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billing and invoicing

1. Pre-Billing Preparation

Gather all time entries and expenses for the billing period.

Review time and expense entries for accuracy and completeness.

Verify that all billable hours have been recorded.

2. Client Information Verification

Confirm client details and billing addresses.

Check for any changes in client billing arrangements or agreements.

Ensure proper handling of any retainer agreements.

3. Time Entry Review

Cross-check time entries against case files and notes.

Ensure that entries are logged in a timely manner.

Confirm the clarity and descriptiveness of each time entry.

4. Expense Review

Collect all receipts and documentation for expenses.

Verify that all expenses are allowable under client agreements.

Ensure proper categorization of expenses (e.g., travel, filing fees).

5. Invoice Drafting

Select appropriate invoice template based on client preferences.

Include all necessary details: firm name, client name, invoice date, due date.

List all billable hours and expenses clearly with descriptions.

6. Compliance Check

Review invoices for compliance with firm policies and legal regulations.

Ensure adherence to client-specific billing guidelines (e.g., format, terminology).

Check that any discounts or adjustments are accurately reflected.

7. Internal Approval Process

Submit draft invoices for internal review and approval.

Make any necessary adjustments based on feedback received.

Obtain final authorization from the designated attorney or partner.

8. Invoice Distribution

Send the finalized invoice to the client via their preferred method (email/mail).

Confirm receipt of the invoice with the client.

If applicable, set reminders for follow-up on payment.

9. Payment Tracking

Monitor payment status for each invoice issued.

Record payments received and update accounts receivable accordingly.

Follow up on overdue invoices according to the firm's collection policies.

10. Post-Billing Review

Conduct a review of the billing cycle for efficiency and accuracy.

Gather feedback from attorneys and staff on the billing process.

Identify areas for improvement and implement necessary changes for future billing cycles.

11. Record Keeping

Maintain organized records of all invoices issued and payments received.

Ensure adherence to retention policies for billing records.

Regularly audit billing records for discrepancies or compliance issues.

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