Legal Cashiering

Posted 18.07.2019

Are you unhappy with your existing cashiering service or looking to reduce your overheads?

 

We offer legal cashiering services alongside our expert law costs drafting and processing services. Our accuracy rate is 99.76% and we are in business to give lawyers time to do the job they love whilst we take care of the rest.

Outsourcing your Legal Cashiering can have many rewards. You can save money, buying in services as and when needed, rather than paying a full time Legal Cashier. Also you can utilise holiday and sickness cover at no extra cost.

This is a service we offer which can run alongside the costs drafting process or can be a standalone offering.

 

The process

Validation phase

In the validation phase, it is essential to ensure that an Outsourced Legal Cashiering arrangement is practical.

IT Systems

Examine your IT systems to ensure that the Legal Cashier can access them. Questions to consider include:

  • How are your systems hosted? Are they server based or cloud?
  • If cloud hosted, will the Legal Cashier have access to a remote desktop? Or a direct link to the Practice Management Software?
  • If server hosted, can a VPN be set up for the Legal Cashier? Will an accounts desktop be required for remote access?

Workflows

How will payment requests and financial information be communicated to the Legal Cashier?

  • Will there be a central point of contact such as a secretary or administrator to forward information onwards? Or will individual fee earners make requests directly?
  • Will you use payment request forms/chits? Does the Practice Management System have the facility to do this electronically?
  • How will documents be stored? Will there be a shared workspace?
  • How will financial information requests be forwarded? Will they be emailed? Will an App be utilised such as Receipt Bank or Concur?

It is important to remember that financial records will need to be stored and maintained in the Legal Practice still, subject to SRA or HMRC inspection. Also practices subject to a Client Account Audit will need information onsite for inspection.

Due diligence phase

The due diligence phase should identify possible vendors and establish that they are capable of providing a high quality service.

Business continuity

It is important to establish that the vendor has a full Business Continuity Plan and insurance in place to assist with disasters or emergencies.

  • In the event of a key person falling ill, what is the back up plan?
  • In the event of the vendor having an IT failure, what is the back up plan?
  • Does the vendor hold professional indemnity insurance?

Experience

Establish that the vendor has experience in providing Outsourced Legal Cashiering services and that they are suitably qualified to meet your requirements.

  • Will you have access to the same Legal Cashier each day?
  • Who will cover for sickness or absences?
  • Are all members of staff suitably qualified? Are they members of the ILFM?
  • Do members of staff undertake CIPD to maintain knowledge?

Compliance phase

Once your IT systems, workflows and initial due diligence have been verified and you are ready for vendor selection, it is essential to ensure compliance with the SRA handbook.

Confidentiality

You should ensure that vendors have a robust confidentiality process in place and that clients’ confidential information will be protected per indicative behaviour 4.3 in the code.

  • How does the vendor ensure confidentiality? Is this is staff or contractor agreements?
  • Is there a standard Non Disclosure Agreement or Confidentiality Agreement for the vendor?

Inform your clients

Client consent will be required to share necessary financial documentation with the Outsourced Legal Cashier per outcome 4.1 of the code. This maybe included in client care letters or terms of

business. But clients must have the ability to decline consent. This could be included in the terms of business as “if you are not happy with this, please contact us to discuss your options”.

 

Management

Per outcome 7.10 of the code of conduct, solicitors must per any outsourcing agreement:

  • ensure their ability to comply with their regulatory arrangements is not compromised;
  • ensure the SRA’s ability to monitor that compliance is not compromised; and
  • ensure their obligations to their clients are not affected.

 

How do we charge?

Step 1 – Free assessment

We will visit your office, discuss your needs and where you want the cashiering services to be

Step 2 – Quotation

We will then provide you with a no obligation quote which can be either a monthly retainer based fee or hourly rate options.

 

Can we price match? 

In most cases we can price match. Our fees are very competitive.

 

How do I contact you for a quote? 

For more information, please contact Rebecca Bidwell on 03333 441 654 or email

services@bidwellhenderson.co.uk

Danielle Conaghan - Edwards Duthie Solicitors

Abbie Huxley - Burke Niazi Solicitors

Their service is professional, efficient, accurate and they turn our files around quickly. The Admin, accounts and cost draftsman team are all friendly and knowledgeable.
I would not hesitate to recommend Bidwell Henderson to anyone in the legal profession, they have always gone the extra mile on all of our cases both standard and complex to help expedite our bill payment.

Heidi Murphy, KK Law

As one of our key strategic partners we have found Bidwell Henderson to be a very forward thinking and highly professional law costs drafting firm. They should be commended on their continual investment in staff training, quality controls and GDPR principles.

Specialising in billing through Tikit P4W they fit with our services portfolio perfectly. They consistently hit the mark first time – demonstrating the quality of their work and professionalism of their team, whilst more importantly improving client cashflow.

Gary Shaw, Accesspoint Legal

The Bidwell Henderson team are an absolute pleasure to deal with as they are all so helpful and accommodating and deliver client focused services to suit business needs.

In addition to providing an efficient, tailored and exceptionally pro-active service – they strike the perfect balance of friendly and professional.

Kelly Pashley-Handford, Spencers Solicitors

I have always found their managers and draftsmen to have detailed knowledge of current costs’ law, our case management system and to be knowledgeable and personable.
The managers Ann Henderson and Rebecca Bidwell are always on hand to support their cost draftsmen, and their strategic knowledge of how to manage the Legal Aid Agency costing process is invaluable and impressive.

Deborah Piccos, TV Edwards Solicitors