a practical guide for south african legal practictioners
You’re not in practice to do admin. Yet if you’re spending hours on manual invoicing, lost in spreadsheets, or still chasing payments weeks after an appearance, you’re not alone.
Counsel Solutions was built for advocates like you – and this guide highlights the most common billing pitfalls we’ve seen, along with practical ways to sidestep them.
- Using Generic or Manual Invoicing Tools
The Mistake:
Many advocates default to Excel spreadsheets or generic online invoice templates. While they technically do the job, they’re not tailored to how advocates bill – by appearance, opinion, or hourly prep. These tools also lack built-in VAT, matter-specific tracking, and disbursement logging.
Why It Matters:
Manual systems are prone to errors, inconsistent formatting, and lost hours. They also create a risk of underbilling or producing invoices that confuse attorneys and slow down payments.
What To Do Instead:
Use a legal-specific billing tool like Counsel Solutions that’s built for South African advocacy work. Automate VAT, itemise disbursements, and generate polished, branded invoices that reflect your professionalism – without the fuss.
- Waiting Until Month-End to Log Hours
The Mistake:
Many practitioners log all their time at the end of the month – often from memory. This works fine if you’re a robot. But for most humans, it results in forgotten consults, missed prep time, and a lot of guessing.
Why It Matters:
Even small gaps in time tracking can cost you thousands over the course of a year. Your practice is built on precision – your billing should be too.
What To Do Instead:
Adopt a system that allows real-time time tracking from your phone or laptop, whether you’re at the High Court, your desk, or in between meetings. With Counsel Solutions, you can log time instantly – so nothing slips through the cracks.
- Not Customising Invoices Per Matter or Attorney
The Mistake:
Sending out one-size-fits-all invoices that don’t reflect each attorney’s billing preferences, matter name, or case reference.
Why It Matters:
Attorneys want clarity and consistency. An invoice that doesn’t mirror how they briefed you, or that lacks structure, often leads to delays or bounced-back emails asking for corrections.
What To Do Instead:
Create custom templates per attorney or matter. Counsel Solutions allows you to save matter-based templates, calculate fees precisely, and include firm-specific notes, PO numbers, or preferred billing language. When your invoice looks like it came from someone who knows what they’re doing, it gets paid faster. Simple.
- Failing to Follow Up on Overdue Invoices
The Mistake:
Not following up on overdue payments because it’s uncomfortable, time-consuming, or because “they’ll pay eventually.”
Why It Matters:
Late payments impact your cash flow, especially if you’re waiting on payment to brief or take on new work. The longer it goes unpaid, the more likely it is to fall through the cracks entirely.
What To Do Instead:
Automate your reminders. With Counsel Solutions, overdue accounts are flagged automatically, and friendly follow-up emails can be sent without you lifting a finger. You remain professional, consistent, and – most importantly – paid.
- Underestimating the Impact of Professional Billing
The Mistake:
Thinking of invoicing as an admin task, rather than a reflection of your reputation and the value of your work.
Why It Matters:
Attorneys and clients draw conclusions based on how you present yourself – including your billing process. A messy invoice says “side hustle.” A clean, structured, professional invoice says “reliable legal partner.”
What To Do Instead:
Treat billing as a continuation of your legal service – not a separate task. Well-designed invoices, accurate records, and on-time billing reflect your attention to detail and help you stand out in a competitive legal market.
In Summary
You studied law, not accounting – but ignoring the business side of your practice will cost you.
With the right tools, you can:
- Reclaim your time
- Bill more accurately
- Improve your cash flow
- Look more professional doing it
Counsel Solutions is the legal billing software built for advocates who want to spend more time in court and less time chasing payments.
Want to try it for yourself?
Take a look at our free Demo online today and get back to doing what you do best.
