“Met with client to review wills and answer questions”.Clear billing descriptions lead to fewer disputes later on in a case.īilling time descriptions could look like: They should provide the right amount of context and information to leave the client satisfied that they’ve received the value they’re paying for. Legal firm billing descriptions should neither be too long or too short. This will ensure consistency for your clients and keep the billing process running smoothly.

However, even if you’re not working with big businesses, you should still stick to a standard set of invoice requirements.

If you’re working with a larger company, there may be strict invoice requirements regarding everything from you need to send bills to how you must format bills. Having your billing policy in writing will ensure clients can go back and review it at their convenience. New clients might feel overwhelmed by new information and potential strife and uncertainty about their case. Write this out clearly and provide it to all new clients, preferably right after their initial consultation.

The different payment methods available.

Your clients should be well-acquainted with your billing policy, so they’re clear on: If a client disputes a bill, know who will review the dispute and provide frameworks for resolving the issue. Paying for legal services is stressful enough it’s important to empathise with and reassure your clients. It’s okay to repeat the same phrasing, but the tone and message should feel friendly, calm, and kind. Have a standard but personalized reminder email or letter you can easily send to clients. Identify who needs to follow up on unpaid bills and when. The longer you wait, the less likely your clients will pay, so have a straightforward collections process. Include a standard process for disputes and collectionsĭon’t leave unpaid bills languishing for months. Gaps in communication can cause confusion and delay the payment process.

Integrate the finance team with your billing processĮnsure your accountant or finance team knows when your firm is sending bills to clients, what still needs to be collected, and what’s being written off. This helps speed up the process and leaves less room for error-you can even use automation software. It’s helpful to ask lawyers to use a specific system, such as your legal practice management software, to conduct reviews electronically. Giving you momentum to invest in the client-centred experience. This understanding helps support your bottom line, and helps you better understand your clients. Write out your entire process from start to finish, so there’s no confusion-even if you’re a solo attorney.

Who should one inform when sending a bill out?.

Are bills mailed or sent electronically?.

Which attorneys on a case need to review a bill?.

You should be able to quickly answer the following questions about your firm’s billing process: Write out the flow of your law firm’s billing processīecome an expert in the lifecycle of your bills. Managing expenses is a challenge in its own right. Investing early on in a transparent and accessible billing and expense process will save you time later on.

Any standard introductory communications on bills, if needed.

What expenses must be included on bills versus what should be written off.Your standardized template and process should include: With that in mind, follow these steps to write an effective billing policy: 1. Which stages of the process are causing the biggest bottlenecks.If you’re writing a policy for the first time, you’ll want to consider: It gives lawyers and staff something to refer to and keeps everyone in sync. To save your law firm valuable time and money, having a straightforward, standardized law firm billing policy in place is essential. For example, attorneys taking too long to approve bills or adding too many edits can cause a delay in bills getting sent out. While it seems fairly straightforward, there’s plenty of room for bottlenecks and wasted costs. The accounting team sends follow-up reminders regarding late payments.Clients pay via whatever payment methods are accepted at the firm.A final version of the bill is created and sent to clients for payment.Attorneys add notes and adjust costs as needed and approve the bill.At the end of each month (or at the end of the case, if it’s a shorter case), bills and expenses for each client and case are put into a draft bill.Billable time and disbursement fees/expenses are logged throughout the case.The firm brings on a new client and opens its case.In many cases, the law firm billing process looks something like this:

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