AGENQUOIn this guide +
- The operating problem
- A practical system
- What to review
- Choosing software
- The outcome
The operating problem
Time is often lost twice: first when work is performed without being captured, then when the firm reconstructs it at the end of the month. Delayed entry weakens accuracy and makes billing preparation unnecessarily stressful.
A practical system
Each time entry should connect to the right client and matter, responsible professional, work date, duration, narrative and billing status. Keep the operational record separate from formal accounting where required.
Capture close to the work
Use a short daily routine rather than a monthly memory exercise. Draft entries may still require review before they become billable.
Review before billing
A controlled review should find missing narratives, duplicate entries, unapproved expenses and work that is outside the agreed billing arrangement. The system should flag; the authorised professional decides.
Track readiness, not just totals
Separate recorded, reviewed, ready to bill, invoiced and paid states. This reveals where value is waiting without pretending to replace the firm’s invoicing or accounting system.
What to review
- Active matters with recent activity but no recorded time.
- Draft entries awaiting review.
- Approved work not yet included in billing preparation.
- Recorded provisions and operational balances requiring reconciliation.
- Invoices or payments requiring an authorised follow-up.
Choosing software
Test whether time entry is quick on desktop and mobile, whether permissions match the firm’s responsibilities and whether records can be exported. Confirm any accounting, tax, trust-money or invoice requirements separately.
The outcome
A sound workflow makes billing preparation a controlled review of current records, not a forensic reconstruction of the previous month.