ENDOZO, IVANN RHENAE R.

BSOA 3-3D

Law Firm Billing Process

A final version of the bill is

The firm brings on a new client
created and an invoice is sent
and opens its case.
to clients for payment.

Billable time and disbursement Clients pay via whatever

fees/expenses are logged payment methods are
throughout the case. accepted at the firm.

At the end of each month (or at

the end of the case, if it’s a The accounting team sends
shorter case), bills and follow-up reminders regarding
expenses for each client and late payments.
case are put into a draft bill.

Attorneys add notes and adjust

costs as needed and approve
the bill.

Billing process is critical when it comes to the success of the law firm. Law firm billing, including billing of
clients and chasing unpaid bills might be a difficult work of a lawyer. According to the 2020 Legal Trends
Report, lawyers record only 2.5 billable hours per day on average, with the rest of their day going
towards various non-billable tasks. These tasks often include billing-related activities like preparing and
sending invoices, processing payments, and updating trust ledgers. The figures above shows the process
of billing in a law firm.
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PROS:

The following are the advantages of using invoices in a billing process inside a law firm:

 It prompts payment. Where upfront payment is not required, the chances are that a customer
won’t pay you without receiving an invoice first. It’s rare to be paid for goods or services
provided before an invoice has been issued, with debts rarely settled voluntarily and without a
prompt.
 Invoices remind clients of the work completed or goods provided. It’s an itemised bill, so a
customer can see what they’re getting for their money.
 They’re a useful record-keeping tool. HMRC requires businesses to retain records for up to six
years, and the self-employed to keep evidence of sales, income, and expenses for five years. Not
having up-to-date and accurate archives of invoices issued and received can risk a hefty fine
from the Revenue.
 It’s an opportunity to send a positive message about your company and brand. This applies to
the document itself – how polished it looks, with a company logo, website address, and use of
professional language – and the invoicing process. Efficient invoice generation and payment
collection can improve customer satisfaction. Equally, poorly managed systems can easily
damage a company’s reputation.

CONS:

The following are the disadvantages of using invoices in a billing process inside a law firm:

 A badly drafted, vaguely worded document can be wrongly interpreted or easily disputed,
delaying payment.
 If product sales or the hours of work undertaken are not meticulously noted, an invoice can
appear approximate and could be challenged. A good invoice is clear, detailed, and precise.
 Invoices being issued late can encourage customers to be equally relaxed about settling the
debt. Demands should be raised immediately to impress upon the client the need for swift
payment.

BENEFITS:

 Accept Online Payments Quickly

 Maintain Accurate Customer Information
 Quickly and Easily Generate Invoices
 Keep Everything in One Place
 Easily Manage Complex Payments and Pricing Tiers
 Manage and Charge High-End Clients Professionally

The flowchart of a billing process in a law firm are not only applicable to the legal industry. Most of
the businesses also uses this billing process to collect payment from their customers.
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BSOA 3-3D

Organizing an Office Filing System

Assess Personal and

Office Habits

Decide on a Filing
System

Calculate Storage Needs

Invest in a Good Labeling

System

Purchase File Folders

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BSOA 3-3D

5 Steps to Organize a Filing System

To get yourself and your business on the right track, follow five steps to make sure papers are easily
accessible and easily identifiable.

Assess Personal and Office Habits

Think about which employees need access to files, where they work, and what makes sense based on
their work stations. If you are creating a system for yourself, think about ergonomics, the flow of your
workday, how you move around your office space, what you can reach from your desk, and what
information you need regular access to versus info that can be archived long term. If you are creating a
system for someone else, get their input—what works for one person won't always work for another.

Decide on a Filing System

What your business does will determine whether you choose to file numerically, alphabetically, or some
other way. For example, do you search for customer information by name or account number? Do you
file paperwork by category, such as expenses, financial, marketing, etc.?

Space is not a major concern with digital systems, but for paper systems, it's important to allow for
growth when looking at filing cabinets; it's advised to buy something to accommodate twice the number
of files you have now. Broad subject categories will allow you to easily add new files as you grow and
will eliminate the need to upgrade or reorganize your filing system regularly. Keeping it simple also will
make it easier to integrate your paper and digital files as part of your overall document management
system.

Calculate Storage Needs

If you have a large number of files that you access daily, they should be at your fingertips. Those
accessed less frequently don't need to be at your workspace but may need to be close by. There may be
a combination. Some files might be needed daily while others can be filed in long-term storage further
away.

Don't overlook the importance of accessibility for employees or future employees who may have special
mobility needs. Very tall cabinets, for instance, may be difficult for some employees to access safely and
effectively.4

Invest in a Good Labeling System

Being able to read file labels sounds obvious, but clarity in labeling will save time. Most companies that
make labels provide templates that integrate with common word processing software. You may want to
consider one of the small label-making systems that also can print out individual mailing labels. Items
that perform double duty are usually a wise investment.

Purchase File Folders

User-friendly and durable folders are a smart investment. Colored hanging folders are easily available
and easily recognizable. For example, if you put all of your client files in yellow hanging folders, financial
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information in blue folders, and marketing in red folders, you'll save time when searching or filing with
easily identifiable visual clues.

PROS:

1. DOCUMENTARY EVIDENCE

Files constitute valuable documentary evidence of the transactions. They will be very useful in case of
any disputes, which may arise in future.

2. VALUABLE ASSISTANCE

Past records are valuable assistance to formulate new policies and programmes. Policies based on past
experience will have greater realism in their approach.

3. NO DELAY IN HANDLING CORRESPONDENCE

Correspondence can be handled properly without any delay. Systematic handling of correspondence will
contribute to build up goodwill and reputation of the firm.

4. CONTROL OF PROCESS

Process of control is greatly facilitated by a carefully devised system of filing. A check is kept on the
incoming and outgoing letters and letters requiring action are thus disposed off quickly.

5. PROTECTION OF RECORDS

Documents are protected against possible loss or damage. Some documents are to be preserved
permanently. Particularly care must be taken in protecting documents like title deeds, agreements etc.
Proper filing system ensures protection of all vital records.

6. FOLLOW-UP MEASURES

Follow up measures for sales are unthinkable without a good system of filing. When a firm introduces a
new product in the market, it should approach its old customers and win their co-operation first. Price
changes should also be informed to them promptly. All these activities are possible only when records
are maintained properly.

7. TRACING OF REFERENCE IS EASY

Tracing out references with regard to various matters is facilitated by an efficient system of filing. This
will avoid the need for duplicating or repeating such matters once again.

CONS:

Takes Up a Lot of Space

The biggest downfall to manual document filing is the amount of space it can take up. While at first your
business will be small enough that it’s not a huge deal, once you start growing you are going to want to
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BSOA 3-3D

find a new way to store files. Otherwise you might find yourself taking up rooms just to fit the files in.
This also means you have to go out of your way to hunt down a file or a client. This is just one big
headache you don’t need. It interrupts your productivity levels.

Prone to Damage and Being Misplaced

Manual document filing means you are placing faith in the people handling the files. There are so many
ways they can be damaged, lost, or misplaced. A fire or natural disaster could mean the loss of all your
clients’ important information. You will have to start over at square one getting the information back. It
can also lead you to losing clients who don’t appreciate your mishandling of their information.

Hard to Make Changes

When you are working with paper documents it is much harder to make changes. Every time you want
to make a change you will have to make a copy, so you don’t destroy the original with any edits or
comments you might add. This means the editing process is more time consuming than if you were
working with digital copies.

Access Time

Manual document filing is very time consuming. Not only do you have to organize and store the files,
hunting down the information when it is need can take time. It can take anywhere from minutes to
hours to hunt down a file, depending on how well your organization is. This can cause annoyance for
clients as well as for employees. Their productivity is lowered by having to spend excessive time dealing
with a paper filing system.

Lack of Security

Paper document filing can be less secure than electronic filing systems. Misplaced documents can easily
be placed in the wrong hands. Clients expect their information to be secure in your hands. If you can’t
keep this safe, you are at risk for losing them. A cabinet filled with files is way easier to access than a
computer which requires a password and credentials to get into.

Higher Cost

When you use paper documents your costs are going to be higher because you are paying for ink and
paper. Your office supply bill will be higher if you are using a manual document filing process. While you
might think this is insignificant, overtime it’s a lot of money that can be used in better ways.

BENEFITS:

 Less expensive to set up.

 Correcting entries may be easier with manual systems, as opposed to computerised ones that
can leave complicated audit trails.
 The risk of corrupted data is much less.
 Data loss is less of a risk, particularly if records are stored in a fire-proof environment.
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BSOA 3-3D

 Problems with duplicate copies of the same records are generally avoided.
 The process is simplified as you don't need to be familiar with how accounting software
calculates and treats your information.

Having an Appointment with an OB/GYN

Remember that you have full control over your health and can be picky as you try to find a caregiver
that’s a good fit for you. For example, consider if you’re more comfortable with a male or female doctor
and do your research to find one you like.

The day of your appointment, shower normally with soap and water and dress comfortably. Don’t worry
about how you look or how you’re groomed. Remember, the doctor won’t be judging. Their purpose is
to evaluate medically and professionally.

On your period? Don’t stress about that either! While you might feel embarrassed, it’s completely
normal and most examinations can still be performed without any issues.

You can also bring a parent or close friend with you to your first appointment if it helps you feel more at
ease.

It’s also important to be ready with a list of questions to discuss with your doctor. Have a clear purpose
in your mind about the reason for your visit so you can be a better advocate for yourself and bring up
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BSOA 3-3D

any concerns you have. Most doctors schedule 20-30 minutes for each appointment so prepare before
and get the most out of your time

Your list could potentially include topics like pain, cramps, heavy bleeding, irregular periods, mood
changes, birth control options, or testing for sexually transmitted infections.

PROS:

The following are the reasons why a female should visit an OB/GYN:

1. Overall physical health

2. Pregnancy related visits

3. Irregular menstruation

4. Breast exams

5. Pelvic exam

6. Pap smear

7. Birth control

8. Change in vaginal discharge

9. Blood in urine

10. Painful sex or painful cramps

CONS:

 There is no cons.

BENEFITS:

Clinical Breast Exams

Hopefully you’ve learned to give yourself a self-breast exam every month without the help of a medical
professional, but having this done in a clinical setting once a year is also important. A clinical exam can
confirm you didn’t miss anything on your self-checks and be sure you have no signs of breast cancer or
other issues to be concerned about. If you do not know how to conduct a self-exam, ask your doctor for
instruction.

Primary and Preventive Care

Your OB/GYN doctor can be your primary health provider and help you with other areas of care,
including:
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Mental health: An OB/GYN can provide an outlet for women to talk to during difficult times. They can
also provide preconception counseling for women planning a family or looking for help with the
emotional side of pregnancy.

Diet, exercise and healthy lifestyle habits

Health screenings including Pap smears. Additionally, women who have abnormal Pap smear results or
the presence of medical conditions like HPV can benefit from annual appointments to manage issues.

Menstruation

You can discuss things like the consistency of your menstruation, heaviness, any discomforting
symptoms, and any bleeding in between periods.

Sexual and Reproductive Health

Talk to your OB/GYN about concerns with your sexual health. S/he can help manage sexually
transmitted infections, infertility, pain during sex, birth control and any other areas you need help with.

Birth Control

An OB/GYN can also provide significant expertise when it comes to birth control. Technology is always
advancing in the medical field, and there might be new and better options available since your last
yearly appointment. Women using a prescription method of birth control, including pills, a shot, a patch,
IUDs, or a vaginal ring, should have this yearly exam.

Vaccinations

Your yearly OB/GYN appointment is also the perfect time to go over important vaccinations, such as for
the flu or pneumovax. Younger women should ask about the HPV vaccine at their very first visit, which
generally comes around age 18.
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Sources

Matich, T. (2018). Law Firm Billing: Ultimate Guide and Best Practices. Retrieved from
https://www.clio.com/blog/law-firm-billing/

Go Cardless. (2020). Advantages & disadvantages of invoices. Retrieved from

https://gocardless.com/guides/invoicing/advantages-and-disadvantages/

Gingerich, M. (2021). Top 7 Business Benefits of Having a Proper Billing System. Retrieved from
https://www.mikegingerich.com/blog/top-7-business-benefits-of-having-a-proper-billing-system/

Ward, S. (2021). How to Organize an Office Filing System. Retrieved from

https://www.thebalancesmb.com/master-your-filing-system-2947145

My MBA Guide. (2021). Filing – Meaning, Functions, Advantages, Essentials, Requirements. Retrieved
from https://mymbaguide.com/filing-meaning-functions-advantages-essentials-requirements/

Bowers, K. (2017). The Disadvantages of Manual Document Filing Processes. Retrieved from
https://blog.mesltd.ca/the-disadvantages-of-manual-document-filing-processes

Business Queensland. (2021). Electronic and manual record keeping. Retrieved from
https://www.business.qld.gov.au/running-business/finances-cash-flow/records/electronic-manual

Condie, N. (2019). The Complete Guide To Your First OB/GYN Appointment. Retrieved from
https://www.cvwomenscenter.com/blog/first-obgyn-appointment/

Victoria Advocate. (2018). 10 important reasons to visit the OB/GYN. Retrieved from
https://www.victoriaadvocate.com/10-important-reasons-to-visit-the-ob-gyn/article_bec340c0-081c-
5ead-a4d7-b8fbf919caf1.html

Rever Health. (2018). 6 Reasons to Visit Your OB/GYN Each Year. Retrieved from
https://reverehealth.com/live-better/6-reasons-to-visit-your-ob-gyn-each-year/