Custom Workflow States
Track Every Client's Progress Through Your Process
Our Custom Workflow States feature transforms how you manage and visualize client progress through your firm's processes. Designed specifically for attorneys, CPAs, and professional service providers, this powerful tool allows you to create unlimited custom states that match your exact workflow—from "Initial Consultation" through "Documents Gathering," "Under Review," "Client Approval," and "Completed." With one-click state updates and instant filtering capabilities, you gain complete visibility into where every client stands in your process, identify bottlenecks before they become problems, and provide clients with clear, professional progress updates.
Let Zapa Save Your Firm Time, Money, and Resources
Custom Workflow States give you the control to define stages that make sense for your specific practice. Whether you're tracking tax returns through preparation and review cycles, monitoring estate planning documents through drafting and execution, or managing litigation cases through discovery and trial phases, you can create workflow states that match your reality. Update states with a single click as work progresses, filter your entire portal list by current state, and instantly see which clients need attention and which are on track.
As a professional, you have to monitor multiple client engagements simultaneously, track their progress through various stages, and ensure nothing falls through the cracks.
Challenges
- Difficult to quickly see where each client is in your process without opening individual files or asking team members
- Manually tracking client progress through spreadsheets, sticky notes, or memory is time-consuming and error-prone
- Can't easily identify which stage of your process is causing delays across multiple clients
- Team members struggle to know which clients need attention or what the next action should be
- Answering "where are we at?" questions requires research rather than instant answers
- Difficult to identify which clients are behind schedule or need immediate attention
- Cannot quickly generate progress reports or analyze workflow efficiency across your practice
Benefits
- See where every client is in your process at a glance with clear, visual workflow states
- Change a client's status instantly as work progresses—no complex forms or lengthy processes
- View only clients in specific states (e.g., "Awaiting Client Response" or "Under Review")
- Quickly spot which stages have too many clients backed up, allowing proactive process improvements
- Create as many workflow states as you need to match your unique processes perfectly
- Everyone on your team knows exactly where each client stands and what needs to happen next
- Provide clear, accurate progress updates when clients ask about their status
- Easily identify which clients need immediate attention based on their current state
- Understand how long clients typically spend in each stage and optimize accordingly
Loved by Thousands
ZAPA has made
a MAJOR impact.
We've seen a major drop in support calls from our clients asking how to upload a file or download their documents. Highly recommend!
Britt L. Stouffer, Esq.
Managing Partner, Stouffer Legal
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