For private client law firms
Software for private client law firms
Updated: · Leutrim Miftaraj, FLIORE · Editorial standards · Other languages: Deutsch · Français · Español
Short answer
Firms with a private client practice look after families for years: they set up foundations and holdings, sit on boards, execute wills and coordinate taxes. Besides their practice management software, they need a tool that maps structures, persons with roles, board mandates, due diligence obligations, deadlines and documents per family – with strict separation of mandates and demonstrable confidentiality.
The gap in practice management software
Practice management software is built for files, procedural deadlines, time recording and billing. Private client work requires more: a picture of the family with all structures, ownership percentages and roles, assets, recurring board duties and anti-money laundering clarifications. Otherwise this information ends up in Word documents, spreadsheets and emails – spread across many people.
Anti-money laundering obligations
Lawyers and notaries are not subject to anti-money laundering law for every activity, but they are for certain transactions. In Switzerland, lawyers count as financial intermediaries when they act, for example, as an officer of a domiciliary company or as an asset manager – not in their typical professional activity. In Germany, lawyers and notaries are obliged under section 2 para. 1 no. 10 GwG for certain transactions, tax advisers and auditors under no. 12. In Austria, the professional codes contain corresponding obligations. The firm must therefore be able to show which mandates are covered and how the obligations were met.
What the software must do
- Families and structures with persons, roles and percentages.
- Board mandates of the firm's members, with deadlines and liability relevance.
- Due diligence with risk rating, screening and evidence.
- Deadlines for resolutions, registers, taxes and reviews.
- Encrypted documents with versions and release to clients.
- Strict separation of families and a log of all access.
Professional secrecy and data protection
Attorney and notarial secrecy require particular care when choosing cloud services: data location, encryption, the provider's access rights and contractual confidentiality. Firms should review data processing agreements and make sure that the provider has no access to content and does not use data for other purposes.
Introducing it in the firm
- Record private client mandates and board mandates.
- Map structures per family and assign documents.
- Flag mandates subject to anti-money laundering law and keep the clarifications up to date.
- Transfer deadlines and assign responsible persons.
- Open the client portal for selected families.
In FLIORE
FLIORE maps families as mandates with structures, roles, risk assessment, screening, documents and deadlines. Data is stored in Switzerland (Zurich region), organisations are separated at database level, and client data is not used for AI training. Time tracking and invoicing supplement the practice management software for private client services.
At a glance
| Audience | Law, notarial and tax firms with a private client practice |
|---|---|
| Anti-money laundering law | Only for certain activities, e.g. section 2 para. 1 nos. 10 and 12 GwG (DE) |
| Core requirement | Family structures, board mandates, confidentiality |
Frequently asked questions
Does the platform replace the practice management software?
No. Files, procedural deadlines and the firm's accounting stay in the practice management software. The platform adds family structures, wealth, due diligence and board deadlines.
Is a cloud solution compatible with professional secrecy?
In principle yes, if data location, encryption, access rights and confidentiality are secured contractually and technically. The assessment is the firm's responsibility.
Can families see their own documents?
Through a client portal with expressly released documents and overviews, without access to internal notes.
How are board mandates monitored?
With a list of all board functions per person, deadlines for resolutions and financial statements, and a regular check of whether the mandates still exist.
How is the separation of mandates ensured?
Through a platform that separates families at database level, grants rights per person and mandate and logs every access. Staff then see only the families they look after.
Sources
- Swiss Anti-Money Laundering Act (AMLA/GwG, SR 955.0) – Fedlex
- German Money Laundering Act (GwG), section 2 – obliged entities
- Swiss Bar Association (SAV/FSA)
This page provides orientation and does not replace legal or tax advice. The cited legal sources in their applicable version are authoritative.
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