The categories
| Category | Question to answer | Cheap option to consider |
|---|---|---|
| Matter and deadline tracking | Where is the single list? | Notion free plan with Matters and Deadlines databases |
| Documents | Where do final documents live? | Your existing cloud storage or document system |
| Accounting and client money | How is money tracked in line with the rules? | Accounting software suitable for your jurisdiction |
| Communication | How do clients reach you? | Email and phone you already have |
| AI assistance | Which supervised tasks? | Optional; check plan costs and policies |
How to do the arithmetic
- List each category and the tool you use or plan to use.
- Write its annual cost from the vendor's current pricing page.
- Add one-time purchases once.
- Compare the total with your budget and the time you will save.
Practice software cost over time
Compare what you pay now with a Notion-based setup over several years. Enter your own prices: nothing here assumes any vendor's pricing.
- Current setup over 3 years
- $7,920
- Notion setup, including template and your setup time
- $2,679
- DifferenceIn favour of the Notion setup on these numbers.
- $5,241
Cost is only one factor. Check what each option includes: Notion does not provide trust accounting, court-rules calendaring or integrated billing.
Where LawyerOS fits
If you use Notion for tracking, LawyerOS Starter is $49 once and Pro with AI is $99 once, which we sell; you can also build the structure free. Neither covers accounting, billing or document storage, so budget those separately.
What to leave out at first
A lean stack is mostly about what you do not buy yet. Skip add-ons for features you have no process for, skip a second tool that overlaps the first, and delay anything that needs training your team will not have time for. Revisit the list every six months and cancel what nobody opened.
A worked example: a solo's yearly budget sheet
| Category | Tool chosen | Annual cost | One-time cost |
|---|---|---|---|
| Tracking | Notion plan plus template | From Notion's current pricing | Template price once |
| Documents | Existing cloud storage | From your current bill | None |
| Accounting and client money | Software suitable for your regulator | From the vendor's page | None |
| Communication | Existing email and phone | From your current bills | None |
| AI | None yet | Zero until a policy exists | None |
Fill the cost cells from current pricing pages and add the column. If the total is above your budget, the table shows which category to question first. Leave AI at zero until you have written down what it may be used for.
Cost traps in a small stack
- Annual plans that renew automatically after you stop using the tool.
- Per-seat pricing when a part-time assistant joins.
- Overlap: two tools that both store documents or both track tasks.
- Add-ons priced separately, such as e-signature or extra storage.
- Free tiers that move a feature you rely on to a paid plan.
A cheap stack that leaves out accounting, backups or basic security is a false economy. Buy those first.
Frequently asked questions
- Is $500 a year realistic?
- It depends on your tools and jurisdiction. Total your own costs from current pricing.
- What should I never skimp on?
- Security, backups and compliant client money handling.
- Do I need AI tools?
- No. They are optional.
- Is Notion free enough?
- The free plan has limits; check them against your needs.
- What belongs in the stack before anything else?
- Regulated or protective items: client-money accounting suited to your rules, backups and sound account security. Convenience tools can wait.
About the author
Raghav Handa trained as a lawyer, then spent years building legal technology, from enterprise legal products to custom systems for law firms.
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