How to Switch from Centerbase Without Losing Billable Time
Quick Answer
Switching from Centerbase requires careful planning around data export, billing workflows, and client communications. LegalTime AI can help capture time automatically during the transition. Understanding each step reduces billing delays and errors.
What are the key challenges when you switch from Centerbase?
The biggest challenges when switching from Centerbase are data migration and billing continuity. Centerbase stores client, matter, and billing info that must be exported carefully. Missing or mismatched data can cause billing errors or lost revenue.
Billing workflows are often customized in Centerbase. Recreating these in a new system takes time and testing. Without accurate time capture during the switch, realization rates can drop. The median total lockup of 93 days (Clio Legal Trends Report, 2025) shows how costly billing delays can be.
How do you export and migrate data from Centerbase?
Centerbase allows export of client and matter data in standard formats like CSV. Start by exporting all active matters, clients, billing codes, and invoice history. Review the data for accuracy before importing it into the new system.
Some firms also export time entries as raw data. But since time entries often include narrative details, expect to re-create or verify them manually. Automating this part is rare. Plan for at least one full billing cycle in parallel to catch errors early.
What steps help maintain billing accuracy during the transition?
Maintaining billing accuracy means capturing all billable work even while systems change. LegalTime AI can help here by automatically capturing screen activity, call audio, sent emails, and calendar events. It drafts time entries for your review and connects to new billing software such as Clio or TimeSolv.
Use LegalTime AI during the transition to avoid missed time. Review and approve AI-drafted entries to keep realization high. This reduces the risk of revenue loss caused by manual tracking gaps common in migrations.
How should you train staff on the new billing system after switching from Centerbase?
Training staff is crucial to avoid errors that delay billing. Focus on how the new system handles client and matter lookup, billing codes, and time entry approvals. Highlight any changes in workflow compared to Centerbase.
Incorporate LegalTime AI training if you use it. Show how it drafts entries and how to review them quickly. Early adoption by attorneys and admins speeds up full system usage and reduces billing lockup.
How do you manage client communication about your switch from Centerbase?
Clients should be informed about the switch if it might affect invoice format or timing. Some firms send advance notices explaining the change and any expected billing delays. Clear communication helps avoid confusion and payment disputes.
Keep client contact info up to date during migration. Confirm billing addresses and emails. Use the new system’s reporting to track outstanding invoices closely during the transition.
Key facts
- The average law firm realization rate in 2025 was 88%, meaning lawyers invoiced 2.6 hours of billable work per 8-hour day. [source]
- LegalTime AI connects to multiple billing systems including Clio, MyCase, and TimeSolv.
- The median total revenue lockup for law firms in 2025 was 93 days, reflecting unbilled work plus unpaid invoices. [source]
Frequently asked questions
Can LegalTime AI capture time during a billing system switch?
Yes. LegalTime AI runs in the background on your desktop, capturing work automatically from screens, calls, emails, and calendar events. It drafts time entries you approve, helping you avoid missed billable hours during the switch.
Is it possible to migrate all time entries from Centerbase to another system?
Complete migration of detailed time entries is difficult because narratives and context are often lost in raw data exports. Firms usually export basic time logs but must manually verify or recreate entry details in the new system.
How long does it typically take to switch from Centerbase to a new billing system?
Switching can take several weeks to a few months depending on firm size, data complexity, and customization. Running old and new systems in parallel for one billing cycle helps ensure accuracy before fully switching.
What are common billing errors firms face after switching from Centerbase?
Common errors include missing time entries, incorrect matter codes, and delayed invoice generation. These arise from incomplete data migration and unfamiliar workflows. Using tools like LegalTime AI can reduce missed work.
Related reading
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