How quickly can THC place a legal billing VA?
Most matching begins after a 15-minute strategy call and a documented scope. THC typically presents a match within 48 hours, subject to the required experience, working hours and system needs.
Legal virtual assistants
Billing administration and collection cadence
Legal Billing and Accounts Receivable Support
Move approved time into accurate invoices and give every outstanding balance a documented follow-up cadence without putting lawyers on collection administration.
The role prepares the billing process around attorney approvals, client guidelines and trust-account boundaries. It improves administrative discipline without making accounting, legal or settlement decisions.
Who this role is for
A defined owner for recurring work
- Firms that reconstruct time at month end
- Practices with invoices delayed after work is completed
- Teams whose AR aging report is reviewed inconsistently
- Firms with client-specific billing rules and rejected invoice rework
Signals the workflow needs an owner
- Draft bills wait days or weeks for review
- Narratives, matter codes or time entries are incomplete
- Statements go out on different dates each month
- Past-due balances lack a last contact and next action
- Fee disputes and payment arrangements are not routed consistently
Buyer decision summary
When should a business choose a legal billing and accounts receivable support from THC?
Choose THC when the work needs one accountable owner and you want matching, onboarding support, performance review and continuity planning included around the role.
- Best for
- Move approved time into accurate invoices and give every outstanding balance a documented follow-up cadence without putting lawyers on collection administration.
- Operating model
- One dedicated virtual assistant supported by a THC Client Manager, not a rotating task queue.
- Starting price
- $700 per month for up to 20 hours per week
- Matching
- THC targets an initial match within 48 hours when the required combination is available on the bench. Specialized requirements can take longer and are confirmed after role review.
- Client responsibility
- The VA does not set rates, alter trust balances, approve write-offs, negotiate disputed fees, give legal advice or make accounting decisions reserved for the firm and its professionals.
Review the supporting facts and anonymized engagements in the THC evidence and claims register.
Responsibilities and operating scope
The role is built around a queue, service standard, documentation rule and escalation path. It is not an unbounded list of miscellaneous tasks.
Audit time-entry completeness against the firm's administrative checklist
Prepare draft bills by matter, attorney and billing cycle
Apply approved formats, task codes and client billing guidelines
Route pre-bills for attorney review and record requested corrections
Send approved invoices and statements through permitted channels
Maintain AR aging notes, last contact and promised payment dates
Send approved reminder sequences by aging bucket
Prepare exception reports for disputes, failed payments and balances requiring attorney action
How the work moves
- 01
Prepare
Pull the billing cycle, flag missing entries and assemble draft invoices using approved rates and guidelines.
- 02
Approve
Route pre-bills to the designated attorney or administrator and track every correction to completion.
- 03
Deliver
Send only approved invoices, record delivery status and resolve administrative rejections.
- 04
Work aging
Follow the approved contact cadence, document promises and route disputes or exceptions to firm leadership.
Inputs from the client
- Approved rates, billing cycles and client guidelines
- Attorney time and expense entries
- Invoice approval matrix
- Collection language and aging cadence
- Trust, write-off and payment-plan boundaries
Handoffs and approvals
- Attorneys approve substantive narratives and final bills
- Write-offs, discounts, fee disputes and payment plans require authorized approval
- Trust accounting activity follows the firm's controlled process
- Legal collection action stays with qualified firm personnel
Systems and tools
- Clio Manage, MyCase, Smokeball or firm billing system
- LawPay, Clio Payments or approved payment portal
- Accounting system and secure document delivery
- AR aging and exception reports
KPIs that reveal operating health
The starting scorecard is agreed during onboarding and adjusted to the client's baseline, volume and control requirements.
- Days from period close to approved invoice delivery
- Percent of time entries complete by cutoff
- Invoice rejection and correction rate
- AR aging by 30, 60 and 90 day bucket
- Past-due accounts with a documented next action
Scope boundary: The VA does not set rates, alter trust balances, approve write-offs, negotiate disputed fees, give legal advice or make accounting decisions reserved for the firm and its professionals.
Relevant client engagement
A solo attorney
- problem
- The attorney was spending more than 20 hours each week on intake follow-up, scheduling, document administration and other recurring legal administration.
- delegated
- Client intake, calendar coordination, matter administration, billing support and accounts receivable follow-up.
- implementation
- The same dedicated VA has provided administrative legal support for at least two years, following attorney-approved procedures and escalating substantive questions to the attorney.
- result
- The existing published anonymized engagement result reports more than 18 hours of administrative time recovered each week. No role-specific financial result was recorded.
- timeframe
- The published anonymized engagement has continued with the same dedicated VA for at least two years.
Results from an anonymized client engagement. The client's identity is withheld for confidentiality.
Onboarding, management and continuity
THC maps volume, permissions, working hours, service levels and exceptions before access is granted. The client approves the match, supplies procedures and reviews early work. The Client Manager supports onboarding, KPI reviews, issue resolution and continuity planning. Process documentation is kept current so coverage or replacement does not require rebuilding the role from memory.
Choose the staffing model you want to manage
| Model | Best fit | Operating tradeoff |
|---|---|---|
| THC managed VA | A team that wants a dedicated role owner plus matching, Client Manager support, documented onboarding and continuity planning. | The client still owns policies, approvals, permissions and professional decisions. Plans start at $700 per month. |
| Independent freelancer | A team ready to source, assess, train, supervise and arrange backup coverage directly. | The client carries recruiting, quality management and continuity risk. |
| Local employee | Work requiring physical presence, local employment or broad onsite responsibilities. | The employer carries salary, benefits, recruiting, workspace, leave coverage and replacement. |
| Rotating service | Simple transactions where relationship context and accumulated workflow knowledge matter less. | Rotation can weaken ownership, exception handling and continuity across a multi-step process. |
Frequently asked questions
Is the assistant dedicated to our account?
Yes. The role is assigned to your account and learns your procedures, systems, priorities and exception patterns. It is not a rotating task queue.
Who manages quality and continuity?
The client owns business rules and approvals. A THC Client Manager supports onboarding, performance reviews, issue resolution, documentation and continuity planning.
What is outside the legal billing VA scope?
The VA administers the firm-approved billing and follow-up process. Attorneys and authorized finance personnel approve invoices, rates, write-offs, trust activity, disputes and collection decisions.
How does pricing work?
Plans start at $700 per month. Final pricing depends on approved hours and role requirements, not a fee for every individual task. THC confirms scope before matching begins.
See whether this role fits your workflow.
Tell us what is waiting, who owns it now, your systems, volume, working hours and approval rules.
After you submit, THC reviews the workflow, confirms scope and pricing, and schedules a fit conversation. If the role is appropriate, matching begins against the skills and hours you approved.
Discuss This Role