Client Overview
Deeth Williams Wall LLP (DWW) is a renowned boutique law firm with over 30 years of expertise in intellectual property, technology law, privacy and data breach management, litigation, and regulatory matters. The firm serves a diverse clientele, including global corporations, government bodies, Canadian tech startups, and international organizations in industries such as pharmaceuticals, food, automotive, and retail.
Recognized as a leader in patent litigation, IP commercialization, and emerging technology protection, DWW consistently earns top rankings from Lexpert Magazine, Canadian Lawyer, Chambers Canada, and other leading publications. With a commitment to innovation, adaptability, and excellence, DWW supports business success in an ever-evolving legal landscape.
Business Challenge
DWW faced ongoing challenges in managing its billing and collections processes. Sending monthly reminder statements to clients with outstanding balances was a manual and time-intensive task, requiring individual generation of reminders through their accounting system, Equinox, and manual distribution of those reminders to clients, itself a contributor to delays in payments.
While the accounting aspects of Equinox met the needs of DWW, its reporting limitations created inefficiencies:
- Delays in generating and sending reminders.
- Increased administrative workload for the accounting team.
- Backlogs of outstanding payments.
- Inconsistent and incomplete client data, further complicating billing and collections.
These issues strained cash flow and added significant overhead to the firm’s operations.
Solution Implemented
PaayaTech collaborated with DWW and Equinox consultants to implement a customized solution powered by ReportLinx, addressing their pain points in two key stages:
- Data Cleanup and Synchronization
We worked closely with DWW’s accounting team to clean and standardize client data within Equinox. This included verifying and updating client contact information, such as email addresses, ensuring that reminder statements were accurate and reached the correct recipients.
- Automated Reminder Statements
With standardized data, we partnered with DWW’s billing manager and leadership team to design the format and specifications for automated reminder statements. Leveraging input from Equinox consultants, we set up an SQL data warehouse to extract billing information into structured SQL tables.
Using ReportLinx, we automated the process end-to-end:
- At the end of each month, ReportLinx pulls data, generates personalized PDF statements, and emails them directly to clients.
- Administrators can preview statements before distribution, ensuring accuracy and minimizing errors.
- The daily extraction of data from EQ ensured that the results in ReportLinx were always up to date, avoiding the delay in waiting for monthly AR statements.
This automation eliminated manual tasks, reduced delays, and improved cash flow by enabling timely collections. It also enhanced transparency by giving partners independent access to up-to-date billing and AR data.
Empowering Partners
Beyond automation, ReportLinx provided DWW’s partners with self-service capabilities, enabling them to:
- Independently generate billing statements.
- Review the status of client accounts in real-time.
This functionality streamlined operations, reduced dependence on the accounting team, and fostered proactive client communication.
ReportLinx Overview: Automated Reporting Software
ReportLinx is a robust reporting solution that automates the generation and delivery of personalized reports in PDF or Excel formats. Built on Microsoft .NET with a SQL Server backend (SQL Express or Enterprise), it delivers scheduled reports to the right recipients with precision. Visit: www.ReportLinx.com to learn more.
Use cases to utilize ReportLinx include but are not limited to any personalized reports such as:
· Client reminder statements.
- Partner financial reports (e.g., WIP, AR).
- Monthly timesheet reports for employees or contractors.
- Other personalized reporting needs.
The system is user-friendly and versatile, reducing administrative workloads and enhancing operational efficiency.
About PaayaTech
PaayaTech Inc. specializes in developing scalable, customized software solutions for law firms across Canada and the USA. Our applications enhance efficiency, improve client coordination, and optimize legal performance. In addition to building bespoke cloud-based or on-premises solutions, PaayaTech offers trusted software products widely used by North American law firms.
Learn more about our solutions at www.paayatech.com.