Free resource
A small law firm loses the most hours at intake and conflict checks, in document assembly, and in time capture and billing narrative. In a small firm every hour spent retyping is a billable hour that never gets billed.
In a small firm the lawyer is also the intake desk, the formatter and the billing department. That is not a discipline problem, it is a staffing reality, and it is why the same three tasks surface in almost every firm we look at.
In this order, because the cost of leaving each one manual is not the same.
Intake and conflict checks mean the same questions are asked by phone, typed into the practice system, then into a conflict check, then typed again onto the engagement letter. That is four captures of one set of facts. One capture at the source, propagated forward, removes three of the four and removes the transcription errors with them.
Document assembly is the same letter, motion or discovery set rebuilt from last month's version and reformatted by hand. Templates that fill themselves keep the firm's own language and cut the reformatting entirely, which matters because reformatting is the part with no billable value at all.
Time reconstructed from memory on a Friday afternoon is consistently under-recorded, because nobody remembers the fifteen-minute call from Tuesday. Captured as the work happens, the narrative writes itself and the leakage stops. This is usually the highest-value fix on the page and the one least likely to be noticed.
Loaded cost of an admin hour is set at $35 in the example below. Change it to your own rate and the arithmetic still holds.
| Workflow | Time it takes | Per week | Per year |
|---|---|---|---|
| Intake and conflict checks | 4 to 8 hrs/wk | $210 | $10,080 |
| Document assembly | 3 to 6 hrs/wk | $158 | $7,584 |
| Time capture and billing narrative | 2 to 5 hrs/wk, plus leakage | $123 | $5,904 |
| Total annual cost of leaving all three manual | $23,568 | ||
Assumes 48 working weeks. Rows marked in lost jobs or lapsed policies are not included in the total, because those losses are revenue rather than hours and would need your own numbers to price.
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