The work is done. The invoice is still sitting there.
Firms that bill by invoice do not have a collections problem so much as a payments problem: the client has no easy way to pay you, so paying you keeps sliding down their list.
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Why professional invoices age
Almost never because the client disputes the work. Usually because paying you takes more effort than ignoring you.
Percentage fees on large invoices
A card fee that is negligible on a hundred-dollar sale becomes several hundred dollars on a five-figure engagement — so firms avoid cards and slow themselves down.
Invoice, then wait, then remind
A PDF with bank details at the bottom puts the whole burden on the client. Every reminder costs partner time and a little goodwill.
Card numbers over the phone
Someone reads a card number aloud, someone writes it on a pad. It works, and it is an audit finding waiting to happen.
Trust and operating funds mixed
For regulated firms, retainers landing in the wrong account is not an inconvenience — it is a compliance breach.
Retainers billed by hand
Monthly retainers re-invoiced and re-collected manually every cycle, consuming admin time that should not exist.
Reconciliation by re-keying
Payments arrive in one system and get typed into the practice ledger in another, so the matter balance is always slightly wrong.
The same engagement, collected properly
A five-figure fee is paid by card and gives up a percentage in charges.
The same fee moves on ACH for a flat fee, and the difference stays with the firm.
The invoice PDF asks the client to arrange a bank transfer themselves.
A pay-by-link on the invoice lets them settle in two clicks, from the email.
A card number is read over the phone and written on a notepad.
The client pays through a secure link, so nothing sensitive passes through the office.
Retainers and earned fees land in the same bank account.
Payments settle to trust or operating by type, with fees debited from operating only.
Every monthly retainer is re-invoiced and re-collected by hand.
The mandate is stored once and the retainer runs on schedule with automatic receipts.
Payments are re-keyed into the practice ledger each week.
Payments post back against the matter reference and reconcile themselves.
What a firm actually needs
What a compliant firm setup looks like
Professional bodies and bar associations have opinions about all of this. Getting it right at setup is much cheaper than fixing it after an audit.
Trust account handling
- Retainers settle to the trust account, never operating
- Processing fees debited from operating only
- No netting of fees against client funds
- Separate reporting per settlement account
Client authorisation
- Written consent before storing a card or bank mandate
- Retainer amount and frequency agreed in the engagement letter
- Surcharge disclosed before payment where it applies
- Receipt issued automatically on every charge
Office practice
- No card numbers taken or written down by staff
- Named logins with refund limits per role
- Payment link sent with every invoice as standard
- Matter reference attached to each transaction
Firms we work with
Law firms
Trust and operating separation, retainers, and matter-level reconciliation.
Accounting & tax practices
Seasonal volume spikes and annual engagement fees billed in instalments.
Consulting & advisory
Project milestones and monthly retainers on a stored mandate.
Architecture & engineering
Stage payments across long projects with certification points.
Agencies & studios
Recurring retainers plus variable media and production pass-throughs.
Staffing & recruitment
Placement fees invoiced large and collected without a percentage bite.
What changes when paying you is easy
Our average invoice is well into five figures, so we had always refused cards and simply waited on bank transfers. Adding a pay link and ACH cut about three weeks off our average collection time without changing a single thing about how we bill.
Frequently asked questions
Still unsure about something? Our team answers in plain language — no sales script.
Ask a questionMake paying your invoice the easy option
Tell us how your firm bills and where funds have to land. We will map the ACH, pay-link and trust setup around it.