Free Checklist Templates for Billing

Billing

OR

Accounts Receivable Checklist

Client Billing Setup

Verify client identity and CIP documentation

Capture the executed advisory agreement

Configure the client in the billing system

Confirm fee debit authorization at the custodian

Fee Calculation and Invoicing

Pull period-end AUM from the custodian feed

Run the quarterly fee calculation

Review the fee proof report

Submit fee debits to the custodian

Deliver fee invoices and disclosures to clients

Cash Application and Reconciliation

Confirm custodian fee receipts settled

Post direct-bill ACH and check receipts

Reconcile fee revenue to the operating account

Document any fee-billing errors in the error log

Aging and Collections

Generate the AR aging report

Send the 30-day past-due reminder

Place a verbal call on 60-day past-due accounts

Recommend write-off or termination on 90+ day balances

Reporting and Sign-Off

Prepare the monthly AR dashboard for management

Review fee yield against the firm benchmark

Capture CFO sign-off on the close

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Agency Invoicing Checklist

Pre-Invoice Reconciliation

Pull the job number and signed SOW

Reconcile timesheets for the billing period

Verify pass-through vendor invoices

Confirm change orders are countersigned

Invoice Drafting

Build line items per the billing structure

Apply agency mark-up on pass-throughs

Calculate sales tax by client jurisdiction

Attach backup documentation

Internal Review and Approval

Account Director reviews the draft invoice

Revise invoice per AD feedback

Finance verifies WIP and revenue recognition

Issue Invoice to Client

Match invoice to the client PO number

Submit invoice through the client AP portal

Log the invoice in Workamajig

Collections and Reconciliation

Monitor the 30-day aging report

Send Net-30 follow-up to client AP

Escalate to AD for a collections call

Apply received payment in the GL

Close the job and archive backup

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Billing and Invoicing Checklist

Matter and Client Setup Review

Confirm the matter is in active billing status

Verify the fee agreement on file

Update client billing contacts and delivery preferences

Time and Expense Capture

Chase missing time entries from timekeepers

Post advanced costs and disbursements

Apply UTBMS task and activity codes

Pre-Bill Review

Generate the pre-bill for each matter

Edit narratives and time entries

Decide on write-offs and discounts

Get managing partner approval on the write-off

Trust Account Application

Pull each matter's IOLTA balance

Notify client before disbursing from trust

Request evergreen retainer replenishment

Invoice Finalization and Delivery

Finalize the invoice in the PMS

Confirm the client's delivery channel

Export and submit the LEDES file

Send the invoice to the client

Payment, Collections, and Close

Record payments and apply to the matter

Run the AR aging report

Send collection notice on overdue invoices

Complete the three-way trust reconciliation

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Billing Process Checklist

Customer and Contract Review

Verify the customer record in QBO

Review the engagement letter billing terms

Confirm the billing schedule for the period

Invoice Preparation and Approval

Pull billable hours and expenses for the period

Generate the invoice in QuickBooks Online

Tie invoice line items to the WIP report

Route the invoice for partner approval

Revise the invoice per partner notes

Invoice Distribution

Send the invoice through the client portal

Email the AP contact with the invoice link

Log the send date in the billing tracker

Payment Processing and Reconciliation

Apply ACH and check payments to invoices

Reconcile deposits against the bank feed

Flag payment discrepancies for review

Investigate and resolve the discrepancy

Follow-Up and Collections

Send a reminder at 7 days past due

Call the AP contact at 30 days past due

Decide on collections escalation

Refer the account to outside collections

Reporting and Analysis

Run the A/R aging report

Tie A/R aging to the GL receivables balance

Calculate DSO for the period

Close out the billing cycle with partner sign-off

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Law Firm Expense Reporting Checklist

Pre-Submission Review

Confirm policy caps and per-diem limits

Classify each line as hard cost or soft cost

Verify the 30-day submission window

Receipts and Documentation

Attach itemized receipts for every line

Record business purpose and attendees for meals

Log mileage at the current IRS rate

Matter Coding and Categorization

Assign each line to a client matter number

Code expenses to the chart of accounts

Reconcile against the firm credit-card feed

Approval Workflow

Route to the responsible attorney for first review

Address markups and resubmit

Obtain managing partner sign-off

Reimbursement and Posting

Confirm the reimbursement method

Post advanced client costs to the matter ledger

Verify retainer funds before drawing on trust

Issue the reimbursement payment

Records and Audit Trail

File the report in the DMS under the matter

Reconcile reimbursements to the operating account

Assemble the audit pack on request

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Monthly Client Billing Checklist

Pre-Bill Preparation

Close prior-month time entries in the PMS

Reconcile advanced costs and disbursements

Generate pre-bills for all open matters

Attorney Pre-Bill Review

Distribute pre-bills to responsible attorneys

Edit time-entry narratives and write-downs

Escalate held matters to managing partner

Confirm fee-arrangement compliance per matter

Invoice Generation and Delivery

Generate final invoices from approved pre-bills

Verify retainer balance against invoice amount

Send replenishment request to client

Deliver invoices via client-preferred channel

Trust Account Application

Transfer earned fees from IOLTA to operating

Update individual client trust ledgers

Run three-way trust reconciliation

Payment Tracking and Collections

Record payments received against invoices

Run the AR aging report at 30 days

Send first collection reminder to delinquent clients

Escalate 60+ day balances to responsible attorney

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