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monthly billing

1. Preparation for Billing

Review all time entries for accuracy and completeness.

Ensure all billable hours are recorded by attorneys and staff.

Confirm that all expenses incurred during the billing period are documented.

2. Time Entry Review

Check for any missing time entries from attorneys and staff.

Verify that time entries are categorized correctly (e.g., research, meetings, court appearances).

Ensure that time entries include detailed descriptions for clarity.

3. Expense Review

Compile all expense receipts and invoices related to client matters.

Categorize expenses by type (e.g., travel, court fees, filing fees).

Confirm that all expenses comply with firm policy before billing clients.

4. Client Billing Statements Preparation

Generate draft billing statements for review.

Ensure that the billing format aligns with client agreements and preferences.

Review and apply any relevant discounts or retainer balances.

5. Internal Review

Have a partner or senior attorney review the draft bills for accuracy.

Ensure compliance with ethical billing practices and firm policies.

Make necessary adjustments based on feedback received.

6. Finalization of Bills

Finalize the billing statements and prepare them for distribution.

Ensure that all client-specific billing instructions are followed (e.g., delivery method, frequency).

Double-check that all client contact information is up to date.

7. Distribution of Bills

Send out finalized bills to clients via the agreed-upon method (e.g., email, postal service, client portal).

Confirm receipt of bills with clients, if necessary.

Document the date and method of bill distribution for firm records.

8. Follow-Up

Create a schedule for follow-up on outstanding invoices.

Review accounts receivable reports to identify overdue payments.

Communicate with clients regarding any questions or disputes related to the bill.

9. Record Keeping

Archive all billing records, including time entries, expenses, and communications with clients.

Update accounting software or systems with billing information.

Ensure compliance with regulatory and ethical standards regarding record retention.

10. Review and Adjust Processes

Evaluate the monthly billing process for areas of improvement.

Gather feedback from attorneys and staff on billing practices.

Make necessary adjustments to enhance efficiency and accuracy for future billing cycles.

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