In the modern legal environment, efficient electronic billing (eBilling) is crucial for the smooth operation of both legal teams and accounting departments. Ensuring that the accounting department has all the necessary information from the attorney's office is vital for timely eBill submissions and prompt payments. However, when lead attorneys are preoccupied or fail to respond to requests, the flow of information can be disrupted, leading to delays. To prevent such issues, it is often necessary to collaborate closely with the attorney's secretary. Here’s a detailed look at the critical information billers need from the attorney’s secretary and why it’s essential for successful eBilling.

Key Information Needed from the Attorney’s Secretary

1. Accrual Information

   • Purpose: Accrual information helps the accounting department estimate how much the attorney plans to bill for the current period.

   • Details Required: Expected billable hours, anticipated expenses, and any outstanding tasks that may incur additional costs.

   • Why It Matters: Accurate accruals ensure that the financial records reflect the true financial position of the firm, aiding in financial planning and management.

2. Discounts and Special Rates

   • Purpose: Understanding any special pricing agreements or discounts that the attorney has offered to the client is essential for accurate billing.

   • Details Required: Specific terms of the discounts, duration, and conditions under which they apply.

   • Why It Matters: This ensures that the billing department applies the correct rates, maintaining client trust and compliance with agreed terms.

3. Matter Information

   • Purpose: Comprehensive matter information is necessary to prepare and submit bills to clients through their eBilling systems.

   • Details Required: Case or matter numbers, descriptions, key activities performed, and associated client details.

   • Why It Matters: Detailed matter information ensures bills are correctly categorized and easily understood by the client, reducing the likelihood of disputes or delays in payment.

4. Key Contact Information and Billing Guidelines

   • Purpose: Access to the latest contact information and billing guidelines is critical for accurate and efficient communication and billing.

   • Details Required: Updated contact details of client representatives, and any specific billing instructions or requirements.

   • Why It Matters: Adhering to client-specific billing guidelines helps in preventing rejected bills and ensures adherence to agreed-upon protocols.

The Role of the Attorney’s Secretary

The attorney’s secretary plays a pivotal role in bridging the gap between the legal team and the accounting department. They are often the first point of contact for billers seeking the necessary information for eBilling. Here’s how they contribute:

• Providing Timely Accruals: Secretaries can offer preliminary accrual data, which helps in anticipating the total billable amount for a period. This proactive sharing of information keeps the accounting department ahead of potential delays.

• Clarifying Discounts and Special Rates: Secretaries can quickly confirm the specifics of any discounts or special rates, ensuring that the billing reflects the agreed terms.

• Updating Matter Information: By maintaining up-to-date records of all active matters and their specifics, secretaries ensure that the billing process is smooth and accurate.

• Sharing Key Contacts and Guidelines: Secretaries often manage the most recent client contact lists and any unique billing guidelines, ensuring that all communications and submissions are correctly directed and formatted.

Collaboration is Key

Effective eBilling relies on seamless collaboration between the legal and accounting departments. Secretaries are not performing accounting tasks but are crucial in providing the information needed to complete these tasks accurately and on time. By working together, both teams can ensure that billing is processed efficiently, reducing delays in submissions and payments.

Conclusion

The success of eBilling hinges on the timely exchange of accurate information between the legal team and the accounting department. Secretaries, with their close proximity to attorneys and detailed knowledge of ongoing matters, are invaluable in this process. By recognizing the importance of their role and fostering a collaborative environment, legal and accounting teams can work together more effectively, ensuring smooth and timely eBilling, and ultimately contributing to the financial health and operational efficiency of the firm. Contact Smart eBill Team at info@smartebillteam.com for a one hour secretary training to make sure your firm is up to speed.