Lesson 1Choosing and configuring time capture tools and integrations with calendars and practice management systemsThis section explains selecting, setting up, and integrating time capture tools with calendars, email, and practice management systems to minimise leakage, automate entries, and sync time data accurately.
Evaluating timekeeping software optionsIntegrating with calendars and emailSyncing with practice management systemsMobile and desktop timer configurationsData security and access controlsUser training and rollout planningLesson 2Two-tier checks to reduce billing errors: peer/manager review and automated validation routinesThis section details a two-tier review to cut billing errors, using peer or manager checks with automated rules flagging inconsistencies, missing data, and policy breaches before client invoices.
Designing peer and manager review stepsAutomated validation rules and alertsCommon billing error types to targetException handling and correctionsMetrics for error rates and reworkLesson 3Timekeeping methods and best practices: contemporaneous entries, mobile timers, and minimum increment policiesThis section covers effective timekeeping methods, stressing real-time entries, mobile timers, minimum increments, and habits to reduce leakage, boost accuracy, and support strong billing narratives.
Contemporaneous time entry techniquesUsing mobile and desktop timers wellSetting and enforcing minimum incrementsAvoiding block billing and vague entriesDaily review and reconciliation routinesLesson 4Structured time entry templates and required metadata (matter, activity code, client, billing rate)This section defines standard time entry templates, required fields, and codes so timekeepers record consistent, billable info supporting accurate invoices, reports, and client guideline compliance.
Core required fields for each time entryStandardizing matter and client identifiersUsing activity and task codes consistentlyAligning billing rates with rate tablesTemplate examples for common workflowsLesson 5Handling late time entries: cut-off policies, late entry justification, and billing period rulesThis section addresses late time entry policies, including cut-offs, justifications, and post-billing handling, balancing accuracy, client needs, and admin efficiency.
Defining time entry cut-off deadlinesApproval rules for late submissionsDocumenting reasons for late entriesRebilling and supplemental invoicesMonitoring chronic late timekeepersLesson 6Compliance, billing ethics, and trust account considerations relevant to legal billingThis section reviews billing ethics, compliance, and trust accounts, focusing on accurate recording, avoiding overbilling, handling retainers, and meeting bar rules and client expectations.
Ethical duties in legal billing practicesProhibited billing practices and risksHandling retainers and trust depositsTrust account recordkeeping basicsResponding to audits or client challengesLesson 7Invoice preparation: formatting, billing narratives, fee summaries, and expense reconciliationThis section guides invoice preparation, covering layout, narratives, fee summaries, and expense matching for clear, accurate bills aligned with client guidelines and firm style.
Choosing invoice layouts and formatsDrafting clear billing narrativesSummarizing fees and phases clearlyReconciling expenses and disbursementsAligning invoices with client guidelinesLesson 8Rules for write-offs, discounts, and unbilled time: approval thresholds and documentation requirementsThis section sets rules for write-offs, discounts, and unbilled time, with approval limits, documentation, and reporting to protect profits while maintaining client ties and ethics.
Defining types of write-offs and discountsApproval thresholds by role or amountRequired documentation and justificationsTracking patterns in unbilled timeClient communication about reductionsLesson 9Monthly billing cycle: deadlines, batching, internal review, and approval workflowThis section outlines the monthly billing cycle, with deadlines, batching, reviews, and approvals for a predictable, efficient process ensuring timely, accurate invoicing.
Mapping the monthly billing timelineBatching matters for efficient processingInternal review and approval routingCoordinating attorneys and finance staffMonitoring cycle time and bottlenecksLesson 10Collections basics: standard terms, follow-up cadence, and reporting on aged receivablesThis section introduces collections basics, covering payment terms, invoicing, follow-ups, and aged receivables reports to improve cash flow and reduce outstanding days.
Setting standard payment terms and optionsDesigning reminder and follow-up cadenceSegmenting clients by risk and behaviorBuilding aged receivables reportsEscalation paths for delinquent accounts
