Migrations: Overview and Options

What is Data Migration?

Data migration is the process of transferring your existing firm’s data into Smokeball. You'll work closely with a dedicated Specialist, ensuring you have support every step of the way.

Our goal is to ensure we transition your data as effective and efficiently as possible.

All practice management systems are different and not all data can be migrated from one system to another, however, we will work to import your relevant data into the available fields.

Note: Certain setup and configuration tasks must be completed manually before and after a migration and are not included in the migration scope. In addition, because Smokeball is a robust and highly configurable system, firms should expect some manual review and adjustments after migration to ensure everything is tailored to their preferences.

Our Migration Options

We offer 4 tailored migration packages to suit different firm sizes, needs, and timelines:

• Jumpstart: Great fit for any firm! Jumpstart is designed to make your migration to Smokeball quick & smooth. Simply export your key data types from you current system into CSV files, and use our guided Jumpstart tool to reformate your data for Smokeball.  Get Started exporting from your legacy system NOW! 

  • Once your Jumpstart Migration is complete, finish setting up your firm by manually uploading your documents into Smokeball. The process is fast and easy, ensuring your client files are complete and your team is ready to start working right away.

• ProStart: Must meet eligibility requirements. This option is designed for larger firms using legacy systems that require deeper data analysis and advanced technical support. ProStart can manage complex migrations, including those from older or legacy platforms that rely on SQL databases and cannot export the required data via CSV reports. Due to the additional scope and technical effort involved, this option is offered as a paid service.

• PartnerStart: Expert-led migration service for complex systems, leveraging trusted industry partners. 

  Expert-led migration service for complex systems, leveraging trusted industry partners

  Expert-led migration service for complex systems, leveraging trusted industry partners

Your Client Success Manager can help determine the right option for your firm.
Note: Jumpstart is a great option for any size firm! Get started here. 

Instructions for Hosting Historical Billing Data in a Smokeball Admin Matter

To maintain compliance, preserve financial history, and ensure easy access to legacy billing information, we recommend creating a Smokeball Admin Matter dedicated to storing all historical billing data from your previous system.
Below is the list of records you should export from your legacy system and upload into the Admin Matter.

1. Trust Accounting Records
If your firm is migrating trust balances into Smokeball, you may also want to export and store the transaction history for those accounts for reference.Export and upload:

• Full trust ledgers
• All trust transactions (by client, by matter, or both as available)
• Any trust account-specific reports used for compliance or audit purposes

2. Operating Account Records / Operating Retainer / Other Ledgers
If you are migrating data into an Operating "retainer" or using other ledgers you may want the transaction history
Export and upload:

• Any ledgers or journals associated with operating accounts
• Any documentation supporting operating payments

3. Invoice and Billing Records
These records are for tracking past billing activity that will not be recreated in Smokeball.
Export and upload:

• PDF Copies of all invoices you wish to maintain
• Historical invoice lists or billing summaries
• Any payment records related to invoices
• Reports showing client payments applied to invoices

4. Additional Financial or Administrative Records
Depending on your internal processes, you may also include:

• Any ledgers or journals not already captured above
• Reports used to determine staff compensation based on billed or collected amounts
• Any other historical billing or financial data required for audit, compliance, or internal reporting

Industry Best Practice
Across the legal software industry, the recommended approach is:

1. Export trust and operating retainer transaction reports from the legacy system, and

2. Store them in an Admin Matter or archival folder for long-term reference, rather than importing historical transactions into the new system.

This method keeps the new system clean, compliant, and operating on current balances while still preserving your full financial history.