Foxtrot Family Law
Billing & Collections Partner/Firm
Foxtrot Family Law, Huntsville, Alabama, United States, 35824
Mission
At Foxtrot, we help folks stand up for themselves in Child Custody, Divorce, DHR Defense, and Adoption cases. Our mission depends on maintaining clear, consistent communication and dependable financial systems that allow our legal team to serve families effectively. We seek a trusted partner to manage our billing and collections functions with the same precision, professionalism, and care that define our client experience.
Overview Foxtrot Family Law is seeking a Billing & Collections Firm to oversee the firm’s timekeeping, billing, client payment processing, and accounts receivable management. The ideal partner will provide reliable, transparent, and compliant billing and collections services for a multi‑office family law firm. This includes managing billing cycles, client communication about invoices and retainers, processing payments and refunds, monitoring A/R, and assisting with retainer replenishments—all while maintaining compliance with law firm trust accounting requirements and Alabama State Bar rules. The selected firm will work directly with the Chief Operations Officer (COO) and coordinate closely with attorneys and administrative staff to ensure billing accuracy, timely collections, and a positive client experience.
Scope of Services 1. Billing Operations
Review time entries weekly and prepare pre‑bills for attorney approval.
Ensure all billing entries are accurate, clear, and compliant with firm policies.
Generate and distribute invoices on a weekly schedule (Monday or first business day following a holiday).
Apply trust funds, process payments, and record transfers in compliance with bar rules.
Maintain accurate ledgers in Clio Manage and QuickBooks Online.
2. Accounts Receivable & Collections
Monitor A/R aging daily; flag and follow up on balances 7, 14, and 30+ days overdue.
Communicate directly with clients to address overdue balances, payment plans, or retainer replenishment.
Send reminders, manage follow‑ups, and document all communication.
Coordinate with Foxtrot leadership to elevate delinquent accounts for withdrawal or external collection when needed.
3. Payment & Trust Management
Administer payment plans and auto‑pay schedules in compliance with firm policy.
Track retainers and notify the firm when replenishment thresholds are reached.
Manage refunds or chargebacks only with prior written approval from the COO.
Ensure all actions comply with IOLTA/trust account regulations and firm banking policies.
4. Reporting & Transparency
Provide weekly A/R and collections reports to the COO.
Maintain a live dashboard of billed vs. collected revenue, outstanding balances, and collection rate.
Report trends, potential risks, and process improvement opportunities.
Deliverables & Performance Expectations
Invoice Accuracy:
≥ 98% accuracy rate for time and billing entries.
Collections Performance:
≥ 90% of invoices current within 30 days.
Follow‑Up Compliance:
100% of overdue accounts contacted within 3 business days.
Reporting:
Weekly reports delivered by Tuesday of each week.
Confidentiality:
Full adherence to client confidentiality and firm data protection standards.
Requirements
Proven experience providing billing and collections services for law firms (preferably family law or professional services).
Demonstrated knowledge of trust accounting rules and client fund management.
Experience using Clio Manage, QuickBooks Online, and online payment platforms (LawPay preferred).
Ability to communicate professionally and empathetically with clients regarding sensitive financial matters.
Secure infrastructure for handling confidential client and financial data (encrypted systems, access controls, etc.).
Engagement Structure
Reports to: Chief Operations Officer (COO).
Contract Type: Independent Service Agreement (remote).
Frequency of Reporting: Weekly A/R and performance reporting.
Compensation: Flat monthly fee or percentage-based model to be negotiated based on scope and performance metrics.
Selection Criteria
Demonstrated law firm experience and trust accounting compliance.
Capacity to manage 100+ active client accounts.
Transparency in reporting and responsiveness to firm leadership.
Alignment with Foxtrot’s client‑centered mission and communication standards.
References and reputation for integrity and professionalism.
Seniority level Mid‑Senior level
Employment type Full‑time
Job function Accounting/Auditing and Finance
Industries Law Practice
Payroll and Billing Specialist – Las Vegas Office and/or Huntsville Office We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.
Referrals increase your chances of interviewing at Foxtrot Family Law by 2x.
Get notified about new Billing Specialist jobs in Huntsville, AL.
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Overview Foxtrot Family Law is seeking a Billing & Collections Firm to oversee the firm’s timekeeping, billing, client payment processing, and accounts receivable management. The ideal partner will provide reliable, transparent, and compliant billing and collections services for a multi‑office family law firm. This includes managing billing cycles, client communication about invoices and retainers, processing payments and refunds, monitoring A/R, and assisting with retainer replenishments—all while maintaining compliance with law firm trust accounting requirements and Alabama State Bar rules. The selected firm will work directly with the Chief Operations Officer (COO) and coordinate closely with attorneys and administrative staff to ensure billing accuracy, timely collections, and a positive client experience.
Scope of Services 1. Billing Operations
Review time entries weekly and prepare pre‑bills for attorney approval.
Ensure all billing entries are accurate, clear, and compliant with firm policies.
Generate and distribute invoices on a weekly schedule (Monday or first business day following a holiday).
Apply trust funds, process payments, and record transfers in compliance with bar rules.
Maintain accurate ledgers in Clio Manage and QuickBooks Online.
2. Accounts Receivable & Collections
Monitor A/R aging daily; flag and follow up on balances 7, 14, and 30+ days overdue.
Communicate directly with clients to address overdue balances, payment plans, or retainer replenishment.
Send reminders, manage follow‑ups, and document all communication.
Coordinate with Foxtrot leadership to elevate delinquent accounts for withdrawal or external collection when needed.
3. Payment & Trust Management
Administer payment plans and auto‑pay schedules in compliance with firm policy.
Track retainers and notify the firm when replenishment thresholds are reached.
Manage refunds or chargebacks only with prior written approval from the COO.
Ensure all actions comply with IOLTA/trust account regulations and firm banking policies.
4. Reporting & Transparency
Provide weekly A/R and collections reports to the COO.
Maintain a live dashboard of billed vs. collected revenue, outstanding balances, and collection rate.
Report trends, potential risks, and process improvement opportunities.
Deliverables & Performance Expectations
Invoice Accuracy:
≥ 98% accuracy rate for time and billing entries.
Collections Performance:
≥ 90% of invoices current within 30 days.
Follow‑Up Compliance:
100% of overdue accounts contacted within 3 business days.
Reporting:
Weekly reports delivered by Tuesday of each week.
Confidentiality:
Full adherence to client confidentiality and firm data protection standards.
Requirements
Proven experience providing billing and collections services for law firms (preferably family law or professional services).
Demonstrated knowledge of trust accounting rules and client fund management.
Experience using Clio Manage, QuickBooks Online, and online payment platforms (LawPay preferred).
Ability to communicate professionally and empathetically with clients regarding sensitive financial matters.
Secure infrastructure for handling confidential client and financial data (encrypted systems, access controls, etc.).
Engagement Structure
Reports to: Chief Operations Officer (COO).
Contract Type: Independent Service Agreement (remote).
Frequency of Reporting: Weekly A/R and performance reporting.
Compensation: Flat monthly fee or percentage-based model to be negotiated based on scope and performance metrics.
Selection Criteria
Demonstrated law firm experience and trust accounting compliance.
Capacity to manage 100+ active client accounts.
Transparency in reporting and responsiveness to firm leadership.
Alignment with Foxtrot’s client‑centered mission and communication standards.
References and reputation for integrity and professionalism.
Seniority level Mid‑Senior level
Employment type Full‑time
Job function Accounting/Auditing and Finance
Industries Law Practice
Payroll and Billing Specialist – Las Vegas Office and/or Huntsville Office We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.
Referrals increase your chances of interviewing at Foxtrot Family Law by 2x.
Get notified about new Billing Specialist jobs in Huntsville, AL.
#J-18808-Ljbffr