Background

VisaPlace is a highly respected immigration law firm based in North America, providing legal services to clients globally. With a growing team of over 100 professionals—ranging from attorneys and paralegals to consultants and administrative staff—VisaPlace faced increasing operational complexity, particularly in how time was tracked, billed, and managed across departments.

As a modern firm, VisaPlace relied on Salesforce for its CRM and case management needs. However, it struggled with ensuring accurate time tracking and billing without overburdening its team with manual timesheet entries. That’s when the firm turned to Chrometa.

Challenges

• Manual time tracking was time-consuming and often inaccurate.
• Lack of visibility into team-wide productivity and billing efficiency.
• Difficulty allocating time to specific clients and cases within Salesforce.
• No proactive budget or retainer tracking alerts to prevent overruns.

Solution: Chrometa + Salesforce Integration

VisaPlace deployed Chrometa across its legal and support teams to capture time passively and synchronize that data directly with Salesforce. This allowed for effortless time tracking, automated time allocation to client matters, and robust reporting features.

1. Passive Time Tracking

Chrometa’s passive time tracking feature eliminated the need for manual timers. Whether a team member was drafting emails, reviewing documents, attending virtual meetings, or performing research, Chrometa automatically captured time spent in the background.

“We no longer need to remind our team to track their time. Chrometa just does it for them,” said the Director of Operations at VisaPlace.

2. Automated Time Allocation

With automated time allocation, Chrometa intelligently assigned tracked time to corresponding Salesforce contacts and matters. VisaPlace customized rules to match keywords, email addresses, and file names to specific cases.

This drastically improved accuracy and reduced administrative overhead, ensuring that every billable minute was properly accounted for.

3. Sync with Salesforce

Using Chrometa’s Salesforce sync, time entries were automatically pushed into Salesforce records, giving partners and legal assistants real-time visibility into time spent per client, case progress, and workload balance.

This synchronization also supported the firm's automated billing process within Salesforce, helping shorten the revenue cycle.

4. Team Reporting

Chrometa’s team reporting dashboard allowed VisaPlace leadership to assess productivity across departments, identify bottlenecks, and ensure equitable workload distribution.

Detailed reports helped department heads analyze trends and optimize staffing decisions based on actual time allocation.

5. Screenshots for Accountability

For roles with hourly billing and outsourced contractors, VisaPlace activated Chrometa’s screenshots feature. This provided visual verification of work being done, adding transparency without micromanagement.

“Screenshots help us ensure our offshore team is focused without creating a culture of distrust,” noted the HR Manager.

6. Budgeting Alerts

To prevent scope creep and cost overruns, VisaPlace used budgeting alerts. Chrometa automatically notified team leads when hours on a case approached client-approved thresholds.

This allowed proactive client communication, scope adjustments, or retainer top-ups—keeping both clients and lawyers aligned.

7. Retainer Reports

With many of its services provided under retainers, VisaPlace leveraged Chrometa’s retainer reporting tools. These reports gave instant visibility into retainer burn rates, time remaining, and outstanding billable work.

This functionality enhanced trust with clients and allowed for smarter, data-driven engagement renewals.

Results

• Time tracking compliance increased by over 90% across departments.
• Billing accuracy improved significantly, capturing previously unbilled time.
• Operational visibility through Salesforce allowed better project and personnel management.
• Client satisfaction rose due to transparent, predictable billing and proactive communication.

Conclusion

By integrating Chrometa with Salesforce, VisaPlace transformed its time tracking from a tedious chore into a strategic asset. With passive tracking, smart allocation, and real-time synchronization, the firm gained a competitive advantage in operational efficiency, client service, and profitability.

VisaPlace now considers Chrometa a cornerstone in its digital legal toolkit—empowering teams to focus on what truly matters: helping clients navigate the complexities of immigration law.