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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
