Fiduciary Management Technologies has been providing case management software to fiduciaries for over 14 years. Our software applications have evolved in step with the increasing professionalism and complexity of fiduciary industries.  Through this evolution, we have adapted our software to meet specialized and increasingly stringent reporting, security, and audit requirements.

With the "graying of America" and newly-passed legislation relating to professional fiduciaries, we see that professional fiduciaries are facing growth and expanding regulation similar to that experienced by other fiduciary industries. As the professional fiduciary industry changes, FMT's experience will allow us to adapt and enhance our software to empower the professional fiduciary to be effective and efficient in meeting and exceeding the expectation or their clients.

FMT's primary application for the professional fiduciary is the BriefCase Estate and Case Management program. The following offers a brief outline of same of the functionality found in this program. To best understand this program, however, we welcome your request for a hands-on demonstration.

Introducing BriefCase Estate and Case Management Software

Our Windows-based application provides comprehensive estate and case management functionality, from accounting, to reporting, to case management, in an intuitive, functional and secure interface. It's an all-in-one tool to increase the effectiveness, accuracy and relevance of the professional fiduciary. 

MULTI-USER FUNCTIONALITY WITH THE ABILITY TO SET USER-SPECIFIC SECURITY AND ACCESS CONTROL

Up to 32 users can access the software at the same time.  The manager of the software can control each user's ability to access or modify data in specific functional areas of the software. For instance a certain user may have the ability to see bank account information but not the ability to create a transaction or otherwise modify banking activity, while another user may be prevented from seeing any banking activity or information.

MANAGE AN UNLIMITED NUMBER OF CLIENTS, CLIENT BANK ACCOUNTS, CLIENT CASE NOTES, AND CLIENT ASSETS WITHIN ONE SOFTWARE PROGRAM

The software can handle the daily management requirements of an unlimited number of clients. Clients and prospective clients are assigned unique case numbers. Any data entered is automatically segregated by case number. Clients and prospective clients can be categorized and sorted based upon the role of the fiduciary, work being performed and other aspects of the case.

MANAGE CLIENT INFORMATION AND CONTACTS

Client information, including ID numbers, address, emergency, and insurance information is tracked and modified in the program.  The program also includes a "rolodex" of contacts related to the client and categorized by type.  This contact information links to Client Face Sheet reports and Client Intake forms.

TRACK KEY DATES, REMINDERS, AND "TODAY'S CALENDAR"

Key dates based upon statutory deadlines such as deadlines to file inventories, court accountings, and investment plans are automatically populated and tracked. Custom reminder/ ticklers for each client can be created by users to alert them to key events, or upcoming anniversaries. A "Today's Calendar" will open each morning as the software program is turned on alerting users to upcoming deadlines and due reminders related to all client cases stored within the software. Cases can be opened and accessed directly from the "Today's Calendar" by clicking on the related reminder.

MANAGE AND STORE ELECTRONIC FILES

Throughout the program, images, documents, audio files, and spreadsheets received or created in an electronic format can be attached to a specific case. These files can be stored and reopened in the same format in which they were created. They can be backed up along with other case data, accessed, and reviewed from within their related case.

WORD DOCUMENT TEMPLATES

A library of Microsoft Word-merge, template documents can be created that automatically pull client information and data stored in the software to create letters, reports or pleadings that are frequently used by the professional fiduciary. This functionality can significantly reduce repetitive data entry associated with document creation.

USER-DEFINED GENERAL LEDGER CATEGORY CODES AND BUDGETING

A unique set of category codes can be created specifically for each case to track financial transactions. A standard set of codes is automatically created for each new case when it is added, however these codes can be customized and supplemented for each case based upon the specific requirements of that case. Additionally, monthly line-item budgets can be created and modified based upon expected income and expenditures associated with these categories.

BANKING

Bank accounts of various types including checking, savings, CD's, and money-market as well as the transactions associated with those accounts can be entered, edited, and tracked in the program. The transaction ledgers for each account can be viewed and printed. Checks, deposits, transfers, miscellaneous debits and credits can all be created. Corresponding checks and deposit slips can later be printed using laser printers in combination with Micr toner, and blank safety stock check paper. The software automatically pulls check number, party, bank account number, and routing information to the check. Checks need not be hand written each month and costly, preprinted checks for each client are not required.

ONLINE BANKING SYNCHRONIZATION AND AUTOMATED ACCOUNT RECONCILIATION

The synchronization of banking information between the software and the bank for each client's bank accounts, including the processing of transfers can be performed automatically through the software via an Internet link to the bank's online banking system. This is done with a single click on the "connect to online banking" button. A list of account balances and transactions completed at the bank is transmitted to the software. Transactions that have been processed at the bank are automatically cleared within the system during the synchronization process greatly reducing the time required to reconcile account statements at the end of the month. The software has a reconciliation process that creates reports detailing exception items and alerting users when an account ledger balance in the system does not match the balance stated by the bank.

1099 TRACKING AND YEAR END REPORTING
Payments made to 1099 vendors and professionals, throughout the year, are tracked by the software. In January, 1099 and 1096 reports for IRS, State and vendors can be generated with values automatically calculated based upon the prior years transactions. These reports are updated each year to meet changing IRS requirements.

ACCOUNTS PAYABLE AND RECURRING PAYMENTS

Monthly, annual, and semi-annual vendors can be created with stored payment breakdown and amount information. Check requests for recurring payments to these vendors can be quickly created for the month or year at the push of a button. Payments to vendors can be broken down into sub-amounts by category code. Recurring payments can be remembered here and end of month recurring payments for each client can all be generate with the push of a button.

CASE NOTES, TIME AND EXPENSE TRACKING AND BILLING

Users can create and store date-stamped notes, memorializing conversations and other activities that have occurred related to the client throughout the life of the case. Relevant portions of these notes are seamlessly integrated with Time and Expense Invoices and Reports. Time spent by the fiduciary on each case can be tracked, categorized, and invoiced on a system-wide basis. Time categories and hourly rates can be defined for each staff member.  A stopwatch function can be activated to run continuously in the background, tracking the time spent on a specific client. Expenses are also entered and tracked in this section. Expense categories with details such as overhead, per item charge, and individual expense rates can be defined by each user. Invoices and expense reports organized by category and/or staff member can be generated and saved.

ESTATE INVESTMENT AND REAL PROPERTY TRACKING AND ACCOUNT5 RECEIVABLE

Investment Account performance information, and income producing real property information can be tracked in the program, investment market value trends are tracked and compared to carry values to calculate gains or losses to the estate. Investments can be sold, in part, or in whole and dividends can be received and deposited to the bank account or reinvested.  The ability to pull online information regarding investment accounts provided by investment advisors and brokerage houses in a way similar to online banking synchronization is under development. Rent roles and other real property management information can also be tracked from this section. Rent receipts and asset sales can be tracked with appropriate deductions for costs and commissions and tied to deposits made in the banking section.

MANAGE AND TRACK ESTATE PERSONAL PROPERTY

Personal property items can be entered and tracked in the system. This information is utilized to produce court required inventory reports. Links to the document management system can be used to tie scanned images of the individual property items to the case. The sale of these items with appropriate deductions for costs and commissions can be tracked and tied to deposits made in the banking section.

CASE CHECKLIST AND TIMELINE TRACKING

User defined checklists and timelines can be created for specific cases and types of cases. These can be used to assign tasks, track workflow, and track case progress.

REPORTS

A variety of reports can be generated from the system. Court Accountings are generated with the click of a button and include but are not limited to: Inventory and Appraisal, Attachments
I and II; Summary of Account; Additional Property Received-Supplemental Inventories; Receipts; Gains on Sales and other Dispositions; Disbursements by category; Loss on Sale or other Dispositions; and Property on Hand at Close of Account. These reports are formatted and easily modified to adhere to the requirements of state courts and other government entities. Some reports are printed strictly for information purposes such as a client summary. Client labels and client contact labels can also be created in this section. FMT can produce additional custom reports on request.