Legal ✦ Billing ✦ Dedicated

Legal billing
administrator

Time entries chased before they are forgotten, disbursements captured, draft bills prepared for the fee earner's review and debtors followed up on a real cadence — the difference between billing what you did and billing what you remembered.

Book my 30-minute call →or run the numbers for your role →
Looking for this kind of work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
Time captureChased weekly, not monthly
~2 wksBrief → first day

Unrecorded time is the most expensive habit in a law firm

Every firm loses money the same way. A fee earner does forty minutes of work, means to record it, and does not. By month-end the detail is gone, so it is either estimated down or dropped. Disbursements go the same way — a search fee, a courier, a filing charge nobody captured.

Then bills go out late, because preparing them is a chore, and debtors are chased inconsistently because nobody owns it.

A dedicated billing administrator owns the whole cycle. Time chased weekly while memory is fresh, disbursements captured as they happen, bills prepared on schedule and debtors worked to a cadence. It is the most directly measurable offshore role in a firm.

What they run

  • Time entry chasing — Fee earners chased weekly against expected hours, with unrecorded gaps surfaced while the work is still recent.
  • Disbursement capture — Searches, filing fees, couriers, counsel fees and expenses recorded against the matter as they occur rather than reconstructed later.
  • Draft bill preparation — Bills prepared from the ledger to your format, narratives tidied, ready for the fee earner to review and approve.
  • WIP reporting — Work in progress by matter and fee earner reported weekly, so unbilled work is visible rather than discovered.
  • Debtor follow-up — Outstanding accounts chased on a fixed schedule, with the trail documented if it escalates.
  • Costs agreement tracking — Estimates against actuals monitored, so a matter exceeding its estimate is flagged before the client is surprised.
  • Matter budget reporting — Where a matter has a budget, burn tracked and reported to the fee earner.

Trust accounting — a hard line

Legal trust accounting is strictly regulated and audited in every Australian state. No offshore team member touches it, has access to it, or is involved in any transaction on it. This is not a risk-appetite question.

  • Trust accountsNo access, no transactions, no reconciliation involvement. Trust accounting stays with your authorised staff under your regulator's rules.
  • Bill approvalDraft bills are prepared. The fee earner reviews and approves what goes to the client.
  • Fee and write-off decisionsDiscounting, writing off or reducing a bill is a fee earner or partner decision.
  • Costs disputesAny dispute about costs is handled by the firm, not the administrator.
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Questions

Frequently asked

Can they touch our trust account?
No, and no arrangement makes that acceptable. Trust accounting is regulated and externally audited in every state — access stays with your authorised staff. A billing administrator works the general ledger and the billing cycle only, and any competent provider will tell you the same.
Will fee earners actually record time when chased?
More than they do unchased, which is the whole point. It works when the chase is weekly rather than monthly, specific rather than general ("Tuesday afternoon has ninety minutes unaccounted") and backed by the partner. Monthly chasing recovers almost nothing.
How quickly does this pay for itself?
Usually fast, because recovered time is the cheapest revenue a firm has — it is work already done. Most firms have never measured their unrecorded hours, so the first month of reporting is often uncomfortable reading.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
Full-time, part-time or fewer hours?
Forty hours a week is our standard engagement and twenty is common. Below that we look at fifteen, ten or even five hours to get a role started, priced accordingly — a smaller engagement costs a little more per hour because the recruiting and management effort is the same. Plenty of clients begin at ten hours and grow the role once they see what comes off their desk.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.