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Fee Notes and Proposals for CA Firms, Raised From the Client Record

The work finishes in the last week of the cycle and the fee note goes out the following month, from a billing sheet that nobody reconciles against what the firm actually did. The revised return, the notice reply, the extra certificate: only the article who did them knows they happened, and by the time the note is typed she is on something else. A note raised a month late is paid a month after that, which is why a firm with a full book still watches its bank balance in the quiet months.

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What was quoted and what was done are two different memories

For one-off mandates the fee is usually a number said on a call. Three months later the client remembers a lower one, the partner remembers a higher one, and the firm has an engagement letter that is silent on the extras because nobody wrote them into it. The argument is small, awkward and entirely avoidable.

For recurring work the problem is the opposite: everything is written down and none of it is in the same place. The engagement letter is in a folder, the last note is in the billing sheet, the request for a document is in an article's chat, and the client's own copy of the previous year's proposal is the one document anybody can actually find when a fee is questioned.

The proposal, the paperwork and the note on one record

A fee proposal is raised against the mandate with its scope and value, and it stays on the client, so what was quoted is a record rather than a recollection. Versions are visible, and the current one is unambiguous when the client returns to it in the following cycle.

When a work item is marked filed, the fee note is raised from the same record, carrying the previous cycle's fee and the extra items logged against the engagement while the work ran. GST invoices come off the same record. Every request, engagement letter and received document sits with the client under role-based access, with a trail of who added what and when.

More on the capability itself: Quotes and Invoices. More on this industry: CRM for CA firms.

A one-off mandate, quoted to settled

A certification job that in most firms is billed late and remembered wrongly.

  1. 1The proposal is raised from the mandate with its scope and value, and sits on the client record.
  2. 2The engagement letter is signed and attached to the same record, next to what was quoted.
  3. 3Two extra items come up during the work and are logged against the engagement as they happen.
  4. 4Marked complete: the fee note is raised the same day, with those two items already on it.

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