The role
You will be supporting the London billing team in issuing bills by performing various tasks to ensure successful issuance and payment. We have a monthly target across London. Your focus will be on specific clients to enhance the billing process by ensuring all relevant client-specific requirements are met, enabling accurate billing from the start.
Our strength comes from our teamwork and working together as a highly talented and collaborative team.
Who you will work with
The billing function in London supports all partners in the London office and assists with the management of their work in progress with the purpose of drafting and issuing bills. You will be liaising with Partners, Managing Associates, Practice Assistants, as well as working alongside Billing Advisors and our Warsaw Billing Assistants and to a lesser extent the eBilling Team and our Delhi Finance Team.
What you will be responsible for
The purpose of this role is to manage the work in progress for your specific clients/Partners and support the partners and the billing team within the London Office. The role is extremely busy, and you will be required to adhere to firm policies and procedures. You need to be able to work independently as well as part of a team and be able to work to tight deadlines.
What you will do
Support and guidance to Partners
As you will be responsible for specific clients as well as an allocation of Partners, you need to be able to prioritise your workload effectively and be able to interpret various instructions. You will find you have exceptionally busy periods, particularly the last week of each month, quarter ends and year end, when overtime will be expected in accordance with our overtime policy.
Operational Activities
- Partner/ Managing Associate Billing Meetings where required
- Ensuring new matters are set up in line with client agreements
- Conducting finance review and input stages in Intapp
- Ensuring bills are prepared in accordance with client agreements and the firms processes
- Amending, authorising, finalising and emailing bills
- Collating documentation to go with bills
- Monitoring and actioning requests received via email
- Day-to-day billing support of the Partners
- Updating information within GPMS/Intapp
- Interacting with Partners, Fee Earners and Practice Assistants
- Chase outstanding draft bills (to include outstanding timesheets)
- Producing periodic reports
- Ad-hoc queries
- Escalation of issues/problems
Tasks
- Amend attachments/breakdowns (transfers / time splits) as part of the billing process
- Prepare Matter Review Reports and Matching Excel Reports
- Prepare pre bill guides / draft invoices / breakdowns
- Amend pre bill / draft invoices / breakdowns
- Update matters from ebilling validation report
- Reviewing, updating the WIP tool to assist and support billing forecasts in achieving monthly billing targets
- Deliver bills (including CC Worldwide bills) and ebills in the correct format
- PDF of bills
- Collating and filing all bill papers in the relevant network drive
- Time/costs transfers and write offs in accordance with the Clifford Chance policy
- Cancel invoices, produce credit notes and reissue bills (same day) where applicable
- Collating and filing cancelled bill papers and applicable credit notes in the relevant network drive
- Follow up with Partners/Managing Associates for drafts / settled bills
- Viewing detail within matter financials
- Liaise with offshore team on specific billing tasks
- Deliver a collaborative and pro-active approach in working with the collections team throughout the billing and collections process
Reports
- Run client specific reports via the Partner Dashboards
- Run and review open draft reports for your clients
- Run and review matching anticipated report for your clients
- Run and review pre bill time report for your clients
- Diarise to run specific pre bill guides and/or matter review reports
Report matter financials
- Time and costs on clock (identify standard rate and contract rate)
- Outstanding invoices (where applicable to billing process)
Intapp/Matter Maintenance
- Update/Map phases and tasks
- Add / Remove quoted fee detail
- Update rates, by either a rate set or applying project specific rates
- Update billing address, tax/zero rated, print formats, workflow person
- Matter discounts
- Update purchase order numbers, payable by info, client reference, cost number and any other info that is client specific
Escalation
- Providing timely and accurate feedback to the Client Centric Billing Manager
- Escalation of issues/problems/concerns to the Client Centric Billing Manager
- Assigning tasks to the Warsaw Billing Assistants (where applicable)
- Assisting with the identification of Client reporting requirements
- Various adhoc queries and problem solving