EstateWorks Platform

What is EstateWorks?

EstateWorks is case management, workflow and operational management software, purpose-built for Trust & Estate organizations. It is used by law firms, banks and trust companies to make Trust & Estate work consistent, visible and reliable.

How long has EstateWorks been supporting Trust & Estate organizations?

EstateWorks has been supporting Trust & Estate professionals for more than 20 years and has been used by over 400 Trust & Estate organizations, including law firms, banks and trust companies.

How has EstateWorks evolved over time?

Although the first production version of EstateWorks was created in 2005, both the product's functionality and its underlying technology have evolved significantly since then. The most recent major architectural update came in 2023, when the application was rebuilt using React and Node.js.

Is EstateWorks actively developed?

Yes. EstateWorks continues to evolve in response to changes in Trust & Estate practice, client requirements, technology and the needs of larger and more complex organizations.

What drives the development of EstateWorks?

EstateWorks' development is informed by its work with Trust & Estate organizations and the operational challenges its clients encounter. New capabilities and improvements reflect both individual client requirements and broader patterns identified across the organizations EstateWorks serves.

Can EstateWorks support both estate settlement and estate planning?

Yes. EstateWorks can be used for estate settlement, estate planning, or both within the same organization.

The two types of work share common operational elements such as contacts, roles, case teams, dates, configurable processes and checklists, task management, document generation, forms and reporting.

At the same time, EstateWorks recognizes that settlement and planning are not simply the same workflow with different labels. Settlement requires structures for probate and tax information, together with detailed assets, liabilities and expenses. Planning has a different information model, reflecting planning-specific matter information, wealth information and document sets that may evolve over time.

This allows organizations that handle both settlement and planning to use a common operating platform while still supporting the distinct requirements of each type of work.

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How does EstateWorks handle the different data requirements of estate settlement and estate planning?

There are elements of data that are similar to both types of activity – contact information, for example. But EstateWorks also uses different data architectures for estate settlement and estate planning, reflecting the different information required for each type of work.

Estate settlement is structured around probate and tax requirements, as well as the need for a detailed representation of the estate's assets, liabilities and expenses. Estate planning is focused more on the sets of documents produced for a client over time and a less granular view of financial information.

Both operate within the same EstateWorks platform and share common capabilities for process management, task management, document generation and reporting.

How does EstateWorks standardize workflows while allowing exceptions for individual matters?

EstateWorks uses reusable Master Checklist Templates to define the standard process for a particular matter type, jurisdiction or workflow.

When a new matter is created, the appropriate template provides the starting structure for the work.

Tasks can include dependencies, role-based assignments and due dates calculated from matter or process dates.

Individual matters do not have to follow the template rigidly. Case Team members can add, remove or modify tasks for a particular matter without changing the underlying Master Checklist Template, and these changes do not require IT or vendor involvement.

This allows an organization to standardize its normal operating process while still accommodating the exceptions and judgment that arise in individual Trust & Estate matters — without making routine process changes dependent on IT or the software vendor.

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Can a matter checklist include more than one process or workflow?

Yes. A matter checklist can include multiple processes, allowing different areas of work to be managed separately within the same matter. Each process has its own tasks, dependencies, dates and role-based assignments.

This allows an organization to define standard processes that may be needed for certain matters rather than trying to incorporate every possible requirement into a single checklist.

Does EstateWorks support task dependencies?

Yes. Checklist processes can include dependencies so that the sequence and timing of work can reflect the relationship between tasks.

How does EstateWorks help manage deadlines and identify matters that need attention?

EstateWorks manages deadlines as part of the workflow rather than as a separate calendar exercise.

Tasks can have due dates calculated from matter or process dates, and dependencies can be used to reflect the sequence in which work needs to happen.

This helps keep deadlines tied to the underlying matter and process rather than maintained separately.

Case Team members can see outstanding work and upcoming responsibilities, and emailed alerts remind them when their tasks are becoming due or are overdue.

At the organization level, managers can use the Workload Dashboard, organization calendar, Case Status and Task Summary emails to identify approaching deadlines, overdue work and matters that may require attention.

Because this information comes directly from the system where the work is being managed, it stays connected to the current status of the matter rather than relying on separate tracking spreadsheets or manually assembled reports.

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How does EstateWorks assign work and responsibilities within a matter?

EstateWorks separates Case Team Roles from the individual people assigned to them.

Tasks within a process can be assigned to Case Team Roles.

When a matter is created, individuals are assigned to those roles for that matter.

This means the organization can define responsibility as part of the standard process without hard-coding a particular person into the workflow. Individual tasks can still be reassigned when circumstances require it.

The result is a more consistent way to define who is responsible for what, while still allowing flexibility at the individual-matter level.

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Can business users change EstateWorks processes without relying on IT or the vendor?

Yes. EstateWorks is designed so that routine process configuration can be managed by the people responsible for the operation, rather than requiring software development or vendor intervention.

Authorized business users can maintain Master Checklist Templates, including tasks, dependencies, role-based assignments and due-date rules.

At the matter level, Case Team members can adjust the work for an individual matter by adding, removing or modifying tasks without changing the underlying Master Checklist Template.

This allows organizations to refine standard processes centrally while still giving the people doing the work flexibility to deal with matter-specific exceptions.

The distinction is important: EstateWorks is intended to provide business-user configurability, not to turn business users into software developers.

What happens when a Master Checklist Template is changed?

Authorized business users can update Master Checklist Templates directly in EstateWorks, including tasks, dependencies, role assignments and due-date rules.

These changes apply to new matters created using that checklist going forward. Changes to due-date calculations also propagate directly to existing matters.

Applying added or deleted tasks, or revised task descriptions, to existing matters requires EstateWorks support. This extra step helps prevent potentially significant changes from being applied accidentally across existing matters.

Case Team members can also add, remove or modify tasks for an individual matter without changing the underlying Master Checklist Template. This allows the organization to improve its standard processes while adapting individual matters to the work they require.

How does EstateWorks support different Trust & Estate matter types and jurisdictions?

EstateWorks allows organizations to define different Master Checklist Templates for different matter types, jurisdictions and workflows.

That means a probate matter in one state can follow a different standard process from a matter in another jurisdiction.

Both can still operate within the same EstateWorks environment and organizational structure.

Organizations can also use multiple processes within a matter where different streams of work need to be managed separately.

At the individual matter level, Case Team members can add, remove or modify tasks when the circumstances of that matter require something different from the standard template.

This allows an organization to maintain a consistent operating model across the Trust & Estate practice without assuming that every jurisdiction, matter type or individual matter should be handled in exactly the same way.

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How does EstateWorks help organizations adapt their operating model as requirements change?

EstateWorks is designed so that process changes can be made without redesigning the underlying software.

Authorized business users can update Master Checklist Templates, including tasks, dependencies, role-based assignments and due-date rules, as the organization changes how work should be performed.

Those changes can then become part of the standard process for future matters, while Case Team members can still adjust individual matters when circumstances require an exception.

This makes it easier for Trust & Estate organizations to respond to changes in internal procedures, jurisdictional requirements, staffing models or management expectations.

Routine process evolution does not have to become dependent on IT or the software vendor.

The objective is not just to document a process once, but to make the operating model adaptable as the organization evolves.

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How does EstateWorks help organizations maintain consistency across teams and offices?

EstateWorks gives organizations a common structure for managing Trust & Estate work across different teams and locations.

Shared Master Checklist Templates, common matter structures, role-based assignments and standardized information help establish a consistent way of working across the organization.

That does not mean every matter has to be identical. Different templates can be used for different jurisdictions, matter types or workflows, and Case Team members can adjust individual matters when circumstances require it.

Because everyone is working within the same operational framework, organizations can reduce dependence on local spreadsheets, individual working methods and office-specific processes.

They can still preserve appropriate flexibility.

This helps larger Trust & Estate organizations remain consistent without becoming rigid.

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How does EstateWorks help organizations review and improve their operating processes over time?

EstateWorks makes the operating process visible in a structured form rather than leaving it embedded in individual working habits.

Organizations can define their standard processes through Master Checklist Templates, including tasks, dependencies, role assignments and due-date rules.

As those processes are used across real matters, managers can review progress, overdue work and the distribution of responsibilities. They can drill down into individual matters to understand what requires attention and identify opportunities to improve the standard process.

Authorized business users can then update the templates directly in EstateWorks. Changes apply to new matters, with changes to existing matters handled as described above.

This allows the operating model to be reviewed, refined and improved as the organization learns from its work.

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How does EstateWorks support implementation without forcing an organization into a predefined operating model?

EstateWorks provides a structured starting point, but the objective is to configure the system around how the organization wants to operate.

During implementation, EstateWorks provides starting settlement checklists for the relevant states. The organization reviews and adapts these to reflect its own procedures and Case Team Roles, and EstateWorks loads the agreed checklists into the system.

Once implemented, authorized business users can maintain Master Checklist Templates directly in EstateWorks, including tasks, dependencies, role assignments and due-date rules. Routine checklist maintenance does not require IT or EstateWorks support.

This allows the organization to establish its operating model during implementation and continue improving it as requirements change.

What management visibility does EstateWorks provide across matters, teams and workload?

EstateWorks gives managers visibility at both the individual matter and organization level.

For individual matters, EstateWorks brings together core matter information, dates, contacts, responsibilities, process status and outstanding work in a consistent structure.

At the organization level, EstateWorks provides a Workload Dashboard with drilldown, an organization calendar, and scheduled Case Status and Task Summary emails.

These push current information to the people who need it.

Because the same system is used to manage and perform the work, the information used for management visibility is generated as part of normal operations rather than assembled separately for reporting.

This gives Trust & Estate leaders a current view across matters, teams, deadlines and workload without having to reconstruct status through spreadsheets, meetings or separate reporting processes.

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What is Inherent Visibility?

Inherent Visibility is the principle that the information needed to understand and manage an operation should be created through the work itself, rather than through a separate reporting exercise.

EstateWorks applies this principle by using information captured through normal matter activity to provide matter-level and organization-level visibility.

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How does EstateWorks turn day-to-day work into management visibility?

EstateWorks is designed so that the information managers need is created as part of the normal execution of the work.

Case Team members use EstateWorks to manage matter information, dates, responsibilities, processes, tasks and other operational activity. As that work is updated, the same information becomes available for matter review and organization-level management visibility.

This means managers do not need to rely on separate spreadsheets, status-gathering exercises or meetings simply to establish what is happening across the operation.

The result is a direct flow from matter activity → structured workflow data → current management visibility.

That is the basis of what EstateWorks calls Inherent Visibility: visibility created naturally by the way the work is performed, rather than assembled afterward for reporting.

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How does EstateWorks provide both dashboards and reporting for management?

EstateWorks combines live operational dashboards with scheduled reports and emailed summaries.

The User Dashboard gives each user a current view of the work and responsibilities most relevant to them.

The Matter Dashboard, through the Matter Summary, provides a concise view of the current state of an individual matter.

The Workload Dashboard gives managers visibility across Case Team members, matters and tasks, with drilldown into the underlying work when something requires attention.

EstateWorks also provides scheduled Case Status and Task Summary emails, along with other reports such as the 706 Summary, to push important information to users and managers without requiring them to go looking for it.

The distinction is important: dashboards provide a current operational view, while reports and emailed summaries provide additional ways to review and distribute information.

Together, they give Trust & Estate organizations both real-time visibility at the user, matter and organization levels and structured reporting from the same underlying operational data.

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How does EstateWorks provide visibility across multiple matters rather than just one matter at a time?

EstateWorks provides both matter-level detail and organization-level visibility.

Within an individual matter, users can see the information, dates, contacts, responsibilities, processes and outstanding work needed to manage that matter.

Across the organization, managers can see workload and activity across multiple matters and teams, then drill down when something requires attention. EstateWorks also provides an organization calendar, Case Status and Task Summary emails to help managers identify deadlines, workload issues and matters that may need intervention.

This means management visibility is not limited to opening matters one at a time or assembling separate reports. The same operational data used to manage individual matters can also provide a current view across the Trust & Estate operation.

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How does EstateWorks improve matter transparency across a Trust & Estate organization?

EstateWorks keeps the information needed to understand a matter in a common structure that is accessible across the organization.

Core matter information, dates, contacts, roles, Case Team responsibilities, processes, tasks, notes and other relevant details are maintained together.

They are not dispersed across spreadsheets, inboxes, personal files and individual working methods.

Because EstateWorks is also where the work is managed, the information is updated as part of normal activity rather than maintained solely for reporting purposes.

This gives people who need to review or step into a matter a consistent way to see what the matter is, what has happened, what needs to happen next and who is responsible.

The result is greater matter transparency: information that is structured, accessible and trustworthy across the organization.

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How does EstateWorks help managers identify bottlenecks and workload issues?

EstateWorks gives managers visibility into work across matters and Case Team members, rather than limiting them to reviewing one matter at a time.

The Workload Dashboard allows managers to see how work is distributed across Case Team members and drill down into the underlying matters and tasks when something requires attention.

Task status, due dates, dependencies and assignments help show where work is becoming overdue, where responsibilities are concentrated, and where progress may be constrained by earlier steps in the process.

EstateWorks also uses scheduled Case Status and Task Summary emails to push current information to managers and team members, reducing the need to assemble separate reports just to understand where attention is needed.

Because this information comes directly from the system where the work is being managed, managers can identify workload pressure, overdue activity and emerging bottlenecks using current operational data rather than relying on anecdotal updates.

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How does EstateWorks give individual users a clear view of their work?

The EstateWorks User Dashboard is the home page for each user and provides a current view of the work most relevant to them.

It brings together assigned tasks, upcoming and overdue work, and other information that helps each Case Team member understand what requires attention.

Because tasks are assigned through Case Team Roles and then associated with the individuals filling those roles for each matter, the User Dashboard reflects each person's actual responsibilities across their matters.

Emailed alerts also remind users when tasks are becoming due or are overdue, so the dashboard is supported by proactive notifications rather than relying on users to remember to check manually.

This gives each Case Team member a practical day-to-day view of what they need to do, what is coming up, and what needs attention now.

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How does EstateWorks reduce the need for status meetings just to establish what is happening?

EstateWorks keeps matter information, dates, responsibilities, processes, tasks and notes up to date in the same system where the work is being managed.

That means people reviewing a matter can see its current status directly, rather than spending the first part of a meeting reconstructing what has happened from spreadsheets, emails or individual updates.

The User Dashboard, Matter Dashboard, Workload Dashboard, matter-level information and scheduled status communications all contribute to a more current operational picture.

Meetings can then focus less on establishing the facts and more on exceptions, decisions, priorities and matters that genuinely need discussion.

This is one of the practical benefits of Inherent Visibility: the information needed for review is produced as a by-product of doing the work, rather than assembled separately beforehand.

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How does EstateWorks reduce dependence on individual knowledge and memory?

EstateWorks gives organizations a shared structure for the information and processes needed to manage Trust & Estate work.

Matter information, dates, contacts, responsibilities, processes, tasks and notes are maintained in a common environment rather than being dependent on what one individual remembers or keeps in a personal spreadsheet, inbox or local file.

Standard processes can be defined through Master Checklist Templates, with work assigned by role and then to the appropriate Case Team members for each matter.

This makes it easier for another team member to understand what has happened, what still needs to be done and who is responsible if someone is unavailable, leaves the organization or hands a matter over.

The result is greater operational resilience because the organization is less dependent on individual memory and informal working methods.

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How does EstateWorks support handoffs when responsibility for a matter changes?

EstateWorks keeps matter information, responsibilities, processes, tasks and notes in a common structure that is accessible to the Case Team rather than dependent on one person's memory or personal files.

When responsibility changes, a new Case Team member can see the matter's current information, outstanding work, relevant dates, process status and assigned responsibilities without having to reconstruct the history from emails, spreadsheets or verbal updates.

Because tasks are assigned through Case Team Roles, individuals can be changed without redesigning the underlying process. Specific tasks can also be reassigned where needed.

This makes transitions easier when matters are transferred, staffing changes occur, or someone is temporarily unavailable.

The result is a more resilient operation in which responsibility can move between people without the matter itself becoming opaque.

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How is information organized in EstateWorks?

EstateWorks uses a client-centric model in which a client can have multiple matters. Information that applies across matters can be maintained at the common level, while matter-specific roles, case teams, dates, processes, financial information, documents and other records support the individual matter.

What is the difference between Case Team Roles and Contact Roles?

Case Team Roles represent internal responsibility for performing the work. Contact Roles describe the role of external people or organizations in a particular matter.

What financial information can EstateWorks manage?

EstateWorks maintains the assets, liabilities and expenses relevant to tax preparation and distributions. It is not intended to replace the day-to-day financial accounting performed in a fiduciary accounting system.

EstateWorks also supports data exchange with specialized valuation and tax workflows, including imports from EstateVal and Appraise and 706 export to Thomson ONESOURCE, CCH ProSystem fx, Intuit Lacerte and GEMS.

Does EstateWorks support document assembly?

Yes. EstateWorks supports the generation and compilation of letters, documents and forms using information maintained within the matter. This enables information captured as part of the work to be reused in required outputs rather than needing reentry into individual documents.

Authorized users can create and maintain their own document templates, allowing organizations to adapt document generation to their own requirements without software development or vendor support.

How does EstateWorks work alongside other systems used by a Trust & Estate organization?

EstateWorks supports a best-of-breed approach, allowing organizations to use specialized products for different parts of their work.

EstateWorks provides the operational structure for Trust & Estate work, bringing together matter information, processes, responsibilities, tasks and management visibility. It works alongside the organization's existing systems for practice management, billing, fiduciary accounting and other specialized functions.

Working alongside another system does not necessarily mean there is a direct integration, although new standard integrations are frequently added and custom integrations can also be developed.

EstateWorks also supports specific integrations and data exchanges, including imports from EstateVal and Appraise and 706 exports to supported tax-preparation products.

This allows organizations to combine a purpose-built Trust & Estate operating platform with the specialized tools that best meet their other needs.

How does EstateWorks fit into a bank or trust company's estate-settlement technology stack?

EstateWorks is designed to manage the operational work of estate settlement.

It provides a structured environment for matter information, dates, contacts and roles, case teams, assets, liabilities and expenses, configurable processes and checklists, task management, document generation, forms and reporting.

EstateWorks can work alongside a bank or trust company's fiduciary accounting system.

The accounting system can handle its core day-to-day accounting functions while EstateWorks provides the operating structure for the estate-settlement process.

Because the work is performed in the same system that captures process and status information, managers can see current activity, responsibilities, deadlines and workload without reconstructing that picture separately.

This is particularly useful where the organization needs a consistent estate-settlement process across teams while still allowing individual matters to vary when circumstances require it.

Will EstateWorks replace my law firm's practice management or billing system?

No. EstateWorks is focused on the operational management of Trust & Estate work. It can operate alongside practice management, billing, accounting, document management and other systems that perform broader firm-wide functions.

Why do I need EstateWorks in addition to my law firm's practice or case management system?

General case management systems support functions used across a law firm. EstateWorks adds a purpose-built operational layer for Trust & Estate work, including T&E-specific matter information, processes, deadlines, roles, financial information, document generation and reporting across matters.

EstateWorks can therefore operate alongside a firm's existing case management system rather than requiring the firm to replace it.

How does EstateWorks support the security and IT requirements of larger Trust & Estate organizations?

EstateWorks is designed to operate in environments where security, access control and technology governance matter.

It supports Single Sign-On (SSO) and operates within an annually audited SOC 2 Type II control environment.

EstateWorks also maintains disaster-recovery capabilities and system monitoring as part of the platform's operational infrastructure.

Customer data is not used to train AI models, and EstateWorks does not commingle customer data between organizations.

These controls allow law firms, banks, trust companies and other fiduciary organizations to use a purpose-built Trust & Estate operational platform while still meeting the expectations of their internal IT, security and compliance teams.

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Does EstateWorks support Single Sign On SSO?

Yes. EstateWorks supports SAML 2.0 Single Sign-On (SSO), enabling organizations to use enterprise identity providers such as Microsoft Entra ID and Okta to manage user authentication.

Is EstateWorks customer data commingled with data from other customers?

No. EstateWorks does not commingle customer data. Each customer's data is maintained separately from the data of other EstateWorks customers.

Does EstateWorks use customer data to train AI?

No. EstateWorks does not use customer data to train AI.

Can EstateWorks accommodate customer-specific contractual, security or AI requirements?

Yes. EstateWorks' standard End User License Agreement is used by many customers, sometimes with addenda addressing specific security, data protection or AI requirements. Larger organizations typically use their own Master Services Agreements and related security, data protection and technology requirements, which EstateWorks reviews as part of the contracting process.

What disaster recovery arrangements does EstateWorks maintain?

EstateWorks maintains regularly tested, stand-alone disaster-recovery infrastructure that is geographically separated from its production environment. Its current disaster-recovery objectives include a Recovery Time Objective (RTO) of 4 hours and a Recovery Point Objective (RPO) of 24 hours.

Is EstateWorks SOC 2 compliant?

Yes. EstateWorks undergoes an annual independent SOC 2 Type II audit and maintains SOC 2 compliance as part of its security and operational control framework.

How is EstateWorks different from general legal practice-management software?

General legal practice-management systems are designed to support a broad range of legal work, typically focusing on functions such as matters, contacts, documents, billing, calendars and communications.

EstateWorks is purpose-built for Trust & Estate operations.

Its structure reflects the specific information, processes and responsibilities involved in estate settlement and estate planning, including matter-specific dates, contacts and roles, case teams, configurable processes and checklists, assets and other financial information, forms, document generation and management visibility.

That difference becomes more important as Trust & Estate work becomes more complex. Rather than adapting a generic matter-management system to approximate the operating model, EstateWorks provides a structure designed around how Trust & Estate organizations actually manage the work.

It can also support consistency across teams and offices while allowing individual matters to vary where circumstances require it.

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How is EstateWorks different from general-purpose workflow or low-code platforms?

General-purpose workflow and low-code platforms can be used to build custom applications, but they can require significant implementation and ongoing technical administration. EstateWorks starts with purpose-built Trust & Estate data structures and functionality, while allowing organizations to configure their processes within that environment.

Does reducing dependence on IT mean business users need to become application developers?

No. EstateWorks' approach is that the business should be able to own ordinary process configuration while IT retains responsibility for the broader technology, security and integration environment.

How much ongoing IT support does EstateWorks require from the customer?

EstateWorks is designed to require minimal ongoing support from customer IT teams. EstateWorks manages the application and underlying technology environment, while customer IT involvement is generally limited to organization-specific requirements such as user identity and SSO management.

How is EstateWorks different from fiduciary accounting software?

EstateWorks and fiduciary accounting systems serve different purposes within the estate-settlement operation.

A fiduciary accounting system is primarily concerned with the day-to-day financial accounting of the estate. EstateWorks is designed to manage the broader operational process of estate settlement.

EstateWorks includes the assets, liabilities and expenses relevant to tax preparation and distributions.

It also brings together matter information, contacts and roles, case teams, dates, processes, tasks, documents, forms and management visibility.

The two can therefore work alongside one another. The fiduciary accounting system can remain the system used for day-to-day accounting, while EstateWorks provides the structure for coordinating and managing the work required to move estates through the settlement process.

This gives managers visibility not just into financial activity, but into what work is underway, who is responsible, what deadlines are approaching, and where matters require attention.

What is the Trust & Estates Operational Evolution Model?

The Trust & Estates Operational Evolution Model provides a framework for understanding and improving how a Trust & Estate organization operates.

It considers five dimensions: Documentation, Consistency, Adaptability, Matter Transparency and Management Visibility.

It describes four organizational archetypes: Heroic Organization, Defined but Uncoordinated, Centralized but Rigid, and Purpose-Built & Transparent.

The model helps leaders identify the characteristics of their current operation and consider how to build greater operational confidence.

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What does 'Consistent. Visible. Reliable.' mean in the EstateWorks context?

It describes the desired characteristics of a well-managed Trust & Estate operation: recurring work is performed consistently, the information needed to understand the work is visible, and the organization can rely on its operating processes rather than on individual memory and effort.

How does EstateWorks support institutional Trust & Estate operations?

EstateWorks is designed for organizations that need more than individual matter management. It provides a common operational structure across matters, teams and offices, while still allowing appropriate variation where different jurisdictions, matter types or circumstances require it.

Organizations can standardize processes through shared Master Checklist Templates, assign work by role, and maintain consistent matter information.

They can also use organization-level views to monitor workload, deadlines and status across the operation.

EstateWorks also supports institutional requirements such as SSO and an annually audited SOC 2 Type II control environment, while keeping operational configuration in the hands of the business rather than making routine process changes dependent on IT or the software vendor.

This makes EstateWorks well suited to larger law firms, banks, trust companies and other fiduciary organizations that need consistency, visibility and adaptability across a Trust & Estate operation.

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