CASEpeer Reporting: Turn PI Case Data Into Better Decisions

CASEpeer can show you a lot about your personal injury practice. But a report is only useful if the information behind it is consistent and somebody knows what to do with the answer.

If one case manager uses “Demand” while another uses “Pre-Litigation,” or referral sources are entered five different ways, the dashboard will not settle the question. It will simply turn the disagreement into a chart.

CASEpeer’s reporting tools cover case status, finances, team performance, lead sources, conversion, costs, and other parts of a PI practice. Its LawKPIs integration can turn CASEpeer case and task activity into another set of operational dashboards.

You do not need to watch every number these systems can produce. You need a small set of signals that helps you run the firm better.

What do you actually want the reports to tell you?

Start with the questions you ask in a management meeting.

Which cases are not moving? Who has too much work? Which referral sources produce good matters? Where are case costs climbing? Which clients have not heard from us? Which cases need a closer look this week?

For each question, decide who is responsible for acting and how often they need the answer. If nobody will make a decision from a report, you probably do not need it yet.

We usually recommend starting with fewer than a dozen measures. That is enough to create a useful view without giving leadership a cockpit full of blinking lights. Add more only after people trust and use the first set.

Be precise about definitions. “Conversion rate” might mean inquiry to consultation, consultation to retained case, or inquiry all the way to retained case. Those tell you different things. Write down exactly what each metric includes, which dates it uses, and which matters it leaves out.

Which CASEpeer fields matter most?

For many PI firms, the important reporting fields include case stage, stage-change date, source, assigned attorney and case manager, major milestones, tasks, costs, settlement information, and the reason a case closed.

If people enter these late or use their own wording, the reports will never match what everyone believes is happening.

Make an important field required when the staff member actually knows the answer—not three months later during cleanup. Use a set list of values when you need to compare results. Agree on how to name sources, teams, offices, and stages. Decide how you will count transferred cases, reopened cases, co-counsel matters, and duplicates.

Then check a small sample every week while the setup is new. Pick cases from different teams and stages. Compare the CASEpeer record to what actually happened. When you find a mismatch, fix the habit or workflow that created it. Do not build a permanent monthly cleanup job around bad data entry.

What should a managing partner look at each week?

A weekly view should point you toward exceptions: cases with no recent activity, overdue tasks, approaching deadlines, matters sitting too long in one stage, uneven workloads, unusually high costs, and clients due for an update.

Those signals help you step in while there is still time to change the outcome. A monthly report that says the quarter went badly is much less useful than a weekly report showing where work is starting to stall.

Once a month, zoom out. Look at intake sources, conversion, expected case value, settlements, fees, cost recovery, and team trends. CASEpeer also highlights reports for marketing sources, productivity, finances, and high-value cases.

Use those numbers to ask better questions, not to make automatic judgments. A case manager with fewer completed tasks may have a harder caseload. A team with longer case age may be handling a different mix of matters. The report tells you where to look. It does not replace context.

When do you need a custom dashboard?

CASEpeer’s built-in reports may be enough if the questions you care about live entirely inside the platform and its standard PI views match the way you run the firm.

A custom or connected dashboard becomes useful when you need to combine CASEpeer with marketing, intake, phone, finance, or other systems; compare offices using your own definitions; or keep a small set of firm-wide measures in one place.

The LawKPIs integration is one example. It syncs CASEpeer activity into dashboards covering volume, age, stage movement, workload, and deadlines. Tepconic’s reporting and dashboard work can go broader by connecting the case-management system to intake, lead generation, and the other sources leadership relies on.

Whichever route you take, make sure a dashboard leads back to the underlying matter. If a number looks wrong, a manager should be able to investigate it instead of arguing with a mystery total.

How do you know a report is ready to trust?

Start with a few months of representative data and a short scorecard. Check every measure against a group of cases you have verified by hand. Test different date ranges, filters, permissions, reopened matters, and missing values.

Then bring the report into the real management meeting for a month. Watch what happens. Which number does everyone question? Which view leads to action? What does leadership immediately want to know next?

Improve the report, but control the definitions. If “conversion” means one thing in August and another in September, the trend becomes meaningless.

Training matters on both sides. Staff need to know why they are entering the data. Managers need to know what the report includes, what it leaves out, and when to investigate instead of react.

What reporting rhythm works well?

Use a short weekly review for case movement and exceptions. Use a monthly review for trends, capacity, marketing, and financial questions. Every quarter, decide whether any metric needs a better definition, no longer helps, or should be added.

Most importantly, assign the follow-up while you are looking at the report. If cases are stalled, sources are unclear, or stages are inconsistent, name the person fixing it and when they will report back. People trust reporting when they can see it change what the firm does.

We help firms improve CASEpeer data, reporting, and the systems around it. See reporting and dashboards, read our broader guide to law firm operating dashboards, or talk with us.

Frequently asked questions

What should a PI firm track in CASEpeer?

Start with case movement, age, deadlines, workload, client communication, costs, intake sources, and conversion. Choose the final set based on the decisions your firm makes—not every report the software offers.

Why do CASEpeer and our spreadsheet show different numbers?

Usually because the two use different definitions, dates, filters, or records. Missing fields, duplicates, and late data entry also cause differences. Compare both results to several verified cases and agree on one definition.

Are more KPIs better?

No. A few trusted numbers with clear owners create more action than a large dashboard nobody can explain.

How often should we review reports?

Look at urgent operating signals weekly, broader performance monthly, and the definitions themselves every quarter or when your workflow changes.