$599/mo + $1,500 hire
Hire Bob
Generates invoices, sends reminders with the right tone for the right client, reconciles payments, and surfaces overdue accounts before they age. The work nobody wants to do, done right.
Bob owns the billing cycle from the moment time entries are ready to the moment a payment hits the account. He knows which invoices are due, which clients pay on time, and which ones need a different approach on the follow-up. Partners never have to think about whether billing got done this week.
The work he takes off your team: the Monday morning invoice run that always gets pushed to Wednesday. The 30-day reminder that is carefully worded but awkward to send. The 90-day overdue account that nobody wants to call. The month-end reconciliation that reveals three payments that never got logged correctly. Bob handles all of it with appropriate firmness and no awkwardness, because he does not feel awkward.
He calibrates tone by client history. Long-standing clients who occasionally run late get a warmer follow-up than a new client on their first invoice. You set the escalation thresholds and tone guidelines during onboarding. Bob applies them consistently every time.
Three real examples. Invoice format, billing rates, and follow-up tone are all calibrated to your firm during onboarding.
| Date | Description | Hours | Rate | Amount |
|---|---|---|---|---|
| 11/10 | Title search review and counterparty research | 2.5 | $350 | $875.00 |
| 11/11 | Draft lease addendum review and markup | 3.0 | $350 | $1,050.00 |
| 11/12 | Sub-clause analysis: use restriction and subletting | 1.5 | $275 | $412.50 |
Hi Marcus,
Just a quick note: Invoice HR-2026-0804 for $4,200 (North Loop lease, Phase 1) has been outstanding for 30 days as of today. We want to make sure it did not get lost in the shuffle, especially given how much was going on during the Bracken Board meeting in October.
If the timing is inconvenient, we are happy to discuss a short-term arrangement. Otherwise, you can pay online here:
hartwellreed.lawpay.com/pay/HR-2026-0804
Let us know if you have any questions about the invoice or if anything needs clarification.
| Client | Invoice | Amount | Age | Action |
|---|---|---|---|---|
| Bracken Properties | HR-2026-0804 | $4,200 | 62 days | Escalated to Daniel |
| Loop Development LLC | HR-2026-0801 | $6,800 | 38 days | 2nd reminder sent |
| Riverside Holdings | HR-2026-0812 | $5,100 | 31 days | 1st reminder sent |
| Midwest Title Assoc. | HR-2026-0798 | $4,300 | 34 days | 1st reminder sent |
| Payments this week | 3 invoices cleared | $14,600 | N/A | Reconciled in QB |
Bob plugs into your billing software, payment processor, and CRM. No migration. Setup during the 14-day onboarding.
Bob learns your rate schedules, invoice format, and client-specific follow-up rules during a structured 14-day onboarding.
Bob connects to your billing software, CRM, and payment processor. You walk him through your rate schedule, invoice template, and any client-specific billing arrangements (contingency, flat fee, hybrid).
Bob generates invoices and drafts reminders for partner review before any of it goes out. You correct formatting, tone calibration, and rate application. Each round narrows the error rate.
Bob sends invoices and reminders directly. You review the weekly AR summary each Friday and flag any accounts that need a different approach. Escalation thresholds lock in.
Bob runs the billing cycle independently. The Friday AR summary keeps you informed without requiring you to actively manage it. The 30-day check-in is already on the calendar.
Yes. During onboarding, you provide the rate schedule for each timekeeper (partners, associates, paralegals, any fixed-fee arrangements). Bob applies the correct rate to each time entry before generating the invoice. If a time entry is ambiguous, he flags it for review rather than guessing.
Bob surfaces the dispute to the relevant partner with the original invoice, the client's message, and the relevant time entries attached. He does not negotiate on your behalf or offer credits. Once the partner decides how to respond, Bob drafts the reply for their approval and processes any approved adjustments in the billing system.
Yes, with an important caveat. Bob can manage retainer draw-down invoices and flag when a trust account needs replenishment, but any actual movement of trust funds goes through a review checkpoint before Bob takes action. Trust accounting compliance ultimately remains your responsibility, and Bob's workflow is designed with that in mind: he prepares, you approve.
Split billing instructions are configured during onboarding (e.g., "this matter is billed 60% to Client A and 40% to Client B"). Bob applies the split automatically on each invoice run. If the split changes or if a time entry is ambiguous, he flags it before generating the invoice.
You can designate individual clients as requiring escalated review. For those clients, Bob does not send any follow-up without partner sign-off first, regardless of how far past due the account is. He still generates the AR aging data and drafts the communication options, but you decide what gets sent and when.
Two weeks of guided setup. Running the full billing cycle unsupervised by day 14. Performance guaranteed for the first 90 days. If he does not meet standard, we replace him or refund the hiring fee.