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Legal billing checklist

Pre-Billing Preparation

Review client engagement letter or fee agreement

Confirm all billable activities and services are accurately recorded

Ensure all time entries and expenses are entered into the billing system

Verify that all time entries are correctly categorized and billed at the appropriate rates

Double-check the accuracy of all billing narratives and descriptions

Review any special billing arrangements or alternative fee agreements

Confirm any billing guidelines set by the client or third-party payer

Ensure all necessary supporting documentation is attached to the billing entries

Verify that all required approvals and authorizations are obtained

Calculate any applicable taxes or disbursements accurately

Billing Review

Review all billed time entries and expenses for completeness and accuracy

Verify that all time entries have corresponding narratives and descriptions

Check for any unbilled time or expenses that should be included

Confirm that all disbursements are appropriately marked up if required

Review any write-offs or adjustments made to the billing entries

Ensure compliance with billing guidelines regarding rates and billing format

Double-check calculations and totals for accuracy

Check for any duplicate or overlapping time entries

Review any discounts or fee arrangements applied

Confirm proper allocation of expenses and disbursements between multiple clients or matters

Invoice Formatting and Delivery

Format the invoice according to the client's billing preferences

Include all necessary details such as matter number, date, and client information

Check that all required invoice information is included (e.g., tax identification, payment terms)

Review the invoice for clarity, readability, and professional appearance

Ensure the invoice reflects any client-specific requirements or narrative requests

Attach any supporting documentation as needed

Confirm the appropriate method of invoice delivery (e.g., email, mail, online portal)

Double-check the recipient's contact information for accuracy

Schedule the invoice delivery to align with client's billing cycle or payment schedule

Keep a record of the invoice delivery date and method for reference

Follow-up and Collections

Track the invoice delivery and monitor its receipt by the client

Follow up with the client to confirm the invoice was received and address any questions or concerns

Monitor the invoice aging and initiate timely collections reminders or calls

Keep records of all communications and interactions related to invoice follow-up

Provide any necessary additional information or supporting documentation upon request

Stay informed of any client payment policies or procedures

Escalate collection efforts if necessary, involving appropriate firm personnel

Review and resolve any billing disputes or discrepancies promptly

Record the date and amount of payment received and update the billing system accordingly

Maintain a system for tracking outstanding invoices and monitoring collection efforts

Note: This checklist may vary based on specific law firm practices, billing software used, and client requirements. It is important to adapt and tailor the checklist to fit your organization's needs and processes.

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