What Happens in Electronic Format Stays in Electronic Format - think of it as the golden rule of content.
In law firms, perhaps one of the worst (or best?) examples of waste and needless expense is paper-based pre-billing. In this example, we create reams of printed paper for a review-and-comment cycle - and then we (gulp) archive the paper for a while. As a paper-based process, this takes longer and is less accurate than using an electronic format like PDF for pre-billing. And I would submit that PDF documents are the ideal way to handle the process.
Here’s why:
1) pre-billing data comes from the billing system so its entirely electronic to begin with. If you have information in electronic format, you never need to convert it to paper.
2) a collection of pre-bills can easily be combined or packaged by billing attorney, so you’re sure that all prebills are sent to the billing attorney and returned to the billing staff - in one nice neat bundle. Consider adding a check-box on each page of the bundle which the billing attorney would tick to show they’ve reviewed that page.
3) a pre-bill collection in PDF format is searchable. Billing staff and billing attorney now have the convenience of searching for invoice numbers, dates, and words. Imagine the benefit of simply searching to answer the question... "what did we say on the other bill? "
4) Typical PDF annotation tools are ideal for reviewing any type of content, including pre-bills. I encourage using the commenting tool because comments can quickly be summarized and reviewed by the billing staff when they receive the annotated pre-bill PDF files from the billing attorney.
5) If you’re using Acrobat X, consider using the SENDNOW feature which lets you track the progress of pre-bill review.
6) With PDF annotation tools for iPad, its now possible to do pre-bill review-and-comment from an iPad (while on the train / plane / cab / subway).
7) If you’re keen to archive pre-billing for a period of time, its obviously easier to store a record of changes in PDF format than paper.
This is just one example of “keeping it electronic” – and there are many more!
2 comments:
This is where the PCLaw software excels. There is an option for a "detailed" WIP which can be produced for each timekeeper or even firm wide. All time entries and fee entries in matters grouped under clients are listed in the work in progress. Such an easy and elegant database solution it is surprising that it isn't commonly found in other software. Pre-bills are better for a final vett of a bill before the account receivable is created in accounting.
As a consultant for Tabs3 for over 13 years I cannot tell you how many firms I visit that still print their prebills. With Tabs3, prebills or work-in-process reports can be printed to the screen using a number of criteria. Once on the screen the individual can drill down to each entry they would like to change, make the edit, and keep on trucking. If you were to print them in PDF format to place somewhere outside of the billing system ie: iPad, laptop, etc. you can still utilize the annotation features in Acrobat to make your corrections and send back to the billing person. This process, if invoked in my client offices alone, would save an entire forest in a short period of time!
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