Top 3 Ways to Track & Manage Legal Requests (Without Spreadsheets)

Spreadsheets have typically been the go-to tool for tracking legal requests, but as legal teams grow and business demands scale, those spreadsheets quickly become a bottleneck. 

And if you’ve been in the industry for a while, you’re probably familiar with the struggle of manual data entry, version control issues, and lack of visibility.

For legal departments looking to streamline how they manage incoming work, there are more efficient, scalable solutions available. So, let’s discuss the most effective alternatives to spreadsheets and how they can help your team stay in control, responsive, and aligned with the business.

1. Legal Intake and Triage Software

One of the most impactful ways to move beyond spreadsheets is by implementing legal intake and triage software. 

Instead of sifting through emails or tracking requests manually, legal teams can give business users a structured way to submit requests, typically through a standardized form or portal.

With AI-powered intake and triage platforms like Checkbox, intake is automated from the moment a request is submitted. Instead of sending emails or filling out spreadsheets, business teams can make requests through tools they already use (i.e. Slack, Microsoft Teams, or email) as an AI-powered chatbot can guide them through a short conversation to collect the right information.

Once a request is submitted, the system automatically organizes the matter, figures out how urgent it is, and assigns it to the right legal team member. That means faster turnaround times, better visibility into incoming work, and a more professional, self-service experience for your business stakeholders.

2. End-to-End Legal Ops Platforms

For legal teams looking for a more purpose-built, scalable solution, end-to-end legal operations platforms offer the most complete alternative to spreadsheets. These tools combine legal intake, workflow automation, and matter management into a single system, providing a true source of truth for all incoming work.

For example, with Checkbox, you can start with just the intake and triage module capturing requests through AI-powered forms or chatbots, automatically routing them based on type, urgency, or business unit, and ensuring nothing falls through the cracks. 

As your team grows or your needs evolve, it’s easy to scale into the full matter management suite, which is already built into the same end-to-end legal ops platform. This gives you the ability to track requests from intake to resolution, assign ownership, monitor progress in real time, and report on key metrics like volume and turnaround times, all without switching systems or duplicating work.

These tools are designed specifically for legal operations and offer the control, visibility, and automation legal teams need to scale efficiently while showing measurable impact to the business.

3. Tracking Tools Like ClickUp, Asana, or Jira

If your team isn’t quite ready for a dedicated legal ops platform, project management tools like ClickUp, Asana, or Jira can be a strong step up from spreadsheets. These platforms allow you to log legal requests as tasks, assign owners, set due dates, and track progress across different views like boards, lists, or calendars.

While they offer far better visibility and organization than spreadsheets, they still require a fair amount of manual upkeep. Team members need to remember to update task statuses, change deadlines, and close out completed work, which can be difficult to maintain during busy periods.

That said, if your team is process-driven and disciplined about keeping tools up to date, these platforms can provide helpful structure and clarity. Just keep in mind they’re not built specifically for legal, and the benefits depend heavily on consistent use.

Key Takeaways

Whether you start with a lightweight tracking tool or invest in a purpose-built legal ops platform, the key is finding a solution that gives your team visibility, control, and the ability to scale without adding more headcount.

Ready to move beyond spreadsheets? Book a demo to see how Checkbox can help your legal team track and manage incoming requests with ease and precision.