2 to 4 Weeks
Typical launch window
Includes field mapping workshop, conversion trigger setup, and pilot testing across practice areas.
Case management
S Smokeball
Automatically sync matters from Lawmatics to Smokeball eliminating any need for multiple data entry. Streamline your lead intake in Lawmatics and seamlessly transfer matter details to Smokeball for efficient case management upon lead conversion.
Certified build path
Data-safe rollout
Go-live support
Partner-grade
Implementation controls
Execution-ready
Rollout playbook
Implementation Proof
From kickoff through post-go-live support
100%
Manual re-entry eliminated
Signed cases flow from Lawmatics to Smokeball with all mapped fields pre-populated.
4 Sync Channels
Matters, files, notes, resync
Each channel enabled independently based on your team readiness.
1 SOP
Resync and exception playbook
Your team gets documented procedures for handling updates and corrections.
"Our paralegals used to spend the first hour on every new case copying intake data into Smokeball. MHSB mapped our fields so accurately that converted matters arrive ready for work. We enabled document sync in month two and saved even more time."
Need the right implementation path first?
MHSB does more than connect tools. We help law firms choose the right Lawmatics audit, build, and optimization sequence before configuration begins.
Book a Strategy Consultation
Review Smokeball mapping, workflow impact, QA controls, and rollout priorities with MHSB.
Audit vs Build Guide
Choose whether your firm needs an audit, a scoped build, or a phased combination before implementation starts.
How MHSB Works
See our fixed-fee delivery model for audits, custom builds, QA, training, and launch support.
Lawmatics Implementation FAQ
Get answers on timelines, scope, training, integrations, and ongoing support.
What You Get With This Integration
- Automatic matter creation in Smokeball upon lead conversion in Lawmatics
- Custom field mapping options for data transfer
- Synchronize contacts and related notes to their corresponding matter in Smokeball
- Manually sync matters or set it as an automation action
- Update Smokeball matters with any new Lawmatics additions by initiating a resync
Integration Feature Details
Matter Sync
Lawmatics seamlessly integrates with Smokeball, transferring matters once they convert. This can be done manually or automatically. The matter status then updates in Lawmatics and opens as a new matter in Smokeball.
Custom Field Mapping
Map any or all of your Lawmatics fields to your Smokeball fields. These fields can be mapped at the contact and matter levels. When a matter is synced, these fields will all transfer over to the new Smokeball matter.
Automation Potential
Sync matters automatically triggered by events like signed agreements or fee payments. Most firms incorporate this into their automated processes, ensuring effortless syncing.
Resync
This integration offers more than a one-time sync. If updates are needed in Lawmatics, simply click the 'Resync' button. This action seamlessly transfers any changes to the corresponding Smokeball matter.
Partner Implementation Blueprint
Estimated timeline: 2 to 4 weeks
- 1
Audit your Smokeball matter types and practice areas to confirm they align with the Lawmatics pipeline stages you plan to convert from.
- 2
Build a field mapping worksheet covering contact-level and matter-level fields, paying attention to Smokeball's structured fields like matter type, date of incident, and responsible attorney.
- 3
Enable conversion sync, document sync, and note sync settings based on what your team needs transferred at the point of hire.
- 4
Run five to ten test conversions across your most common practice areas and verify that each matter appears correctly in Smokeball with all mapped fields intact.
- 5
Create a resync procedure document so staff know when and how to push updated information from Lawmatics to an existing Smokeball matter without creating duplicates.
QA Checklist
- Converted matter appears in Smokeball under the correct matter type and assigned attorney.
- All mapped contact and matter fields transfer accurately — no truncation, no misplaced values, no blank required fields.
- Documents attached in Lawmatics sync into the Smokeball Files tab with readable filenames and correct file types.
- Notes created during intake appear in the Smokeball Notes tab with timestamps and author attribution preserved.
Common Handoff Risks
- Incomplete field mapping can leave required Smokeball fields blank, forcing staff to re-enter data manually and defeating the purpose of the integration.
- Enabling document sync on high-volume pipelines without file size or type filters can overwhelm Smokeball storage and slow down the sync queue.
- Triggering conversion too early in the intake process — before conflict checks or fee agreements are finalized — creates premature matters that clutter Smokeball and skew reporting.
When This Integration Is the Right Fit
- Personal injury firm automating the retainer-to-Smokeball handoff so signed cases open with all contact details, accident date, and insurance info already populated.
- Family law practice syncing intake documents — signed engagement letters, financial disclosures, and conflict checks — directly into Smokeball case files at conversion.
- Multi-attorney firm using automation triggers to convert matters after e-signature completion, removing the need for staff to manually push records into Smokeball.
- High-volume criminal defense firm leveraging resync to keep Smokeball matters current as court dates, charge details, and co-defendant relationships change during intake follow-up.
How This Fits into a Lawmatics Implementation Plan
A strong Smokeball integration only works when field mapping, workflow ownership, QA, and team training are designed together. MHSB typically scopes this work as part of a Lawmatics audit, implementation project, or post-launch optimization engagement.
MHSB Integration Notes
MHSB Implementation Perspective
Smokeball’s strength is its deep matter management and built-in document automation, but that only works when matters arrive with clean, complete data. The Lawmatics-to-Smokeball integration is the bridge between your intake pipeline and your case management system, and the quality of that bridge determines whether your team spends time practicing law or fixing records. We configure this integration to match the way your firm actually operates — mapping practice areas to matter types, aligning custom fields so nothing gets lost in translation, and setting up conversion triggers that fire at the right point in your intake process.
Conversion Workflow and Timing
Getting the conversion trigger right is one of the most important decisions in this integration. Converting too early means incomplete matters land in Smokeball before conflict checks or fee agreements are finalized. Converting too late means your case team is waiting on records they need to start working. Most firms tie conversion to a concrete event — a signed retainer, a completed payment, or an explicit staff action after intake QA is done. We help you identify which trigger fits your workflow and build the automation around it so conversion happens consistently, every time, without someone remembering to click a button.
Field Mapping and Data Integrity
Smokeball uses structured matter types with specific fields that vary by practice area. A personal injury matter expects fields like date of incident, insurance carrier, and statute of limitations. A family law matter needs opposing party info, minor children details, and court jurisdiction. We build a field mapping worksheet during implementation that accounts for these differences, matching your Lawmatics custom fields to the right Smokeball fields per matter type. This prevents the common problem of data landing in the wrong place or required fields coming through blank because nobody mapped them.
Document and Note Sync in Practice
Enabling document sync means every file attached to a Lawmatics matter transfers to Smokeball at conversion. For firms that attach signed engagement letters, ID copies, and initial questionnaires during intake, this eliminates the step of manually uploading those files into Smokeball. Note sync works the same way — intake notes, call summaries, and internal comments transfer into the Smokeball notes tab. The key implementation decision is whether your firm wants both enabled from day one or prefers to start with matter and field sync only, adding documents and notes after the core workflow is validated.
Integration FAQ
Can we limit which documents sync to Smokeball, or does everything transfer?
Document sync is an all-or-nothing toggle at the integration level. If you need selective transfer, the recommended approach is to organize intake documents in Lawmatics so only case-relevant files are attached to the matter before conversion.
What happens if we convert a matter but the Smokeball matter type does not match?
The matter will still sync, but it may land under a default or mismatched type in Smokeball. We map practice areas and matter types during implementation specifically to prevent this.
Can we trigger conversion automatically after a retainer is signed?
Yes. You can add the conversion action to any Lawmatics automation — most firms trigger it after an e-signature event or a payment confirmation so the handoff happens without manual intervention.
Does the resync button create a duplicate matter in Smokeball?
No. Resync updates the existing Smokeball matter with current Lawmatics data. It will not create a second record.
Can we roll out the integration in phases rather than enabling everything at once?
Yes. A phased approach is standard — start with matter conversion and core field mapping, then enable document and note sync once the team has validated the baseline workflow.
How does this integration handle matters with multiple contacts or co-parties?
The primary contact syncs automatically. Related contacts can be added through Lawmatics relationships, but you should verify that Smokeball's contact linking model matches how your firm tracks co-parties before enabling full relationship sync.
Implementation Packages
Choose Your Smokeball Implementation Path
MHSB can execute this integration as a focused sprint, a production hardening engagement, or a full operating-system rollout.
Smokeball Launch Sprint
Matter conversion setup, field mapping, automation triggers, and pilot testing across your primary practice areas.
Ideal for: Firms replacing manual case creation with their first automated Smokeball handoff.
Most Selected
Smokeball Scale Hardening
Add document and note sync, expand field mapping for additional practice areas, and implement resync SOPs for ongoing data updates.
Ideal for: Firms that need full intake-to-case-management synchronization with phased rollout.
Smokeball Operating System
Combine Smokeball sync with Lawmatics automation, billing integration, and reporting standards for end-to-end matter lifecycle governance.
Ideal for: Firms standardizing intake through case management across all practice areas and staff roles.
Launch Smokeball in Your Lawmatics Workflow
Get MHSB support to configure mapping, automations, and data quality checks for your integration rollout.
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