Landsmiths: A Seamless Move to Actionstep in Just 68 Days

Changing practice management systems is often regarded as one of the most challenging projects a law firm can undertake. For Landsmiths, an ambitious specialist property law firm based in Nottingham, it was something that Owner and Director, Rachael Briggs and the wider team approached with a degree of caution.

Having experienced a PMS migration at a previous firm, Rachael knew exactly how disruptive such projects could be. Yet with their existing system reaching its limits and a contract renewal deadline looming, the time had come to make a change.

Working alongside Xperate, Baskerville Drummond and Actionstep, Landsmiths Solicitors successfully completed a full PMS migration in just 68 days, going live on 12 May 2026 with minimal disruption to the business and its clients. The project was delivered on time, on budget and without impacting the firm's busy residential and commercial property workload.

The Challenge

Landsmiths is a boutique property law firm with 18 users and a balanced mix of residential and commercial property work. While the firm's existing practice management system had served them for many years, it was becoming increasingly difficult to support the firm's ambitions.

The system's development roadmap had effectively stalled, creating concerns around future integrations and innovation. Customer service standards had declined, costs continued to rise, and the firm faced increasing charges for even minor changes or support requests. As the end of their contract approached, the leadership team recognised an opportunity to modernise their technology stack and future-proof the business. The reasons for the switch included integration limitations, rising costs, poor support and the vendor ceasing development of the product they were using.

A key priority was integration. The team wanted a connected ecosystem that would eliminate duplicate data entry, reduce manual processes and provide a smoother experience for both clients and staff. Actionstep quickly emerged as the preferred platform thanks to its flexibility, strong reputation within the legal sector and extensive integration capabilities.

However, the timeline was tight.

With their existing contract ending at the end of May, Landsmiths wanted to be fully operational on Actionstep by 12 May. That gave the project team just over two months to complete a full migration, including data transfer, configuration, integrations, testing, training and go-live support.

The Solution

Actionstep introduced Landsmiths to Xperate, a trusted implementation partner with extensive experience helping firms transition from their legacy PMS to Actionstep.

The project formally began on 5 March 2026. Despite the compressed timeframe, both teams quickly established a collaborative and focused approach. Landsmiths were highly engaged throughout the project, attending every workshop, meeting deadlines and investing significant time validating their data and testing the new system.

Alongside the core Actionstep implementation, Xperate configured and deployed several critical integrations from day one, including:

• Search Acumen for property searches
• YES Technology telephone integration
• Minerva for client onboarding and compliance

Xperate had also developed the Actionstep X Minerva integration, providing Landsmiths with additional confidence that the solution would work seamlessly across their technology estate.

Historical data was carefully managed through XSDM, Xperate's secure archive solution. This allowed Landsmiths to retain access to legacy client information and historical records without the ongoing cost and complexity of maintaining licences for their previous system.

Comprehensive online training was delivered ahead of go-live, with additional on-site support provided on launch day by Michelle Smith from Xperate and Beccy Scobell from Baskerville Drummond, ensuring users had immediate access to guidance and assistance.

Importantly, downtime was kept to an absolute minimum. For a property specialist firm handling time-critical transactions and completions, maintaining business continuity was essential.

Commenting on the project, Mark Harman, Operations Manager at Xperate, said:

"This was one of the fastest full PMS migrations we've delivered. From project kick-off to go-live was just 68 days, which is exceptionally quick given the scope of the work and the integrations involved. One of the biggest reasons this project was so successful was the Landsmiths team themselves. They were incredibly engaged, responsive and committed to making the project work. They attended every meeting, validated their data thoroughly and trusted our recommendations. They were genuinely a dream client to work with.”

The Outcome

On 12 May 2026, Landsmiths successfully went live on Actionstep.

The migration was completed on time, within budget and without any major issues. Just three weeks after launch, feedback from across the firm was overwhelmingly positive. Users quickly adapted to the new platform, the accounts team embraced the new financial processes, and the firm's cashier worked closely with Xperate's consultants to ensure a smooth transition.

The benefits were immediately clear:

• Modern cloud-based infrastructure
• Greater operational resilience
• Improved efficiency through automation and integration
• Elimination of duplicate data entry
• Enhanced onboarding processes
• Secure retention of legacy data
• Greater flexibility for future growth and innovation

The project also delivered an unexpected bonus. Through the migration process, Landsmiths successfully cleansed and improved the quality of their existing data, creating a stronger foundation for future growth. Xperate noted that the firm was exceptionally engaged during data validation and testing, helping ensure a smooth migration and a cleaner data set.

With Actionstep now firmly embedded, Landsmiths are already looking ahead. The firm plans to further explore AI-powered tools and technologies while continuing its growth strategy, including plans for a new office in Leicester.

Recognising the value of ongoing optimisation, Landsmiths have also secured additional consultancy time with Xperate to review processes, training opportunities and further system enhancements once the new platform has fully bedded in.

Rachael Briggs, owner and Director, Landsmiths, commented:

" We knew we needed a more modern platform with better integrations, but we also knew how disruptive these projects can be. What impressed me most was how calm and reassuring the Xperate team was throughout. They clearly knew what they were doing, kept everything moving and made what could have been a stressful project feel remarkably straightforward. Actionstep ticked every box for us. We wanted a connected system that reduced duplication, improved efficiency and supported our growth plans. Going live in such a short timeframe felt ambitious at the start, but the project was delivered exactly as promised."

Ellen Nightingale, Finance and Practice Manager, Landsmiths, added:

"The preparation and training provided by Xperate made a huge difference. Everyone knew what was expected, support was always available, and the team was incredibly responsive whenever we had questions. Three weeks after go-live, everything is running smoothly. The transition has been far less disruptive than we anticipated, and the feedback from users has been overwhelmingly positive. It was a lot of work, but absolutely the right decision for the firm."

Changing Practice Case Management Systems

While Xperate has built its reputation delivering complex practice management system transformations for larger law firms, projects such as Landsmiths demonstrate that the same expertise, methodology and attention to detail can be successfully applied to ambitious boutique and high street firms. Regardless of firm size, a PMS change remains a business-critical project involving data migration, integrations, training, process redesign and change management. By combining enterprise-level experience with a pragmatic, tailored approach, Xperate helps firms of all sizes modernise their technology, minimise disruption and create a platform for future growth.

Michelle Smith, Senior Sales Consultant and SME Legal Market Lead, Xperate, said:

"Landsmiths were exactly the kind of firm Actionstep was built for - ambitious, forward-thinking and focused on delivering an exceptional client experience. They knew what they wanted to achieve and were prepared to invest the time needed to make the project a success. They didn't just want a replacement PMS; they wanted a platform that would help support future growth, improve efficiencies and provide a foundation for innovation. Actionstep and Xperate have given them exactly that."

Oliver Tromp, Regional VP Sales, UK at Actionstep, said:

"Landsmiths approached this project with real clarity and ambition - they knew they needed a modern, adaptable platform that would support the way their property teams work today, while giving them the foundation to grow and innovate on their own terms. It was a genuinely collaborative project, and working alongside the Landsmiths team and Xperate, we delivered a smooth transition that set the firm up well for what comes next."