Pitfall # 8 – Not Handling Client Advances Properly

In today’s difficult economic climate, cash flow and profitability for most law firms depend on a roster of clients who pre-pay (also known as client advances or retainers). However, from an accounting/bookkeeping perspective, law firm client advances (retainers) need special treatment and must be handled very carefully. While most other businesses deposit client advances in their business account, lawyers cannot do so that easily.

For attorneys, improper handling of retainers can result in disciplinary action. Time and again, attorneys are admonished for failing to handle funds properly. Client advances may need to be deposited in a trust account or in the firm operating account, a decision that must be made carefully because state rules vary and change from practice to practice.

Since client advances are debited as legal fees are earned, your legal billing software must track the remaining retainer balances at all times and invoices must correctly reflect balances.

The varied nature of client advances, an initial deposit to trust and/or operating account, and reducing balances as fees are earned can significantly complicate your back office operation if not handled systematically. Due to the uniqueness of client advances and the consequences of mishandling them, choose your legal billing software with this fundamental requirement in forefront rather than as an afterthought and you can avoid Pitfall # 8.

To see a more detailed presentation and learn how easy it is to account for advances if your billing system is set up properly, register for Easy Soft’s interactive webinar, How to Avoid Legal Billing Pitfalls. Learn how to evaluate systems that can streamline your back office operation for legal billing, trust account management and collections, and in turn, tighten state regulation compliance and improve your firm’s financial picture.

Pitfall #10 – Not Using Matter-Based Record-keeping

The ABCs of billing and accounting practices at law firms start with keeping all transactions details at a matter level rather than at the client level. Many service businesses perform multiple types of jobs for a customer and generate one invoice that covers everything. The same billing process does not work for law offices.

Law firms are usually required to keep each task (called “matter”) completely separate from other matters for the same client or other clients. For example, if client John Smith gives his attorney two assignments, one for a “divorce” and another for “will preparation,” the law firm must track time and expenses separately for Mr. Smith’s two matters. The same concept extends to generating invoices, handling client advances, etc. For law firms, matter-based recordkeeping is critical because it allows them to produce proper records easily in case of client inquires, billing disputes or state audits.

Whether your firm uses a manual billing system or legal billing software, make sure your recordkeeping is matter-based and you can avoid Pitfall #10. Stay tuned for Pitfall #9.

Register for Easy Soft’s interactive webinar, How to Avoid Legal Billing Pitfalls. Learn how to evaluate systems that can streamline your back office operation for legal billing, trust account management and collections, and in turn tighten state regulation compliance and improve your firm’s financial picture.