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For an Efficient Invoicing of Your Professional Fees

One of the most important features in the notary practice is the invoicing for professional fees. For the company to be prosperous, the notary must ensure that professional fees correspond perfectly to the work performed.

A management system such as ProNotaire provides several tools to verify if the invoicing is efficient, detailed and if it corresponds to the work performed. The following text returns on the methodology to be used in order to reach this goal.

1) Invoicing Methods

There are currently two methods for invoicing in the notary practice: contract and task.

The contract invoicing method consists, for the notary, in establishing beforehand (and before opening the file) the amount for his professional fees. The notary can ask questions to the customers to know the type of mandate, but the fee for completing the file will be known by the customer and, unless there is an unexpected delay, it will not change. This method is usually applied in real estate law files (e.g.: sale, hypothec, refinancing).

The task invoicing method enables the notary to specify to the customer the hourly fee applicable to the file (e.g.: $ 100 per hour) without setting the amount beforehand. The notary can provide the customer with an approximate number of hours if everything goes well while letting the customer know that the price will vary depending on the number of hours worked on the file (e.g.: non-contentious procedure, succession, corporate).

No matter what method is applied by the notary, it is essential that the invoicing presentation be clear and detailed as well as being subject to a follow-up. The ProNotaire tool can help you meet these goals.

2) Contract Invoicing Method with ProNotaire

ProNotaire enables you to easily and efficiently invoice your fees based on the contract method. Several contract invoice templates are available as soon as the application is installed (e.g.: sale, sale and hypothec, refinancing, wills and mandates, etc.). Thus, it is possible for the notary to be quickly functional with the software by selecting, for each file, the most suitable invoicing template. The notary can also add his own templates for contract invoicing method in the system. Moreover, if he takes the time to properly name his own templates, ProNotaire will leave them unimpaired when updates are performed.

Designed to facilitate the work of notaries, ProNotaire enables them to calculate the amount of fees before taxes, from a total including taxable and non-taxable disbursements. What could be easier for adjusting prices in case of specific needs or unexpected delays?

Another asset is the classification of fees and disbursements in categories, in order to transfer them in the appropriate income and expenses accounts of the Acomba chart of accounts (normally installed on the same workstation). The notary can then prepare his accounting with his invoicing. We invite you to read the text published in December about this subject.

For more information, contact ProNotaire technical support.

3) Task Invoicing Method with ProNotaire

Another tool is available in ProNotaire to enable the calculation of time used for a file and match the amount of fees with the work performed: the task invoicing method.

This method has two sections in ProNotaire: the time sheet and the invoice. The time sheet is used by the notary to enter, for him and his associates, the time spent working on each task of the file. ProNotaire offers the possibility, directly in the file notes and documents follow-up, to transfer tasks to be performed for the specific type of file in the invoice in priority. This tool can be very useful for the training of a new employee since it has been designed using the Chambre des notaires practice guide.

Then, you only need to calculate the time used for each task in ProNotaire as they are completed. The time will be automatically entered in the invoice. It is also possible to enter a different hourly fee for each user (e.g.: a fee for the notary and one for associates). ProNotaire will take this into account for the calculation of fees. Later on, the notary will be able to indicate tasks that can be invoiced and those that cannot. This function will enable you to obtain a more descriptive invoice.

Note that the notary can also detail each task with a precise description. This is a very useful way for justifying fees to customers.

Upon final preparation of the invoice, the system will merge the task and time that was used for it in order to indicate the work performed. The hourly fee as well as the total number of hours will also be entered. Interesting detail, the time sheet can be used to take into account three different calculation rates: one decimal time, two decimals or minute time. All three methods offer to notaries the possibility to adjust the time calculation mode based on their needs.

The transfer of fees in Acomba is even more optimized with the task invoicing method since it enables you to transfer each task individually in the income and expenses accounts of the chart of accounts. Contact ProNotaire technical support for more information on how to optimize your task invoicing method and set your invoices in concordance with the work performed by your team.

4) Automatic Entry of Time

The automatic entry of time enables the notary and his associates to quantify the time spent working on a file to be invoiced. When the notary opens the file or when returning to it to perform a task, the system automatically calculates the time spent on the task and to be entered in the invoice. It is then possible to produce reports on the time that the team or a specific employee spent on a file.

Not only can this function help you know the time used for a file in order to establish representative fees but it can also be used by the notary to measure the team’s productivity.

Desactivated by default in the system, the function can easily be launched with a single click.

5) Fees Invoicing : A Simplified Task

Thus, ProNotaire offers several functions designed to improve notaries’ productivity, but also to measure it, follow it up and invoice proper fees, which are fair and representative of the work performed. Your ProNotaire technical support team can help you to integrate these quickly and efficiently. Get more information immediately from ProNotaire technical support.