In Part Iof this post published recently we looked at Electronic Billing – what it involves, why your clients use it, and what not to do when asked to comply with it. In this post, let’s examine the options available to firms that must now produce their invoicing data using this medium. Here are some things to keep in mind when moving to the world of electronic billing:
Use a software application that supports the production of electronic invoicing data files
Eastern Legal Systems supports several time tracking/billing software programs that support and are in compliance with the most commonly used electronic billing data formats:
- PCLaw
- TABS3/PracticeMaster
- Timeslips
- Time Matters/Billing Matters
Ask your clients for specific instructions for filing your invoicing data electronically
Clients will send a packet of information either via “snail mail” or in .PDF format, outlining how the data file is to be transmitted. This information includes, but is not limited to, the name of the web site for transmission, your firm’s login name and password, guidance on charging for fees and expenses – and a list of acceptable codes to use for billing.
The web site used for transmitting your data is hosted by a third-party audit agency. These vendors host online tutorials on set dates and times to explain the mechanics of uploading your data. Be sure to sign up and participate in these sessions – they contain data you will need in order to complete the information in your invoicing files.
Get help if there is something you don’t understand about the process
In agreeing to file your invoicing data electronically to keep your client, you’ve come this far – don’t fail now because you don’t completely understand the process. We understand how this works and we can help! Most firms only see the “stick” in this process – and not the “carrot” that gives your firm the edge in collecting revenue and staying ahead of your competition.
Finally, once you’ve implemented your solution and successfully transmitted your data, announce that fact to the world!
It’s amazing that we are 11 years into the 21st Century; yet many firms will actually turn down clients and reject work because they have to file their invoices electronically. Electronic billing is now a fact of life for almost all of the Fortune 2000 companies, state & municipal government agencies, technology firms, and the list continues to grow. Announce your support for electronic billing in your marketing materials – and go play with the big kids on the block.
Dana Riel is President and Founder of Business Solutions, Inc., serving the Washington, D.C. metropolitan area since 1985. Her firm is the authorized training center for the region for Time Matters and PCLaw by PCLaw|Time Matters, PLLC; Timeslips and Sage 50 Accounting by Sage Software; and QuickBooks by Intuit Corporation. She also serves as a consultant for Caret Legal (formerly known as Zola Suite), CosmoLex, Soluno & TimeSolv. As a trainer, Dana has provided training services to organizations such as the DOD Defense Logistics Agency, Judge Advocate General’s Office (JAG)/Department of the Navy, University of the District of Columbia School of Law, U.S. Department of Commerce and the U.S. Department of Veterans Affairs, as well as with small‐ to mid‐size law firms in the Baltimore‐Washington D.C. area. In 2009, she participated in the series of day‐long seminars sponsored by the District of Columbia Bar Association Practice Management Section, titled “Basic Training: Learn About Running a Law Office”. Ms. Riel also served as an Adjunct Professor in Georgetown University’s Paralegal Studies Program, having taught the course, “Legal Ethics/Legal Technology” in 2009; and “Legal Technology” for the Spring and Summer Semesters of 2010. She presently serves on the Advisory Board for PCLaw|Time Matters, PLLC.