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billing and invoicing

1. Pre-Billing Preparation

Review retainer agreements and client contracts for billing terms.

Confirm hourly rates or fee structures for each attorney and staff member.

Gather and organize all time entries, expenses, and disbursements.

Ensure all billable hours are logged and reviewed for accuracy.

2. Time Entry Review

Verify that all time entries include proper descriptions and are categorized correctly.

Check for any unbilled time or expenses that should be included.

Ensure compliance with client guidelines regarding billing formats and details.

3. Expense Verification

Collect all receipts and documentation for reimbursable expenses.

Confirm the accuracy of expense entries against receipts.

Categorize expenses according to client requirements and internal policies.

4. Invoice Drafting

Prepare the invoice using the firm's standard template.

Include all relevant information: client name, matter description, billing period, and itemized charges.

Double-check for accuracy in calculations and totals.

5. Internal Review

Have the invoice reviewed by a supervising attorney or designated staff member.

Address any discrepancies or required adjustments before finalizing the invoice.

Confirm compliance with any client-specific billing guidelines.

6. Client Approval

Send the draft invoice to the client for approval if required by the agreement.

Respond to any client inquiries or concerns regarding the invoice.

Make necessary adjustments based on client feedback.

7. Finalization and Distribution

Finalize the invoice after obtaining approval.

Distribute the invoice to the client through the preferred method (email, mail, or client portal).

Ensure a confirmation of receipt if sent electronically.

8. Payment Tracking

Monitor payment due dates and follow up with clients as necessary.

Record payments received in the billing system promptly.

Send reminders for overdue invoices according to firm policy.

9. Post-Billing Review

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

Gather feedback from attorneys and clients to improve future billing practices.

Update billing procedures and checklists based on lessons learned.

10. Reporting and Analysis

Generate reports on billing metrics such as outstanding balances, collections, and timekeeper performance.

Analyze billing data to identify trends and areas for improvement.

Share insights with the firm’s management for strategic decision-making.

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