Invoicing Software for Professionals

Who It's For

Law firms with 1-30 lawyers — Those who need to track hours per matter and client, manage different hourly rates by activity type and seniority, issue compliant invoices, and manage collections from slow-paying clients.

Accounting firms and tax consultants — Those managing peak periods with many simultaneous active matters, needing a system that lets collaborators record their hours without creating confusion.

Management, IT, and HR consultants — Those working on projects for multiple clients simultaneously who need to correctly allocate hours to understand the real profitability of each client.

Engineering and architecture firms — Those issuing invoices for construction supervision, design, and testing services with professionally regulated fees who need to document hours to justify amounts.

---

Problems It Solves

Unbilled hours from forgetfulness

The most common and costly problem: the professional makes a 30-minute call, answers three emails, attends a 2-hour meeting — and at month-end, when creating the invoice, remembers only half of these activities. A timesheet system allowing hour recording at the moment of delivery eliminates this structural loss.

Managing different rate structures

A structured firm has different hourly rates for partners, associates, and trainees; different rates by activity type (court hearing, document drafting, phone consultation); and customized agreements with certain clients (discounted rates, monthly spend caps, flat fees). Managing this in Excel inevitably leads to calculation errors and disputed invoices.

Manual invoice creation process

Creating an invoice at month-end means: collecting timesheets from collaborators, summing hours per matter, applying the right rates, calculating totals, adding out-of-pocket expenses, generating the PDF, sending it by email, entering it in the accounting system. A 1-2 hour process per complex invoice with high error probability. An automated system compresses this to 10-15 minutes.

Unmonitored outstanding receivables

Without a centralized view of receivables, it's hard to know which invoices are overdue, by how much, and which clients have slow payment patterns. A system of automatic staged reminders (gentle reminder at 7 days, formal reminder at 30 days, legal notice at 60 days) reduces average collection times by 40-50%.

---

Key Features

Timesheet from PC, smartphone, and browser

Real-time hour recording directly from the matter: the professional opens the matter record, clicks "start timer" and the system automatically tracks the duration. Alternative: manual hour entry at day-end with activity description. The mobile app allows recording from the courthouse, client's office, or car.

Customized rates and agreements per client/matter

Configuration of hourly rates by role, activity type, and client. Specific agreements like monthly flat fees, spend caps, percentage discounts on standard rates. The system automatically applies the correct rate to each time entry.

Automatic invoice generation

At month-end (or on demand), the system automatically aggregates all recorded hours by matter and client, applies configured rates, adds out-of-pocket expenses, calculates net amounts, applicable taxes, and VAT. The invoice is ready for review in seconds. With one click, it's converted to an electronic invoice and sent via the government exchange system.

Automatic reminders and receivables monitoring

Receivables dashboard: overdue invoices, amounts, days of delay, payment history per client. Configurable reminder workflow: first email reminder at 7 days, second at 30 days, third at 60 days with legal escalation. All reminders are documented with timestamps in the client file.

Profitability reports per client and matter

How much do you earn per billed hour on each client? Which type of matter is most profitable? Which collaborator generates the most value? The system automatically calculates profitability per client, matter, collaborator, and activity type.

---

Possible Integrations

• Electronic invoicing: native send/receive via government interchange system
• Accounting: export of open items to accounting software
• Client CRM: integration with CRM for relationship management
• Digital signatures: digital signatures on documents and invoices
• Calendar: sync with Google Calendar and Outlook to associate appointments with matters

---

Custom Software vs. Standard Solutions

Practice management software like Clio, MyCase, or PracticePanther covers standard needs. Limitations appear when you have specific internal approval workflows, want to integrate with an existing CRM or client portal, manage pricing logic not configurable in standard templates, or want clients to view matter status and invoices in a dedicated portal.

A custom solution is the right choice for firms with non-standard processes and organizational structures.

---

Timeline, Budget and Process

Timeline: A practice management system with timesheet, billing, and electronic invoicing is ready in 8-12 weeks. With client portal and advanced integrations, 14-18 weeks.

Budget: Projects start from approximately €10,000-15,000 for a basic solution. Complete solutions range from €20,000 to €45,000. No monthly fees.

Process: We start with a 2-hour analysis of your current workflows and rate schedule. We produce a navigable prototype before development.