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    Law Firm Invoice Alchemy: Transforming Legal Billing Details into Client Delight

    Law Firm Invoice Alchemy Transforming Legal Billing Details into Client Delight

      You might not think of billing as a way to delight your clients, but it’s time to give it a bit of a rethink. 

      It’s not only that invoices that have your logo are three times more likely to be paid, but just imagine how a detailed (but not jargony) and consistent invoice can help you achieve your goal of being paid regularly and avoiding client disputes.   

      Take a look and start to check off all these boxes of “invoice delight” in these three areas: 

      • The invoice 
      • Client communication 
      • The right tech tools   

      The invoice tells a story 

      An invoice, though simple, tells a story—in two parts—about (1) your brand and (2) the value delivered. In short, it has to share who you are and clearly describe the work you do.  

      Here are some tips to help it tell a story. Check off these boxes, one by one, to up your invoice game. 


      Consistent use of elements like logos and color can increase brand recognition by 80%.  

      Pick an invoice template incorporating your law firm’s colors, fonts, and logo and customize it with your brand assets. You can further adjust your invoice to different practice areas and client groups to provide a recognizable but tailored invoice experience.  

      No jargon. Accessible!  

      For many clients, hiring a lawyer is a major expense. As much as possible, your invoices should help them monitor it. This means using natural language rather than overusing legal jargon.  

      It’s easy to accomplish that with the help of the right tech. A legal-specific time-tracker will allow you to label your tasks while they’re in progress. This description can automatically be exported to invoices, reducing your mental load.  

      Case in point: Writing “research” when tracking time will not help clients understand your work. Rather, write “case research on Flynn v Grimes for Saturday hearing.” Follow the formula below for task description success:    

      • Task (i.e. witness interview)   
      • For/to 
      • The end goal 

      Here’s how this format can work in practice:  

      • Client intake call for (case) 
      • Write motion for (trial) 
      • Trial preparation for (Tuesday hearing) 
      • Research to uncover new witness 
      • Witness interview for ___ case 


      Demystifying the Billable Hour: How to Right-Size Your Rates

      With prices rising so much over the last year (global inflation is forecasted at 8.8% in 2022), it’s the right time to look at your current rates and see if you’re charging enough to remain profitable.

      Don’t compromise on legal detail  

      If you’re using the Legal Electronic Data Exchange Standard (LEDES), you’ll need those codes in an invoice for certain clients. These codes need to be precisely applied, so make sure your legal billing software has the option to enter LEDES codes as you record time. That way, it automatically appears on invoices.  

      Add convenience at every step 

      If your clients are reading your invoices, they’re already engaged in the complex mental calculus that is settling a bill. Make it convenient to go from outstanding to paid. Your invoices should detail payment options and a link to your online payment processor 

      Consider sending your invoices via a client portal rather than simply emailing them. Client portals allow your clients to keep all relevant documents in one place, including invoices. No searching inboxes means less frustration (and that’s a magical thing!).  

      Transparent communication 

      Beyond the content of the invoice, even more important is how you communicate with clients to foster transparency, trust, and delight through regular invoicing.   

      Real-time updates 

      Rather than wait until clients receive an invoice or bill, provide real-time or near real-time updates on project progress so they’re in the loop continuously. Taking the time to update clients makes all those billing details—and the value they represent—all the clearer to clients.  

      The key is to make these updates manageable, though. Your client portal can be a big asset here, as it helps you avoid spamming your clients with emails. However, client communication preferences vary. During the intake process, ask if they prefer email, client portal, text message, or in-person communication for updates.  

      Send more bills, not fewer 

      For cost-aware clients with whom you regularly work, send invoices at a faster cadence (try weekly). Smaller bills are less likely to overwhelm. Clients can keep close track of what happened that week.  

      Whatever billing cadence you establish, make sure you establish a regular routine—down to the day of the week, so that clients can expect to review an invoice on the day and time you choose, such as the last Friday morning of every month.  

      Solicit feedback for continuous improvement 

      We’re none of us perfect! The fact is that even the best-run law firms need to adjust their processes occasionally. And the most effective way to do that is to get feedback from clients.  

      Your clients may be used to inquiries about legal services, but consider asking them about your billing and invoicing processes. Are invoices clear? Would more (or less) detail improve their understanding of bills?  

      Technology's role: Facilitate easier payment processes all around 

      The best technology should work behind the scenes, allowing you to improve processes and impress clients without heavy lifting. This is especially true when you’re dealing with invoices and payments.   

      Automation features that save time 

      Hear us out on this one. Is automated billing and payments exciting to your clients? Do they care what batch billing is? Do they want to learn more about automatic time tracking 

      The answer is no. Probably not. But what they do care about is the extra time you will have to work on their matters and answer their questions. And with automation, you get loads of time back every month. Consider the following options:  

      • Automatic time tracking that records time in the background, letting you focus more on actual legal work and less on tracking it
      • Automatic invoice creation that pulls time tracked and turns it into invoices that just need to be reviewed for accuracy
      • Batch billing that generates multiple invoices with just a few clicks
      • Automated payment and retainer replenishment that keep clients up to date on their bills with no extra effort 

      Give clients easy pay options 

      Increasingly, clients want to pay with credit or debit cards rather than checks. Some are more likely to pay on time if they’re given the option of payment plans. Others may want to set up automatic payments so they don’t have to think about paying at all.  

      The key for you is to give them as many options as possible so you increase the likelihood of getting paid. 

      Spark client delight with Rocket Matter 

      Customized invoices, regular client communication, and robust legal-specific software are the perfect 1-2-3 combo to spark client delight through invoicing. 

      All of those tools are made easily available when you start with Rocket Matter. Start clicking off that checklist today on your way to boosting client success. To see Rocket Matter in action, schedule a demo today.

      Demystifying the Billable Hour: How to Right-Size Your Rates

      With prices rising so much over the last year (global inflation is forecasted at 8.8% in 2022), it’s the right time to look at your current rates and see if you’re charging enough to remain profitable.

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