Legal case management

Web-based vs cloud-based case management software for law firms

As legal professionals face pressure to comply with relevant legislation while meeting demanding client expectations, it’s important to find ways to work more efficiently. With case management evolving rapidly through AI integration, remote collaboration and digital workflows, having the right case management software in place is more important than ever. The right system doesn’t just streamline processes; it supports business growth and scalability, while allowing legal firms to offer a better service to their clients.

When it comes to case management software, there are two main options: a cloud-based legal system or a web-based solution. While both rely on secure internet connections and authorised devices, they differ in how and where your data is stored and managed. A web-based solution runs on specific servers and is accessed through your browser, whereas a cloud-based legal system operates on remote servers and offers deeper customisation options.

Both models have strengths and weaknesses, and the right choice for you depends on your firm’s goals, size and internal capabilities. In this guide, we’ll explore both in detail, helping you to weigh up the options of cloud- or web-based case management software for your law firm.

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Written by Peter Harrison, Director of Proposition Marketing - Legal.

Updated 27/11/2025

Web-based case management
Cloud-based case management
Web-based vs cloud-based case management: Key differences
Which case management software is best for your law firm?
Explore Access Legal’s case management solutions

Web-based case management

A web-based solution refers to software hosted on specific servers that users access via a web browser. You don’t need to install anything locally or worry about updates and backups, as these are handled by the vendor. It’s secure, maintenance-free, and ideal for firms looking for simple software implementation.

This type of software is a great fit for small-to-medium-sized law firms, especially those without dedicated IT support. If you need a cost-effective, dependable solution with minimal set-up and maintenance, web-based case management could be the right choice. However, it’s worth bearing in mind that web-based solutions tend not to offer much in the way of customisation, so they might not be suitable for larger or more complex applications.

Access Legal Case Management Evo is a powerful, web-based solution that enables fee earners to work securely from any device with internet access. It also supports automatic updates and regular security patches, keeping data protected without internal IT overheads. It’s a great choice for mid-sized firms that need a reliable, cost-effective system with minimal maintenance.

Cloud-based case management

A cloud-based legal system, sometimes referred to as hosted case management, is more flexible and better suited for larger law firms with complex needs. The software runs on scalable cloud servers, allowing for more customisation and greater control over data access, configuration and integrations.

This model is often best for medium-sized to large firms with in-house IT or external support. It allows for tailored workflows, seamless document management and the scalability to grow with your firm’s caseload. It also supports more advanced reporting and analytics, enabling legal teams to monitor performance and make informed decisions based on real-time data.

Access Legal Proclaim is a robust, cloud-based legal system designed to support high-volume case handling across multiple practice areas. Whether your team is working across departments or locations, Proclaim offers the scale and flexibility to support them. It’s an ideal solution for firms that need a high-performing platform capable of managing complex cases and growing alongside their business.

Web-based vs cloud-based case management: Key differences

While the terms are often used interchangeably, there are key differences between cloud-based legal systems and web-based solutions that will impact your law firm’s day-to-day operations.

While both offer remote access, security and reliability, they serve different types of firms with different requirements. Web-based systems are quicker to implement and easier to manage, while cloud-based solutions provide enhanced scalability and deeper integration potential.

We’ve put together a handy comparison table to give you a better idea of the differences between the two solutions:

Features	Web based (Browser)	Cloud based (Hosted)
Hosting	Hosted on specific vendor-managed servers	Hosted on scalable remote cloud servers
Access	Via web browser on any authorised device with internet	Via internet, often through custom or hybrid interfaces
Setup & maintenance	Fast to implement, minimal internal IT needed	May require IT support or vendor configuration
Security & updates	Managed entirely by vendor	Managed by vendor, with optional internal controls
Customisation	Limited customisation options	High level of customisation possible
Scalability	Suitable for firms with steady caseloads	Ideal for firms with growing or complex needs
Document management	Standardised and efficient	Advanced features and workflow integrations
Reporting & analytics	Built-in standard reporting	Advanced, configurable reporting tools
Best for	Small-to-medium-sized firms without in-house IT teams	Medium-to-large firms handling multiple practice areas
Access Legal product	Access Legal Case Management Evo	Access Legal Proclaim

Which case management software is best for your law firm?

When choosing between a web-based solution and a cloud-based legal system, it’s important to consider your firm’s specific requirements.

Ask yourself:

What’s your budget for initial setup and ongoing monthly fees?
Do you have in-house IT support?
Are you looking for fast implementation?
Do you need a scalable solution that can grow with your law firm?
Do you need a system that supports complex workflows across multiple departments?
Are your teams working remotely or from multiple locations?
How important is customisation and integration with other tools?

These are just a few of the questions you’ll need to consider. For a deeper dive into how to choose the right platform, read our guide on choosing the right case management system for your law firm.

Explore Access Legal’s case management solutions

Both web-based solutions and cloud-based legal systems offer powerful ways to manage cases effectively and securely, but the right fit depends on the size, structure and future plans of your firm.

For those looking for a fast, cost-effective, low-maintenance platform, a web-based solution like Access Legal Case Management Evo provides a secure and streamlined experience. However, firms requiring a customisable, scalable solution that can handle complex workflows should choose a cloud-based legal system with the flexibility to match, such as Access Legal Proclaim.

Not sure which is right for you? Feel free to contact our experts and we’ll be happy to advise you on the best case management solution for your legal firm.