The Minimalist’s Guide to Starting a Practice - Stage Two (Simple Systems Setup)
Stage Two: Simple Solo Systems Setup
Goal: Make your practice easy to run from the start — before you’re swamped with clients.
This is about building lightweight systems so you can track clients, get paid, and deliver work smoothly without spending a fortune or months in setup.
Tech tools, from inexpensive professional business systems from Google, Microsoft, or other vendors to more robust, lawyer-specific practice management systems (PMS) make it easier than ever to automate a TON of your admin needs.
Whether you’re just starting out or have been doing it the hard way for years, here is my go-to guide for getting started with systemizing your practice - so you can save your sanity. Trust me when I say, if I could figure this out, anyone can.
1. Core Systems to Put in Place Now
These will save you hours later and prevent chaos when business ramps up (or if you ever get lost in the back and forth of emails just trying to book lunch, this will save you lots of time and headaches).
a. Appointment Booking
Use an online scheduling tool (built into your practice management software, or tools like Calendly/Acuity).
Sync with your calendar so no double-booking.
Optional: Collect payment for consults at the time of booking.
b. Client Tracking & Management
Best: A cloud-based practice management system (Clio, Lawcus, MyCase, etc.).
Budget: Use Google Workspace or Microsoft 365 (Google Forms + Sheets for intake).
c. Payment Processing
Accept credit cards & ACH online.
Make sure processing fees come out of your operating account (never your trust account).
Good options: Built-in with your PMS, LawPay, or similar.
d. Document & Form Handling
Intake forms to gather client data (Google Forms, Typeform, or PMS-integrated forms).
Templates for common documents (Word, Google Docs, or PMS automation).
e. Invoicing & Reminders
Automate invoice sending and payment reminders.
PMS or QuickBooks can handle this; set it up once and let it run.
2. “Easy Mode” Workflow
Prospect books consult via your booking link.
Automated confirmation email goes to them.
Consult happens (in person, phone, or Zoom).
If they hire you → You send engagement agreement + invoice via your system.
Client intake form collects all needed info.
Work begins — your system stores files, deadlines, and communications.
3. Golden Rules for Stage Two
Build only what you need now. Don’t set up features for problems you don’t yet have.
Keep it simple & repeatable. If it takes more than a few clicks, it’s too complicated.
Document as you go. Create a basic “how I do this” note for yourself so future staff or VAs can follow it.
💡 Mindset:
Stage Two isn’t about “being fancy.”
It’s about making your future life easier — no chasing payments, no losing track of clients, no scrambling for documents.