Dan Bowman

Essential Tips for Lawyer Time Management

January 31, 2024 By Dan Bowman Leave a Comment

Lawyers often struggle with time management because they want to do all they can for those they serve, but that can lead to stress and feeling overwhelmed. Giving everything to your clients is an excellent quality, but you’re not helping them or yourself if you don’t manage your time effectively.

Stay on track this year and beyond with these time management tips for lawyers.

Common Lawyer Time Management Issues

Why is time management difficult for lawyers? Here are a few reasons:

Overcommitment

You may want to do all you can and continue to say “yes,” even when you don’t have the time to accomplish a task. This cycle can quickly lead to burnout and can impact the completion of other tasks and the overall quality of work or services.

Quality should always be the gold standard for lawyers, and continuous overcommitting could actually lead to more client dissatisfaction.

Inaccurate Time Estimates

It happens, you thought a task would take 30 minutes to complete and somehow it’s turned into an hour, 2 hours, and so on. While this can sometimes be inevitable, having a holistic understanding of your task list can greatly reduce inaccurate time estimates for a project.

In these situations, it’s always important to communicate with your staff or even the client if you feel more time is needed that originally expected to complete a task. Especially, it will impact the timeline of a case or hours billed.

Procrastination

One of the key components of effective time management is not putting work off until the last moment. Procrastination is common and it almost always stems from an underlying factor. You may not know what you should do next or you may be dreading the work ahead of you. Either way, understanding the source of your procrastination can help you combat it.

Not Delegating Tasks

Proper delegation of tasks and overcommitting go hand in hand. There are many reasons why lawyers can struggle with delegating tasks, but it’s often rooted in wanting to be in control of the task completion. While understandable, lawyers will find that they can’t do it all and need to have enough trust in their staff to complete tasks.

While the luxury of having a large law firm that is well-staffed is not always the case for solo or small law firms, lawyers can easily outsource work to virtual assistants or freelance legal professionals.

Outdated Methods

The legal industry can be slow to innovate, leaving law firms with outdated methods of managing daily tasks. Many lawyers rely on traditional methods like timekeeping on paper and filling out forms manually, which only adds to their plate.

Law practice management software can greatly reduce how much time lawyers spend on administrative tasks by automating them. For items like time tracking and invoicing, Bill4Time offers multiple timers that accurately capture time no matter what case you’re working on. You can then easily populate your billable time in an invoice template and bill the client. This seamless process can save lawyers hours a week.

Person using laptop with Bill4Time workflow and task management features

How to Improve Lawyer Time Management

Some simple time management tips can help you balance your workload while taking the time to enjoy the holiday season.

Understand the 80/20 Rule

The 80/20 rule is the efficiency principle – a concept based on the idea that 20% of actions are responsible for 80% of the rules. Though this applies to virtually all industries, in the legal industry, lawyers only spend about 28% of their time on billable tasks and projects.

The key to mastering the 80/20 rule and improving time management is paying attention to the time spent on billable tasks. Your billable work should be a top priority every day, then you can focus on everything else once that’s complete.

Time Tasks Appropriately and Add a Buffer

Though you may not like the idea of timing everything throughout the day, it’s a solid strategy for identifying how you spend your time and taking your efficiency to the next level. Log the time you spend on everything for a full week, specifically administrative tasks.

With everything in black and white, you may notice that you spend more time doing certain tasks each day than you realize. This is an opportunity to identify areas of improvement to save time without harming your productivity.

Manage Email Carefully

Email is important for keeping up with casework and client communications, but it can be a time trap. Your email inbox can get cluttered with a lot of urgent, non-urgent, and promotional messages that pile up. If you’re checking it every few minutes and answering each individual email, you’ll blow through a lot of time each day.

Modify your notifications to avoid alerts going off for each message, then block off time on your calendar each day to manage your email. This will be the time to check and respond to all appropriate emails and keep up with your clients, so before that time hits, avoid checking your inbox.

Delegate Effectively

Time management isn’t just about being efficient with your own workload, but saving time by helping others manage their own. You don’t want to be stuck with the burden of the workload alone, especially with a team of support staff to chip in and help.

Delegation can be challenging, but not impossible. Good project management requires you to determine who is most qualified to complete different tasks and assignments, then let them assist you to improve your productivity while getting the results you want.

Person using a phone with Bill4Time time tracking app

Law Practice Management Tools to Support Lawyer Time Management

Law practice management software like Bill4Time has a variety of tools to shave valuable time off your workday, such as organization and time tracking tools.

Project management features help you manage your caseload
Time tracking tools ensure you’re keeping up with every billable minute, complete with automated timers
Custom features allow you to separate time and expenses, add notes or documents, and set personalized notifications to manage the high-priority tasks

Master Lawyer Time Management with Time-Tracking Software

Time management is a key competency for lawyers at every stage in their careers. Small steps may only save a few minutes, but those quickly add up to improved efficiency. Including time-tracking software is the ideal complement to your time management with automated tools that help you streamline your process and stay on track.

How to Send Effective Invoice Reminders at Your Law Firm

January 15, 2024 By Dan Bowman Leave a Comment

Many law firms struggle to get their invoices paid on time (about 59%). There are several situations that prevent a client from paying their invoice, ultimately leaving the firm to chase down bills or send an account to collections, a process that would rather be avoided by all parties involved.

In some cases, law firms can create roadblocks for clients in the billing process that contribute to late payments. Creating an efficient invoice reminder process can help you streamline your law firm billings and collections to get your clients to pay on time and remove the hassle from the billing process.

Why Send Invoice Reminders?

Invoicing regularly — at least once a month — keeps clients aware of the services and fees. Along with that, sending invoice reminders lets clients know when they have an invoice due date coming up to avoid missed payments.

Best Practices for Sending Invoice Reminders

Having defined legal billing guidelines for your law firm can often mitigate any bumps in the billing process. Your billing policy should not only provide standardized processes for internal teams, but it should also outline client expectations.

You can avoid billing disputes, reduce ethical issues, and maximize revenue capture with some improvements to your invoicing process. Here are some best practices:

Improve Timekeeping

Lawyers often rely on traditionally manual methods to track time. This method is error-prone and can lead to under or overbilling, which puts your revenue and law firm reputation at risk.

Automated timekeeping through legal billing software helps you track your time accurately and transparently to include all the billable time on your invoices.

Use Invoice Templates

Creating a legal invoice is a time-consuming process, but not when you use custom invoice templates available in legal billing software. Invoice templates include all the information you need, such as:

Firm logo
Firm contact information
Date
Invoice number
Late payment terms
Federal employer identification number

Then, all you have to do is include the specific client information to produce an invoice on time and send it to your client.

Set an Invoicing Schedule

As mentioned, invoicing at least once a month is recommended to keep clients aware of your services, fees, and billing schedule. If you choose to invoice more frequently, it should still be on a consistent schedule to help clients prepare for when their bills may be due.

For reminders, send an invoice reminder a week prior to the due date. If the payment is not received, send another reminder within the following week.

Many law firms create manual calendar reminders for their invoicing schedule. Legal billing software eliminates this process with automated invoicing and invoice reminders.

Accept Online Payments

Coupled with strategic reminders, the easiest way to get paid on time is by making the payment process as quick and convenient as possible. Offering online payments with an array of payment options can reduce your accounts receivable, reduce payment delays, and increase revenue.

The more flexible and user-friendly you can make the payment options, the happier your clients will be. Legal billing software offers a secure and convenient online payment portal — free of third-party integrations. Bill4Time Payments is 100% compliant with IOLTA, ABA, and state bar guidelines for ePayments and syncs to the billing system to accept payments automatically.

Follow Up with a Thank You

Each time you receive a payment, it’s recommended to send a follow-up “thank you” message to your clients. This helps you encourage timely payments in the future, nurture your relationships, and confirm the receipt of payment.

A follow-up message is a valuable touchpoint for client feedback. You can ask your clients to rank how likely they are to recommend your firm to a friend or family member and ask for website reviews. You can use this feedback to pivot your firm’s processes and influence your legal marketing strategies.

When Should I Send an Invoice Reminder?

It’s best to send your invoice reminder a week before the due date. This not only gives your client time to look it over and pay, but it keeps the payment fresh in their mind.

After that, the number of reminders you send will depend on your relationship with your client. If you don’t receive a payment by the due date or within the following week, it’s good to follow up with another reminder.

How to Get Clients to Pay Their Invoices on Time

Once you get the systems in place for your law firm billing, you can revamp your processes to get clients to pay their invoices on time.

It all starts with the first client interaction. Set expectations with clients upfront about your law firm’s billing process and policies. Not only will this benefit your firm in the long run, but your clients will also value the transparency and in turn, have a better experience.

Remember, hiring a lawyer may be one of the most expensive services a client pays for. Spare them unexpected expenses by setting up clear expectations for what they can expect to see on invoices, when they’ll receive them, and how they can pay.

Once an invoice is sent to the client, they should have a clear idea of what services they’re paying for. Make sure you have detailed items on your invoice with context to ensure they understand how you spent your time. This nurtures trust and reduces disputes to get your bill paid faster.

Finally, incorporating on-demand services will simplify how clients interact with your firm. Bill4Time offers online payments via custom payment links or a client portal. By enabling the client portal, clients can pay their invoices, review documents, and connect with your firm from any device.

Get Paid with Invoice Reminders

Regular invoicing is a critical aspect of running a successful law firm. With consistent billing and payment reminders for your law firm invoices, you can decrease billing disputes, improve the client experience, and capture revenue for your firm.

Traditional vs. Modern Law Firm Compensation Models

January 12, 2024 By Dan Bowman Leave a Comment

Law firm compensation models can be complex and difficult to navigate if you’re unfamiliar with them. There is no gold standard and firms typically create their own unique compensation models based on specific formulas and metrics.

Depending on the structure, the topic of a law firm’s compensation model can create an unsettling, competitive environment among partners, lawyers, and associates.

Law firm compensation models don’t have to be a sore spot at your firm. Continue reading to learn more about compensation models at law firms and how to structure them to reward individuals fairly.

What Are Law Firm Compensation Models?

Think of law firm compensation models as a roadmap for lawyers. It helps lawyers understand their compensation, promotions, and bonuses as they advance in their careers in the firm. Traditional law firm compensation models are typically broken into two categories: formula-based and lockstep. Here is the difference between the two models:

Formula-Based Compensation Model

As mentioned earlier, some firms use hard data and plug it into formulas to determine where a lawyer lands in their model. In this particular model, a lawyer’s compensation is determined by their individual performance. This can include metrics such as dollar amount billed to clients or net new clients brought to the firm. Essentially, lawyers are the guides of their own success.

Lockstep Compensation Model

In contrast to the formula-based compensation model, the lockstep model rewards lawyers based on the performance of the entire firm. Compensation is then split based on seniority, rather than individual output.

Challenges with Traditional Law Firm Compensation Models

Compensation can be a touchy subject, but when you throw in rigid compensation models — the pressure is raised. The traditional models of compensation pose several challenges for lawyers.

While the idea of getting what you put in through the formula-based compensation model, it doesn’t reward lawyers for the non-billable tasks that often consume their days. Additionally, lawyers are so focused on their individual success, they can become competitive and even burn themselves out trying to reach a certain compensation number.

The formula-based compensation model often puts lawyers into silos which can impact the success of the law firm as a whole and wreak havoc on the culture of the firm.

Challenges within the lockstep compensation model aren’t so obvious. At face value, this model values equality across the firm. However, it disproportionality awards lawyers. For example, if a top performer is not at a senior level, they won’t get awarded for their hard work. Vice versa, if an underperformer is more senior, they will get a greater incentive than say a subordinate top performer. This model often makes it difficult for law firms to retain top talent.

If you noticed, non-attorney staff aren’t included in either law firm compensation model. This poses other challenges with retention as non-attorney staff are often the backbone for partners and attorneys.

As you can see, traditional compensation models can be a double-edged sword for lawyers and the law firms that implement them.

Restructuring Traditional Compensation Models

Let’s explore how law firms can pivot their traditional compensation models to more modern practices that properly award and recognizes their attorneys and staff.

Stick to your firm’s values

Your firm should have a defined mission, values, and goals. These are the core of your business and everyone in your firm should know them. It’s one thing to document your values, but they should also be felt in how you hire and manage your staff.

Tieing your firm’s values to each staff member’s role allows them to work towards a collective goal across the firm. Your staff wants to know their work matters and having a specific value leading what they achieve day-to-day will flourish a positive work environment.

Consider the client experience

Traditional law firm compensation models don’t account for the client experience which is a large component of a law firm’s day-to-day. It also accounts for hours of non-billable time that can’t be plugged into a formula.

Law firms are client-facing businesses that rely heavily on customer service. It can be difficult to uphold a standard of customer service when your staff is focused on competition or meeting a number. The true value lies in how your staff can retain clients through stellar customer service.

Don’t forget non-attorney staff

Behind every great attorney is a busy paralegal, legal assistant, and the list goes on. Traditional law firm compensation models only account for the achievements of the attorneys while leaving essential staff members out of the pot.

More time than not, non-attorney staff are what keeps the firm running. Whether they’re organizing legal documents for a court appearance, preparing and sending invoices for the firm to get paid, answering client phone calls, or updating attorney calendars — non-attorney staff support the success of the firm’s attorneys.

Outlook on Law Firm Compensation Models

Collaboration keeps firms connected. Competition, as we’ve seen, trains lawyers to behave in ways that are counter-productive to their happiness, client satisfaction, and firm profitability.

With your firm’s values and goals as its guide, you can create compensation models that proportionally award and recognize all members of your firm — attorney and non-attorney.

Best Practices for a Law Firm Invoice Template

December 21, 2023 By Dan Bowman Leave a Comment

Law firm invoices are the foundation of communicating the value of legal services and building brand trust — and they all start with a good template. A well-designed invoice template is a major contributor to a law firm’s reputation and cash flow.

And in the wake of stories like the New Jersey lawyer who was suspended for overcharging clients, so-called “aggressive billers,” and a pervasive belief that lawyers overcharge — lawyers need to do all they can to ensure their invoices are trustworthy.

While these lawyers may give the profession a bad name, there are ways to combat this skepticism. An excellent place to start is with your firm’s invoice template. This blog will examine what goes into a law firm template and how you can utilize legal time tracking software to create consistent, high-quality invoices.

To begin, let’s take a look at the process of recording billable hours and sending invoices to get a better idea of what information you should include.

How Do Lawyers Record Billable Hours and Send Invoices?

Lawyers often record billable hours using manual logs or time tracking software. These records are then compiled to create detailed invoices using a template and sent to clients. Each step of this process contributes to the value an invoice demonstrates and how timely the client pays.

Here’s a breakdown of each step:

1. Record Start and Stop Times for Each Task

You can manually note the start and stop times of a task, or you can use a timer to capture your billable tasks in real-time. For example, you can start the timer before drafting an email to a client and stop it immediately once you hit the send button. If it takes you about 17 minutes to draft the email and you bill in 6-minute increments, you would record 0.3 hours of billable time for that client.

2. Detail Each Task

Detailed descriptions on invoices are vital to client trust. Including details fosters transparency and shows the client how you spent the time for their case, like “reviewing discovery responses from the opposing party” or “preparing partnership agreement contract.” If you have vague descriptions like “discovery” or “prepare documents,” the client has more room to doubt what you did with your time. The more doubt a client has about your invoice, the less likely they are to pay it.

3. Categorize Tasks by Case or Client

If you’re working on multiple cases for one client, it’s important to record which case you’re working on. Be sure to include an area for the client and the corresponding matter on your invoice template.

4. Review and Adjust Billable Hours

Always review and adjust your billable hours to ensure they’re accurate for the final invoice. This prevents overcharging clients and leaving your firm’s money on the table. Plus, it’s a matter of professional ethics to have a detailed time recording system.

To ensure consistency, establish a regular review period in your billing cycle. Encourage attorneys to dedicate a few hours every other week or at the end of the month to review the invoices going out that period.

5. Finalize Hours and Send Invoice

To prepare the final invoice, add up all the hours spent and apply the billing rate. You should also tally and include any applicable expenses. Your invoice template should have a separate area for all of these items so the client can clearly see why they owe the amount you are asking for. Consider sending each invoice with a simple attorney invoice letter that details how the invoice works and guides the client through reading it and making a payment.

Can I Create My Own Invoice Template?

It’s possible to create your own invoice template, though it requires careful design and consideration to ensure you have all the necessary legal and billing details. If you want to create your own invoice templates, here’s how:

1. Gather Necessary Information

Your invoice template may vary according to your clients and practice area, but it should always include:

Your firm’s name, logo, phone number, physical address, and email address.
The client’s details, which may be the client point of contact or a specific billing contact.
The date you’re sending the invoice.
An itemized list of the services you provided.
The billing rate for each service.
A subtotal for all services plus expenses.
The payment due date and late payment consequences.

2. Design the Layout

You can create your own invoice template or use an online invoice template to design your layout. If you’re familiar with Excel, you might wonder, “Does Excel have invoice templates?” While Excel does offer some invoice templates, a legal invoice template that is free typically doesn’t include all the necessary details a law firm needs.

If you want a great example of a law firm invoice template, scroll down to the next section.

3. Add Legal Requirements

Depending on the template you use, you will need to include any additional legal language that needs to be there, such as terms and conditions or compliance statements.

4. Develop a Numbering System

Invoice numbers are one of the most important aspects of invoicing for tax and accounting purposes, tracking payments, organizing your financial documents, and ensuring your law firm looks professional and legitimate. This number should be near the top of the invoice and easy to find.

If you’re not sure where to start, it’s a common practice to begin with 1001 for your first invoice and then increase the number by one each time you issue a new invoice (1002, 1003, and so on). Whatever numbering system you choose, make sure it stays consistent.

5. Include Payment Terms

You should outline your billing process in your representation agreement before you begin working on a client’s case. Every client should know what they can expect to see on invoices, your billing cycle, their payment options, and penalties for late payments. You can also add this information on the invoice template for client reference — it’s usually included near the bottom.

As you can see, creating a law firm invoice template is a lot of work and prone to error if you’re doing it manually. And while a template can help, you will still be responsible for a lot of manual data entry and upfront time investment. Conversely, law firm software can help you generate invoices quickly and easily.

How Do I Create a Legal Invoice with Software?

Time tracking software allows you to generate legal invoices with just a few clicks. For example, Bill4Time includes options for branded invoices with logos and company details, payment terms, late fees, currency, and much more.

Let’s walk through an example of creating a legal invoice with software:

1. Use Software to Track Time

Bill4Time uses real-time timers to keep track of how much time you spend on a task. It also automatically calculates your billable hours based on time spent and your hourly rate. To ensure you don’t miss a single minute of billable time, Bill4Time lets you generate a variety of reports to check multiple data points in your billing cycle.

2. Generate an Invoice

Once you’ve recorded your time and reviewed it for accuracy, you click the “Create Invoice” button and select the billing time period, service items, and expenses.

3. Review the Invoice

An invoice will then generate automatically from your time entries and billing information, with all the billable hours compiled into a detailed, itemized invoice. You can customize the invoice using an array of layouts and branding details — like your logo and colors — to enhance your law firm’s professionalism.

Here’s a law firm invoice example using Bill4Time invoice templates:

4. Finalize the Invoice

When your invoice is complete, you can finalize it by creating a PDF, printing it on letterhead, or emailing it directly to your client with the click of a button. Your clients then have multiple payment options, including paying through the Bill4Time client portal with an eCheck or paying with a credit card.

5. Easily Follow-Up with Automated Reminders

Bill4Time Payments helps you take control of the invoice process to get your firm paid faster. You can automatically send invoice reminders via email to ensure your clients pay their bills promptly, which also reduces your firm’s administrative burden while improving cash flow.

You didn’t go to law school to create invoices from scratch. Legal time tracking software like Bill4Time saves you time, energy, and frustration by streamlining your timekeeping, billing, and invoice generation. Sign up for a demo or free trial to see for yourself!

Law Firm Billing: How to Motivate Timely and Full Client Payments

December 8, 2023 By Dan Bowman Leave a Comment

Billing can often be a challenging aspect of law firm management. Along with being a time-consuming process, outstanding bills and poor cash flow can have a negative effect on law firm profitability. Some law firms wait 60 or 90 days for payment after an invoice is sent, and if it’s still not paid in 120 days, they may write off the debt or offer a steep discount.

No business can function if bills aren’t paid – including law firms. Legal time tracking software and a uniform billing process ensure your law firm gets paid on time – and it all begins before you even take on the client.

Why Does Billing Matter to a Law Firm?

Precise and timely billing has a direct impact on a firm’s financial stability, client trust, ethical compliance, and long-term growth.

Here are the ways that billing impacts your law firm, both positively and negatively.

Cash Flow

Accurate and timely billing provides cash flow for your firm, which you need to cover your overhead costs, pay your team’s salary, and reinvest in your firm to capitalize on growth opportunities. If you don’t have that cash flow because of slow or error-filled billing, you may not be able to operate efficiently and won’t be able to reinvest in your staff.

For example, with adequate cash flow, you can cover your regular operating expenses and have full visibility into your firm’s financial picture. You know where you stand so you can allocate resources to training, technology upgrades, expansions, or other opportunities.

Client Relationships

Transparency in billing plays a key role in client satisfaction and retention. When clients know what to expect from the billing process and see a detailed breakdown of the legal services they receive, they understand the value and feel more trust in the firm. Conversely, if you have vague bills or inaccuracies, they may think they’re being overcharged or the bill is “padded.” This affects both the client relationship and your firm’s reputation.

For example, itemized invoices and accurate timekeeping – which you can reference to address client billing questions – give clients confidence that you performed the work you billed.

Resource Allocation

Efficient billing practices ensure your firm can allocate resources effectively. You have full visibility to assign your team to projects based on their current workload or productivity, optimizing your firm’s time management. If your billing processes are inaccurate or inefficient, you could end up devoting resources that would be better spent elsewhere.

For example, you could be consistently undercharging for a service or failing to record time that you spend on casework. Regularly reviewing your billing reports allows you to view the trends and evaluate your profitability to find areas for improvement.

Legal Compliance

Accurately tracking billable hours is crucial to complying with lawyer billing ethics. Billing errors or unethical billing practices, such as upbilling, can have devastating consequences for your firm’s reputation and your practice, including fines or disciplinary action.

For example, submitting an invoice with incomplete summaries or non-standard descriptions of services – such as “email client” – isn’t unethical, but it may be suspicious to clients. However, padding expenses is an unethical practice that defrauds clients.

What Are the Three Methods of Billing Clients in a Law Firm?

Law firms are increasingly offering alternate methods of billing, but the three most common methods of billing law firm clients are hourly billing, flat fee billing, and contingency fees. The way you use and implement each will greatly affect how and when clients pay their bills. Here’s how these billing methods are structured in law firms:

Hourly Billing

Hourly billing is the most traditional billing method that involves charging clients based on the number of hours spent on casework. Lawyers record the time spent with a detailed description of the tasks performed, typically in 6-minute increments, and charge an agreed-upon hourly rate. However, this rate can vary based on the type of law, geographic location, and the lawyer’s experience level.

This method of billing offers several advantages, including transparency for the client, cost control, and flexibility. For example, if the case proves more complex than the lawyer initially thought, they’ll be able to bill for the extra work – which isn’t an option with some other types of billing.

Flat Fee Billing

Flat fee billing is a method of billing in which clients are billed a fixed, established amount for a specific legal service. The scope of work is clearly defined at the start, with the flat fee, so the client is prepared. Often, clients pay the full amount of the fee upfront, or they pay a portion upfront with the remainder due when the case or services are complete. This is often helpful for clients because they’re prepared for the total costs in advance, and the lawyer doesn’t have to concern themselves with detailed timekeeping.

Typically, flat fee billing is used for routine casework, such as drafting a will, in which the lawyer has an expectation of the work involved. Otherwise, the case could extend beyond the scope or have a lengthier process, which eats into profits.

Contingency Fees

Contingency fee billing is a method in which the attorney’s fee depends on the successful outcome of the case. This is determined on a percentage basis, which is typically 30 to 40% of the client’s settlement. The fee is determined in advance and should follow the guidelines outlined in ABA Rule 1.5. If the case is unsuccessful, the lawyer doesn’t receive a fee but may charge other costs associated with the case.

This method of billing is often used in personal injury, medical practice, and other civil litigation cases. It provides equal access to justice for clients who may lack financial resources, and the lawyer has a strong incentive for success with the case. However, the risk falls primarily on the lawyer, which is why it’s not used for cases like criminal defense.

What Are Legal Billing Duties That Promote Timely Payments?

Legal billing duties cover a wide range of activities, from tracking time to drafting invoices to sending them to clients at regular intervals. Having a standardized legal billing process is the best way to promote timely payments, even before your firm takes a case. Some of these duties include:

Tracking Time Accurately

Accurate timekeeping is the foundation of a robust billing process. This ensures that all work performed for a client is accurately recorded – neither under- nor overinflated – and can be included in the bill. This also provides a reference for client questions or disputes.

For example, the best law firm billing software should allow you to log your hours with automated timers to track every moment spent on a client case, including phone calls, email responses, or court appearances.

Creating Transparent and Detailed Invoices

As mentioned, detailed and transparent invoices about the services rendered and the time spent on each task help clients understand what they’re paying for and the value they’re receiving. All of your invoices should have a breakdown of the specific tasks, time spent, agreed-upon rate, and any applicable expenses.

For example, don’t use block billing. What is block billing? It’s when you group a bunch of individual billable tasks into one collective billing entry with a total time, making it difficult for clients to fully understand how you spent your time. Some sample attorney billing entries of block billing are “drafted pleadings, sent email to client, phone call with client (1 hour)” or “prepared for court hearing, filed pleadings, met with client (3 hours).” Instead, it’s best to break these down with detailed descriptions, including time spent on each individual task for clarity and transparency.

To illustrate, a better example would be “Prepared motion for temporary orders and proposed order (.5 hours); emailed same motion and proposed order to client for review (.1 hours); received call from client to discuss edits to same motion and proposed order (.3 hours); implemented requested edits from client per phone discussion (.1 hours).” This example demonstrates more value to the client and gives a clear picture of how you spent that entire hour.

Following Regular Billing Cycles

Regular billing cycles give clients reliable billing expectations and help your law firm ensure steady cash flow. The schedule you set depends on your firm, but they’re typically monthly, bi-monthly, or based on milestones in the case, allowing clients to budget for their expenses – and pay on time.

Upon your initial consultation with the client, you should go over the billing process and the billing cycle. For example, if you’re billing according to case milestones, you can prepare the client that they will receive a bill after the serving of a suit, court filing, deposition, date of trial, or after the conclusion of the trial.

Distributing Invoices Efficiently

A big part of an efficient billing process is sending out invoices according to the schedule you set. If you delay your invoices, you’re delaying your payments. Automation and a law firm invoice generator with software like Bill4Time allow you to create professional, branded invoices in minutes to distribute to your clients. With the secure client portal, you can send invoices automatically, saving you time and energy in the billing lifecycle.

Offering Multiple Payment Methods

Giving clients multiple payment options increases the likelihood of on-time payments. Clients want to be able to pay their invoices online, from any device or location, without the hassle of mailing checks, making phone calls, or using third-party services and integrations. With Bill4Time’s secure and compliant online payment portal, you can customize your payment options and send clients invoices that can be paid with an eCheck, ACH, debit card, or credit card at their convenience.

Proactively Communicating and Following Up

You should have open lines of communication with clients and follow up on outstanding invoices to address any concerns or issues. Include payment reminders and receipt of payment in your billing process, and make sure you’re available to address any client questions about their bills to encourage timely payments.

Timely client payments start within your law firm billing practices. Bill4Time can help you create a streamlined and standardized billing process – from start to finish – that fosters trust, improves organization and cash flow, and promotes on-time payments from your clients. Sign up for a demo today!

How to Find the Best Online Legal Research Services

October 3, 2023 By Dan Bowman Leave a Comment

Legal research is a pivotal aspect of a lawyer’s profession, shaping the course of cases and ensuring justice prevails. As a result, selecting the most suitable legal research services is paramount. With abundant choices available, delving into the intricacies of these platforms can be daunting.

Begin by understanding the importance of legal research for lawyers. It’s the foundation upon which strong cases are built. You need access to legal research services that provide a comprehensive database and user-friendly interface to achieve this.

This post will discuss how to discern the best legal research service. It would be best to scrutinize database depth, search functionality, and cost-effectiveness factors. Ultimately, selecting the right legal research services ensures you have the software you need to succeed in the legal arena.

What Is Legal Research?

Legal research systematically explores legal sources to unearth vital information crucial to law practice. It plays an integral role in the legal profession, serving as the bedrock upon which attorneys build their cases and strategies.

By its very essence, legal research empowers you to make well-informed decisions, guiding you through intricate legal landscapes. This process consumes a substantial portion of lawyers’ time, approximately 35-40% of their working hours.

In essence, legal research is the compass that navigates the legal terrain, enabling lawyers to interpret laws, locate precedents, and craft compelling arguments, ensuring justice prevails in every case.

Steps to Do Legal Research

Legal research is an intricate process that demands precision and thoroughness. Following a structured approach is essential to ensure your legal research is compelling. Here are some critical steps to do legal research:

Gather Information

The journey begins by identifying the issue or problem at hand. This initial step is critical as it sets the foundation for your research. Gathering relevant facts and details is paramount. A comprehensive understanding of the issue ensures your research is on the right track.

In legal research, overlooking even minor details can be costly. Therefore, meticulousness in gathering information is vital.

Establish Goals

Defining clear objectives for your research is crucial before delving into the vast realm of legal sources. What are you trying to achieve? What specific questions need answers? Setting clear goals ensures that your research remains focused and efficient.

These goals are guiding stars, steering you toward the most pertinent legal information.

Determine Legal Sources

Identifying applicable laws, statutes, and regulations is the heart of legal research. You’ll encounter both primary and secondary legal sources.

Primary sources, such as statutes, regulations, and court decisions, carry significant weight in legal research. Analyze these sources to understand the legal framework and precedents relevant to your case.

Secondary sources comprise legal commentary, articles, reviews, and treatises, which offer valuable insights and analysis. They can provide a deeper understanding of complex legal issues and help you form persuasive arguments.

A deep dive into primary sources provides the bedrock of legal analysis, while secondary sources offer valuable insights and interpretations.

Reference a Citator

Ensure the credibility and relevance of your sources. A citator is a vital tool in legal research. It serves as a navigator, helping you verify legal sources’ validity and current status. Citators provide information on whether a case has been overruled, cited frequently, or questioned by subsequent cases.

Utilizing a citator ensures that your research relies on up-to-date and authoritative legal precedents. An example of a great legal research database with citation services is Westlaw. They offer a service called KeyCite, which checks the validity and relevance of statutes, case law, and other primary and secondary legal sources to ensure they are current.

Report Results and Fill Gaps

As you accumulate legal information, organizing and summarizing your findings is imperative. A well-structured report not only aids your understanding but also facilitates effective communication with clients or colleagues.

Identifying gaps in your research is equally significant. If you’ve missed crucial information, take the necessary actions to fill those gaps promptly.

In legal research, a methodical approach is your greatest ally. These steps to do legal research ensure that you harness the power of information effectively, enhancing your ability to provide sound legal counsel and navigate the complexities of the legal landscape.

Best Legal Research Software

Legal research services have revolutionized the legal profession, and at the forefront of this transformation is online legal research software. These advanced software offer many advantages, making them indispensable for modern attorneys.

Legal research software streamlines the complex legal investigation process, providing instant access to a vast repository of legal documents and resources. Access reputable online legal databases and libraries. Platforms like Westlaw, LexisNexis, and HeinOnline provide extensive collections of legal materials. Use advanced search features to narrow down your results effectively.

Legal research software’s efficiency is unparalleled, saving you significant time and effort. Combining your legal databases and libraries with a stellar legal document management platform like Bill4Time sets you up for far-reaching success. These features employ sophisticated algorithms and search functionalities, ensuring no crucial detail goes unnoticed.

In a profession where precision is paramount, legal research software emerges as an indispensable ally, enhancing productivity and enabling you to make well-informed decisions swiftly.

Tips to Master Legal Research

Legal research is the cornerstone of every attorney’s practice. It’s a skill that can make or break a case. In today’s digital age, mastering legal research requires traditional expertise and harnessing the power of technology. Here are some essential tips for you to excel in legal research, focusing on leveraging the capabilities of legal document management software like Bill4Time. This software can significantly enhance research efficiency.

Leverage Technology: In the legal field, technology is a game-changer! Programs like Westlaw and LexisNexis offer features that can streamline your research process. They enable you to search vast legal databases, saving precious time quickly. Bill4Time’s advanced search functions, Boolean operators, and document management capabilities make it a valuable ally in the quest for legal information.
Stay Updated: The legal landscape is ever-evolving, with laws, regulations, and case precedents constantly changing. It’s crucial to stay ahead and updated with the latest legal developments. Bill4Time provides access to real-time legal information regarding cyber-security. Their data security suit ensures you have the most current cyber-security data at your fingertips. This feature is invaluable in helping you protect and store sensitive client information.
Organize Your Research: Effective organization is key to successful legal research. Bill4Time aids in categorizing and managing research materials efficiently through project management software. Its intuitive interface allows you to create folders, tags, and labels for easy retrieval of documents.
In addition, Bill4Time helps your team effectively communicate tasks and costs of litigation by encoding the American Bar Association’s (ABA) Litigation Code Set within their billing software. This legal research service saves time and ensures you can access critical information when needed.
Collaborate and Seek Expertise: Legal research often benefits from collaboration and seeking expertise from peers and experts. Bill4Time facilitates collaboration by allowing multiple users to access and contribute to research projects. This feature promotes knowledge sharing, which, as a result, enhances the quality of research and can lead to more robust legal strategies.

Manage Legal Research with Bill4Time

Mastering legal research requires a combination of traditional legal skills and harnessing the capabilities of technology. Software like Bill4Time is invaluable in this pursuit, offering advanced search functionalities, real-time legal updates, efficient organization, and collaborative features. You can elevate your legal research game by effectively incorporating these tips and utilizing legal research services and technology.