Missoula-based real estate, business, and litigation firm Worden Thane needed a better way to handle their billing process. Repetitive tasks like managing collections, follow-ups, and sending bills were completed manually or time-consumingly managed through Excel spreadsheets.
Dawn Donham, Legal Administrator at Worden Thane, selected BillingQ to bring automated Queues workflow to their billing process to streamline those repetitive manual processes by integrating directly with the firm’s financial management system, ProLaw. The result was reducing the number of days in their billing cycle and delivering better financial data to attorneys and staff.
“Before BillingQ, we would have a stack the size of a ream of paper where our LAA would have to go through and manually prepare emails based on the requirements of each individual client billing statement we sent out. Now those emailed bills are sent through automation.” BillingQ automated workflows save Worden Thane a week every month during their billing process and provide Dawn and her team with valuable insights for her firm to act on.
“I can take a particular attorney’s file and say, ‘ok, this associate hasn’t met budget yet for 2023 mid-year, and I think there’s a lot of A/R sitting out there. With BillingQ, I get an actual dollar number for each file they’ve worked on, and which attorney is responsible for that file, without doing a lot of extra leg work. I’ve generally had to painstakingly pull out this data through queries in ProLaw and detailing my findings in Excel spreadsheets. The Zebraworks platform pulls that out easily without the hassle of spreadsheets and queries.”
Notes and tasks have also become a core part of Worden Thane’s process: “Any notes that the firm gets from clients or attorneys on payments go into the BillingQ system,” says Dawn, creating a history available to all users. “Tasks get created in Zebraworks from those notes. For example, if I have a note to follow up with a client that was supposed to send a wire, then I put that as a task for my LAA to perform instead of having to do it myself. BillingQ has eliminated a lot of extra research and work on my part.”
Reduce Billing Cycle Time
BillingQ adds workflow to your financial management system, reducing the number of days in your billing cycle by automating redundant manual tasks. Free up staff time for higher-value projects and more effectively involve billing attorneys in the process.
Determine workflows at the firm, billing attorney, and client/matter level. Client communications, driven by email templates with merge fields, can be sent automatically and approved by accounting or the billing attorney.