Workflow Templates: Billing and Invoicing Checklist

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Billing and Invoicing Checklist

Client Information Verification

Confirm the accuracy of the client’s full name and address

Verify the client’s billing preferences and any special billing arrangements

Ensure the client's contact information is up-to-date

Time and Expense Tracking

Review and approve all time entries for accuracy and proper categorization

Ensure all expenses are recorded and appropriately billed to clients

Regularly update timekeeping to prevent end-of-month billing crunch

Invoice Preparation

Generate detailed invoices that clearly describe services rendered

Apply any prepayments or credits available on the client’s account

Ensure that the invoice complates with the client's and firm's billing policies

Discounts and Adjustments

Review any discounts or adjustments to be applied prior to invoice finalization

Obtain necessary approvals for discounts or write-offs from authorized personnel

Document reasons for any adjustments for future reference

Invoice Review and Approval

Conduct a final review of the invoice for mathematical accuracy

Ensure compliance with the agreed billing schedule and deadlines

Obtain final approval from the responsible attorney or billing manager

Invoice Distribution

Send invoices to clients via their preferred method of delivery (email, postal mail, etc.)

Ensure that electronic invoices meet the technical requirements of the client

Maintain records of invoice distribution and follow-up on any delivery issues

Payment Processing and Follow-Up

Record payments received and reconcile with client accounts promptly

Send reminders or statements for overdue invoices according to firm policy

Handle client inquiries regarding invoices and facilitate resolution of any disputes

Use this template in Manifestly

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