Time entries in Smokeball, invoices elsewhere
Your lawyers record time in Smokeball. Then someone manually creates invoices in MYOB or Xero based on those entries. The same data entered twice, with room for error each time.
Integration
Smokeball Integration for Australian Law Firms
Connect Smokeball to your accounting software, trust accounting, PEXA and client intake tools. Billing, trust transactions and practice data flow automatically.
Perth-based. Australia-wide. Built for legal.
- AU-wide Perth-based · servicing Australia
- 18+ yrs Building custom software
- Australian Australian legal practice specialists
- Fixed Price scopes, no surprises
Smokeball Integration
Smokeball Integration for Small Law Firms
Smokeball manages your matters, time recording and documents. But billing still involves re-entering time entries into MYOB or Xero. Trust account reconciliation still means printing two reports and comparing them. Client intake still means someone manually creating a matter from an email enquiry.
We build custom integrations so Smokeball data flows to your accounting software, trust reconciliation happens automatically, and new client enquiries create matters without manual entry.
HELLO PEOPLE is a Perth-based software consultancy. We help Australian law firms (conveyancing, family, personal injury, criminal and commercial) connect Smokeball to the systems around it.
How it runs
A Smokeball integration project, end to end
Three stages. No surprises. Your live Smokeball practice data stays untouched until cutover — delivered personally by the founder.
-
Week 0
Smokeball Integration Audit
15-minute scoping call. We map your Smokeball practice setup — matter types, trust accounting, document workflows — the systems you need it connected to, and the specific workflow gaps slowing your team down. Fixed-price quote inside 48 hours.
-
Weeks 1–N
Build & Parallel-Run
Integration built in a sandbox and parallel-run against your live Smokeball data for two weeks. Every matter mapping, field translation and event trigger validated before production. No risk to live data.
-
Cutover
Go-Live & Handover
Production cutover on a planned window — typically a weekend. Team training, monitoring active, 30 days post-launch support. Documentation and source code handed over in full.
Sound Familiar?
What we hear from law firm principals
If your evening to-do list includes billing and trust reconciliation, these will resonate.
Trust account reconciliation is manual
Trust receipts and disbursements recorded in Smokeball need matching against your trust bank account. The reconciliation happens in spreadsheets or by printing two reports side by side.
PEXA and conveyancing data re-entered
Settlement details from PEXA need to be reflected in Smokeball and your accounting software. Adjustments, stamp duty and disbursements tracked across two or three systems manually.
No clear picture of matter profitability
You know total revenue. But understanding profitability per matter, per lawyer, per practice area requires pulling data from Smokeball and accounting and combining it in a spreadsheet.
Client intake data not connected
New enquiries come through your website or phone. The information gets entered into Smokeball manually. Then your CRM and conflict check processes start separately.
Compliance reporting compiled by hand
Trust account audits, law society reporting and client ledger balances require data from Smokeball, your accounting system and bank records. Preparing for an audit is a multi-day exercise.
15-Minute Integration Audit — No Cost, No Commitment
Tell us what systems you are running and what is not connecting properly. We map the gap, find what needs to be built, and give you a fixed-price quote before you commit to anything.
- 15-minute scoping call
- Fixed price included
- Australian team
- Ongoing support after launch
What We Build
Smokeball Integration Workflows
The most common Smokeball integrations we build for Australian law firms. Pick a tab to see how each works.
Smokeball to accounting billing sync
Time entries, fixed fees and disbursements recorded in Smokeball flow to MYOB, Xero or QuickBooks as invoices. Client details, matter references, GST treatment and payment terms all mapped.
Draft invoices generated for partner approval. Approved invoices posted to accounting with correct revenue accounts and client coding.
Trust account reconciliation
Trust receipts, disbursements and transfers in Smokeball reconcile against your trust bank account. Variances identified immediately rather than at month-end or audit time.
Client trust ledger balances available in real time. Trust account audit reports generated directly from the integrated data.
Client intake and CRM integration
Website enquiry forms, referral partner submissions and phone intake data create contacts and matters in Smokeball. Conflict checks initiated. Intake checklists populated.
If you use a CRM like HubSpot or Salesforce for business development, contact and matter data syncs between systems.
PEXA and conveyancing workflow
PEXA settlement data — adjustments, stamp duty, registration fees, agent commissions — reflected in Smokeball and your accounting system. Settlement statements generated accurately.
High-volume conveyancing firms process settlements faster when PEXA data does not need manual re-entry into their practice and accounting systems.
Practice analytics and reporting
Matter profitability, WIP aging, lawyer utilisation, revenue by practice area, collection rates — built from Smokeball and accounting data combined in Power BI or Google Data Studio.
Go beyond Smokeball's built-in reports with cross-system analytics that give principals real business intelligence.
Document generation and workflow
Smokeball matter data — client details, property details, court dates, opposing parties — populates document templates beyond what Smokeball provides natively.
Integration with external document generation tools, e-signature platforms (DocuSign, Adobe Sign) and document management systems.
Why Integrate
Time entries become invoices automatically
Time recorded in Smokeball generates invoices in your accounting software — MYOB, Xero or QuickBooks. Matter reference, client, time entries, disbursements and fixed fees all mapped correctly.
Draft invoices ready for partner review. Approved invoices posted and sent. No more re-keying billing data.
Trust accounting that stays in sync
Trust receipts and disbursements in Smokeball sync with your trust bank account records. Reconciliation becomes a review process instead of a manual matching exercise.
Trust account balances by client, by matter and by account always available. Audit compliance made straightforward.
See which matters actually make money
Time costs, disbursements, revenue and write-offs per matter — combined from Smokeball and accounting data into a clear profitability view. By matter, by lawyer, by practice area.
Make informed decisions about which work to pursue, how to price, and where your firm actually earns.
Enquiries flow straight into Smokeball
Website enquiry forms, phone intake data and referral information create new contacts and matters in Smokeball automatically. Conflict checks triggered. Engagement letters generated.
Your intake process starts faster and nothing gets lost between channels.
Conveyancing data flows between systems
PEXA settlement details, adjustments and disbursements reflected in Smokeball and your accounting software without manual re-entry. Settlement statements reconcile cleanly.
For conveyancing firms processing high volumes of settlements where manual data transfer creates bottlenecks.
Pricing
How we price Smokeball integrations
Depends on your accounting software, whether trust accounting is included, and whether you need PEXA or client intake integration.
Free 15-minute call
Tell us your Smokeball setup, accounting software and what is causing the most pain. We will be straight about what the integration involves.
Fixed-price quote
Billing sync, trust reconciliation, client intake. Each scoped and quoted at a fixed price. No hourly creep.
Ongoing support
Smokeball updates regularly. Accounting software changes. We keep your integration running and compliant.
Case Study
Lead-to-revenue pipeline visibility for a B2B services firm
A professional services firm had leads in the CRM, jobs in a project tool and revenue in the accounting platform — with no view across the three. We connected the systems and built a unified pipeline so sales, delivery and finance all see the same data with attribution intact.
Read the full case study 3 Systems unified into one source of truth
85% Reduction in handover errors
6wk From scope to live integration
24/7 Live pipeline visibility
How It Connects
Your Smokeball integration at a glance
Smokeball manages matters and time. We connect it to your accounting, trust, intake and conveyancing systems.
Smokeball
Xero / MYOB Invoices & payments
Trust Account Receipts & disbursements
PEXA Settlements
Website / CRM Client intake
DocuSign e-Signatures
Power BI Practice analytics
How It Works
From discovery to live integration
A structured process built around how law firms actually work. Billing cycles, trust requirements and compliance.
Why us
Why HELLO PEOPLE for integrations
-
We build, not just connect
We write proper integration code: API connections, data mapping, error handling, logging. Not Zapier chains that break quietly.
-
Fixed-price quoting
You get a clear price before we start. No hourly billing that spirals. No surprise invoices at the end of the month.
-
Built for Australian business
We understand BAS, GST, super, award rates, Australian privacy law, and the platforms local businesses actually use.
-
Senior team, direct access
You talk to the people building your integration. No account managers, no offshore handoffs, no ticket queues.
-
Ongoing support included
APIs change. Platforms update. We monitor, maintain, and evolve your integration so it keeps working as your business grows.
I used to spend Friday nights doing billing. Now Smokeball time entries become Xero invoices automatically. Trust reconciliation that took half a day now takes twenty minutes. I wish I had done this years ago.
Practice Areas
Smokeball integrations by practice area
Every practice area has different billing models and workflows. The integration matches how your firm actually operates.
Conveyancing
High-volume property transactions. PEXA integration, trust account management, settlement adjustments, stamp duty calculations and disbursement tracking. All flowing between Smokeball and accounting.
Family Law
Time-based and fixed-fee billing for family matters. Trust account movements for settlement funds. Matter profitability tracking across often lengthy proceedings.
Personal Injury
Contingency-based matters with disbursement tracking. Costs agreements, settlement distributions and trust accounting for lump sum settlements. Long matter lifecycles with accurate cost tracking.
Criminal Law
Fee agreements, legal aid billing and private client invoicing. Trust receipts for retainers. Matter costing that tracks actual time against fee quotes.
Wills & Estates
Estate administration with trust accounting for deceased estate funds. Beneficiary distributions tracked. Fixed-fee will preparation alongside time-based estate administration billing.
Commercial & Property
Commercial transactions with complex disbursement structures. PEXA settlements, land registry fees and agent commissions tracked and reconciled across systems.
FAQs
Common questions about Smokeball integration
Can you connect Smokeball to Xero?
Yes. Time entries and disbursements in Smokeball become invoices in Xero. Client details, matter references, GST treatment and trust transactions all sync correctly. Payments received in either system update both.
How do you handle trust account integration?
Trust receipts, disbursements and transfers sync between Smokeball and your accounting or trust accounting system. Reconciliation against bank feeds automated where possible. Client trust ledger balances available in real time.
How much does a Smokeball integration cost?
Pricing depends on the systems involved, the volume of data and the exception cases. We provide a fixed-price quote after a 15-minute scoping call — no hourly billing, no surprises.
Can you integrate PEXA with Smokeball?
Yes. Settlement data from PEXA (adjustments, disbursements, stamp duty) flows into Smokeball and your accounting system. High-volume conveyancing firms see significant time savings.
We only have 3 lawyers. Is this worth it for a small firm?
Often yes. Small firms feel the pain of manual billing and trust accounting more acutely because there is less admin support. If your principal is spending evenings on billing, the integration pays for itself.
Do you work with firms using other practice management systems?
Yes. We work with LEAP, Actionstep, FilePro and other Australian legal practice management systems. The approach is similar, connecting practice billing to accounting and compliance systems.
How long does the integration take?
A billing sync integration takes 4 to 8 weeks. Adding trust reconciliation and client intake extends it to 8 to 12 weeks. We work around your billing cycles to minimise disruption.
What about compliance with trust account regulations?
Trust account integration is built to comply with your state or territory's trust account requirements. Audit trails maintained for all trust movements. Reports generated in the format your auditor expects.
Sending your details…
You can stay on this page while we send it.
Tell Us About Your Law Practice
Practice areas, accounting software, trust requirements and what is taking too long. We will come back with a clear scope and fixed-price quote.
Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.
