The Billing Assistant supports the firm’s financial operations by preparing client invoices, monitoring payments, maintaining billing records, and assisting with financial reporting.

1. Client Billing & Invoicing

• Prepare and generate client invoices using the firm’s billing system (e.g. CoreMatter).

• Ensure all legal fees, disbursements, and GST are accurately reflected in invoices.

• Assist lawyers and paralegals in verifying billable items before issuing invoices.

2. Billing Records Management

• Maintain accurate records of billing, payments, and outstanding invoices.

• Update client billing information in the firm’s case management system.

• Ensure proper documentation and filing of invoices and billing reports.

3. Payment Monitoring

• Monitor client payments and update payment records in the system.

• Follow up on outstanding invoices and overdue payments with clients where necessary.

• Coordinate with lawyers regarding billing status and payment updates.

4. Financial Reporting

• Assist in preparing monthly billing summaries and revenue reports.

• Support preparation of basic accounting reports such as Profit & Loss summaries and billing reports.

• Provide billing data to the Accounts team for reconciliation.

5. Administrative Support

• Assist in preparing fee notes, disbursement records, and supporting documents.

• Maintain organised billing files and client financial records.

• Support the firm in ensuring billing compliance with internal policies.

6. Coordination with Legal Team

• Liaise with lawyers, paralegals, and administrative staff to ensure accurate billing.

• Assist with checking time entries and billable work recorded in the system.

• Ensure billing deadlines are met.

7. Compliance & Confidentiality

• Ensure strict confidentiality of client financial and legal information.

• Follow the firm’s policies on billing procedures and data protection.