A client was encountering issues with their existing billing system. Their fee earners and accounts team were wasting significant time at the conclusion of fixed fee PI cases.
Essentially the record of fees incurred i.e. disbursements was rarely accurate and often missing key information such as the value, invoice reference number and often the invoice itself was either missing from the case history or was very time consuming to find.
We developed an entirely new system so that when fee earners came to billing cases, the system would check to see which correspondents had been instructed. Those that had been instructed would require 3 pieces of information before the bill could be produced.
3.The invoice itself
We also ensured that if the case was worked correctly i.e. the information was dragged into the case and labelled correctly then when the user got to the billing stage there would be no issues as the data would already have been filled in. The incoming mail would now prompt for the fee amount and reference as well as storing the invoice correctly on the case.
The benefit of this solution is that it saved everyone significant time as if the case was worked correctly from the start it would take no additional time for the fee earner to complete the billing screen when they came to bill the case. It would be in fact easier as the system automatically generated the bill based on the damages value, would insert the disbursement values and then would automatically add all of the disbursement invoices into the bill so one complete document was produced automatically.
Furthermore when the accounts team came to review the case at a later stage with a view to paying out the disbursements, all of the information would be in one central screen, they would even be able to view the invoices by pressing the button on that screen.
Automated Case Creation – Conveyancing
The creation and setup of cases for conveyancing was taking significant amounts of time, with the fee earners taking details on paper and then transferring them into the system, before then generating the initial paper work and sending the documentation out.
Furthermore the bulk of this data was already being obtained electronically from the client at the initial enquiry stage.
The data was already being entered into the clients website the vast majority of the time to provide the client with an initial quote. In these instances where the client accepted the quote online, the data would automatically be pulled into the proclaim system, instantly creating a new case.
In instances where the client provided the instructions outside of the website the information was recorded into a spreadsheet (as the proclaim system was not always accessible when taking instructions) this spreadsheet was then to an email address which allowed proclaim to import the data and create the case automatically.
Once the case was created, the initial documents would be generated by the system and either emailed to the client or sent to the printer. All of this is done automatically without any user intervention. At this point tasks would be automatically setup to remind the fee earner at the relevant next stages and text messages were automatically sent to the client periodically chasing the return of the initial documentation.
Almost the entire process was eventually automated which saved the fee earners hours of admin work on a daily basis, freeing them up to focus on more complex matters and allowing them to manage more cases.
Satisfied Client Stories
“Prior to their (Legal Practice Support) involvement we had little to no reporting and what we did have was generally manually accumulated data on spreadsheets. Since Legal Practice Support began enhancing our system they have enabled us to receive key management information as and when required, which allows us to evaluate key areas of the business, as well as provide overviews of fee earners case progression and their performance amongst other things.”
“We have had the out of the box Proclaim system for many years and whilst we were content with its performance it wasn’t until we utilised the services of Legal Practice Support to help streamline and automate our workflows that we really saw its potential to save time and money by maximising the efficiency of our workflows.”
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