Innovation doing justice to law firms’ operations

George Njoroge’s aim was to come up with a digital solution to reduce lawyers’ tedious and repitive manual activities and processes.

So, in 2011, together with his partner, David Njoroge, they developed WakiliCMS, a software that enables law firms to keep a record of clients, open files, as well as record upcoming court dates, and client billings to payment details.

Other roles of the software are to manage the firm’s financial accounts as well as human resource management - processes ranging from staff leave application and approvals, to payroll computation, staff appraisals and emplpoyee onboarding and off boarding processes.

“The other director of the company (David Njoroge) who is a partner at the Igeria and Ngugi Advocates approached me to see if we can build a system for them to manage their clients and court dates reminders,” says George, a Bachelor of Science in Electronic and Computer Engineering from the Jomo Kenyatta University of Agriculture and Technology (JKUAT).

Through research they found out that there were no locally-made software but only a number of international ones, which were difficult to customise.

“We decided to develop a local software for the local market and that is how WakiliCMS was born,” he says.

Benefits of the system to law firms include better synchronisation of activities between different departments, better tracking of billable time, better tracking of debtors and creditors.

The sofware also helps in better management of staff data, overall saving in operation costs, enhanced security of data, improved firm organisation, flexibility in working, improved client service, and greater visibility in the firm’s operations and data.

Amid Covid-19 pandemic, he says the adoption of the system has gained traction in the country.

“The Covid-19 crisis has definitely brought about years of change in the way companies (including law firms) in all sectors and regions do business. With the ability to work from anywhere, not having to carry physical files everywhere you go, more clients have subscribed to our software platforms,” he says

The 38-year- old says the software operates on a cloud-based system that incorporates a web-browser – Firefox, Google Chrome or Safari.

“Users in law firms only need an account and an internet connection to login to the system,” he says.

Once logged on, can open files for clients and post progresses whenever an advocate handles a file, lawyers are able to generate fee notes and electronically sign the same before emailing it to their clients and send requisitions for approval before making payments on behalf of their clients.

“Accountants are able to record bank payments and transfers, perform bank reconciliation and print-out financial reports. Staff members are also able to apply for leave and track their leave days, among many other operations,” says George who holds a certificate on Governance Risk & Compliance Professional (GRCP) from Open Compliance & Ethics Group (OCEG).

In the initial stage of rolling out the platform, they faced challenges such as financial constraints as they were unable to raise capital from investors.

“Revenues we get from the sale of the product are ploughed back into the company for research and further software development and enhancements,” he says

With one client, Igeria and Ngugi Advocates, in 2011, they now boost over 100 law firms. Some of the law firms they work with include TripleOKLaw LLP, Igeria and Ngugi Advocates, Mohammed Muigai LLP, KN Law LLP, O&M Law LLP, Chege Kibathi & Co. Advocates LLP, G&A Advocates LLP and Cootow & Associates Advocates.

Others are CM Advocates LLP, Kilonzo & Associates, Sisule & Associates, Robson Harris & Company Advocates, KRK Advocates LLP, Gikera & Vadgama Advocates, Kiingati Ndirangu & Associates, Limo & Njoroge Advocates, Ngeri, Omiti & Bush Advocates LLP, and G. M. Gamma Advocates LLP.

Their clients are spread in Mombasa, Kitale, Kericho and Eldoret.

“Some of our clients have branches in Meru, Embu, Nakuru, and Nyahururu,” George notes.

He believes the software can be useful to law firms across East Africa.

“We still have a long way to go to reach every law firm in Kenya, so our current plan is to continue to serve firms in Kenya before expanding to Rwanda, Uganda and Tanzania,’ he says.

Some of the challenges they face include ensuring that the software is up to date, that the software is free of bugs and that clients are trained to use the system properly.

Others, he says, include upgrading modules to solve every day challenges, managing development teams and client service teams, which “is not a walk in the park”.

“All these and many more are challenges we face every day. We continuously train our team on not just the software features but also other client-facing processes e.g. customer service and end-user training.”