preventing Practice Ailments
Weekly metrics serve as your firm’s regular check-up, identifying developing issues before they become chronic problems. These reports help you maintain steady progress toward your goals while preventing the common ailments that plague law firms: stalled cases, poor client communication, and inconsistent settlement rates.
Client Contact Report
This report helps ensure consistent client communication. Regular client contact prevents the number one complaint against law firms – lack of communication – while building stronger relationships that lead to referrals and positive reviews.
Recommendation: Emailed to all client-facing team members every Friday.
Cases Open >90 Days with No Medical Records Ordered
This report identifies potentially stalled cases. Early intervention on these files prevents unnecessary delays that can damage client relationships and postpone revenue.
Recommendation: Sent to case managers and attorneys each Monday morning.
Demands Mailed
This report highlights cases where settlement discussions have stalled. Prompt follow-up keeps cases moving toward resolution and revenue realization.
Recommendation: Delivered to all attorneys each Monday.
Number of Cases Settled
This weekly metric monitors resolution rates, allowing your firm to forecast cash flow and resource needs while ensuring client matters are concluding at an appropriate pace.
Recommendation: Sent to case managers each Monday morning.
Fees Outstanding
This report provides visibility into pending revenue, helping partners make informed financial decisions while ensuring clients aren’t waiting unnecessarily for their settlements.
Recommendation: Produced each Monday morning.
Monthly Diagnostics – Comprehensive Health Panel
Monthly metrics provide the comprehensive insight that daily and weekly snapshots can’t capture. These reports give you a more complete picture of your firm’s financial health, marketing effectiveness, and individual attorney performance.
P&L Review
Your monthly P&L review gives a clear picture of how each office and practice area is performing against budget. It’s like your firm’s financial GPS—showing you exactly where you are and helping you course-correct before small issues become big problems.
Recommendation: Conducted by the CFO/Accounting Manager by the 10th business day after the close of the month.
Demands Mailed and Settled by Attorney/Case Manager
These reports track individual performance in moving cases forward and successfully resolving them. This data helps identify both coaching opportunities and best practices that can be shared across your firm.
Recommendation: Generated on the first business day of each month.
Intake Summary by Source
This report allows management to evaluate which marketing channels are generating the highest quality leads, optimizing marketing investment and improving ROI. By tracking lead sources against conversion rates and case values, firms can double down on their most profitable marketing efforts.
Recommendation: Produced monthly.
Quarterly and Annual Metrics – Your Long-term Wellness
Quarterly and annual metrics take a deeper look at your firm’s long-term health. These comprehensive evaluations help identify underlying trends, assess strategic performance, and make the adjustments necessary to ensure your practice remains vital for years to come.
Stars Analysis
This assessment evaluates attorney performance and contribution to firm revenue, helping to inform compensation decisions and resource allocation.
Recommendation: Conducted quarterly by the CFO.
Budget to Actual Review
This evaluation compares financial performance against projections, allowing for timely course corrections and reallocation of resources when necessary.
Recommendation: Conducted quarterly by the CFO.
Strategic Plan for the Next Year
This exercise evaluates goal achievement, identifies areas for improvement, and establishes your firm’s direction and priorities for the coming year, ensuring everyone is aligned toward common objectives.
Recommendation: Conducted annually by the leadership team.
The Xcelerator Treatment Plan – Restoring Your Firm to Peak Performance
At Xcelerator, we don’t just recommend metrics to track—we’ve implemented marketing and managerial strategies utilizing them in real personal injury firms and achieved measurable results. Led by industry veterans with nearly 80 years of combined experience optimizing law firm operations, our team brings practical knowledge that theoretical consultants simply can’t match.
When working with clients, we start where you are. Our team examines your current reports, works directly with your case management system, and has meaningful conversations with your staff to understand your firm’s actual workflows.
Then we create customized dashboards that highlight your most critical KPIs, implement hands-on training to elevate team performance, and build automated reporting systems that reduce administrative burden while increasing accountability.
What sets us apart? Every consultant on our team has real law firm experience. We’re not outsiders guessing what works—we’ve built, managed, and optimized these systems ourselves.
If you’re ready to transform your firm’s performance through data-driven decision making, connect with Xcelerator today and let us help you implement the metrics that drive growth and profitability.
