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billing process for end of month

1. Preparation of Billing Information

Gather all time entries for the billing period.

Collect any expenses incurred during the month.

Review retainer agreements and client contracts for billing terms.

Ensure all billable hours are accurately recorded.

2. Review of Time Entries

Verify accuracy of time entries for each attorney and staff member.

Check for any missing time entries and follow up where necessary.

Confirm that all time is categorized correctly (e.g., billable vs. non-billable).

Ensure compliance with ethical billing practices and firm policies.

Here are some additional steps that could be included in the "Review of Time Entries" section

Review time entries for adherence to client agreements and billing rates

Cross-check time entries against project/task codes to ensure proper allocation

Analyze time entry patterns to identify any discrepancies or unusual trends

Confirm that time entries are entered in a timely manner according to the firm's deadlines

Ensure that all time entries have appropriate descriptions and justifications

Review and approve any adjustments or corrections made to time entries

Conduct a random sampling of time entries for quality control checks

Provide feedback to attorneys and staff on time entry practices and necessary improvements

Document any issues found during the review process for reference and training purposes

Schedule training sessions for staff on accurate time entry and compliance requirements

3. Expense Review

Compile all expenses related to client matters.

Review receipts and documentation for accuracy.

Classify expenses according to firm policies (e.g., reimbursable vs. non-reimbursable).

Ensure proper approval for any expenses that require it.

4. Drafting Invoices

Use billing software to generate draft invoices.

Incorporate time entries and expenses into the invoice.

Review draft invoices for accuracy and completeness.

Make any necessary adjustments or corrections.

5. Invoice Approval Process

Submit draft invoices for review and approval by responsible attorneys.

Address any discrepancies or questions raised during the review.

Finalize invoices after receiving approval.

6. Client Communication

Prepare cover letters or emails to accompany invoices.

Send invoices to clients via preferred communication method (e.g., email, mail, electronic billing).

Include detailed explanations of charges and payment terms.

7. Follow-Up on Invoices

Monitor outstanding invoices and payment status.

Schedule follow-up communications with clients regarding overdue invoices.

Document any client communications related to billing inquiries.

8. Record Keeping

Archive copies of sent invoices and related correspondence.

Update accounting records to reflect billing activity.

Maintain accurate records for audit purposes.

9. Review and Adjust Billing Processes

Conduct a post-billing review to identify areas for improvement.

Gather feedback from attorneys and staff on the billing process.

Implement any necessary changes to enhance efficiency for future billing cycles.

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