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Rivac AI Labs
Specialized & Cross-Industry Services

Legal Billing & Time Tracking

Law-firm billing is unusually unforgiving, time has to be captured accurately, narratives have to justify the charge, trust-account (IOLTA) handling has strict compliance rules, and slow collections directly hit partner compensation. This service builds the billing operation around those realities: accurate time capture, well-written billing narratives that survive client scrutiny, IOLTA-compliant trust accounting, and structured collections follow-up. It's for firms where billing realization is lower than it should be because time capture is inconsistent or collections follow-up falls through the cracks. You get cleaner bills, compliant trust accounting, and a collections process that actually recovers aged receivables.

This is a capability we deliver for you as a service, not a role we’re hiring for.

How We’d Approach This

A clear, staged plan, not a black box

These are the service-specific steps inside our six-step process.

  1. 1

    Diagnose current time-capture habits, billing narrative quality, and IOLTA compliance gaps.

  2. 2

    Pilot improved time-capture and narrative drafting on one practice group or attorney set.

  3. 3

    Review billing accuracy and client-facing quality with billing partners before firm-wide rollout.

  4. 4

    Roll out full billing, IOLTA-compliant trust accounting, and structured collections follow-up.

What You Get

Deliverables from this engagement

  • An improved time-capture and billing-narrative workflow
  • IOLTA-compliant trust-accounting documentation
  • A structured collections follow-up process
  • Billing-realization reporting by attorney or practice group

Six Ways We Could Architect This

Different engagement, different build, pick the shape that fits

There’s more than one way to deliver on this service. Browse a few of the ways we’d structure the work, depending on your speed, budget, and integration needs.

Read all 6 architectures as text

Lean Fast-Start Architecture

Intake

  • Diagnose Time Capture and Narrative Gaps
  • Scoping Call with Billing Partner
  • One Practice Group Selected

Pilot

  • Time Entry Templates Drafted
  • Narrative Assistant Suggests Wording
  • Attorney Reviews Before Submit

Validation

  • Billing Partner Review
  • Narratives Survive Client Scrutiny
  • Approved Narrative Templates

Delivery

  • Pilot Group Live
  • Collections Workflow Documented
  • Billing Partner Signs Off on Rollout

Cloud-Native / Managed Services Architecture

Source Layer

  • Time Entry Mobile and Desktop App
  • Managed Practice Management Platform
  • Cloud Billing Service

Billing Operations

  • Narrative Drafting Service
  • IOLTA Trust Accounting Module
  • Invoice Generation Engine

Managed Data Store

  • Cloud Ledger Database
  • Collections Aging Report Store

Delivery Layer

  • Partner Billing Dashboard
  • Client Facing Invoice Portal
  • Automated Reminder Scheduler
  • Monthly Realization Summary

Event-Driven & Automation-First Architecture

Triggers

  • Time Entry Logged
  • Webhook to Narrative Engine
  • Invoice Aging Past Due
  • Collections Trigger

Automation Layer

  • Auto Narrative Draft Job
  • Invoice Assembly Engine
  • Auto Reminder Sequence

Review Gate

  • Narrative Meets Client Guidelines
  • Flag for Attorney Edit
  • Auto Send Invoice

Delivery

  • Invoice Delivered to Client
  • Collections Follow Up Sent
  • Payment Status Logged

Enterprise-Grade & Compliance-Ready Architecture

Governance Layer

  • Bar Association Trust Accounting Rules
  • Firm Billing Policy
  • Access Controlled Billing Platform

Secure Operations

  • Role Based Attorney and Staff Access
  • Segregated IOLTA Trust Ledger
  • Three Way Reconciliation Process

Auditable Process

  • Full Trust Transaction Log
  • Billing Realization Log by Attorney
  • Compliance Officer Review Checkpoint

Compliance Delivery

  • Signed Off Trust Accounting Report
  • Audit Export for Bar Compliance
  • Retention Schedule per Jurisdiction

AI-Augmented, Human-in-the-Loop Architecture

Source Ingestion

  • Raw Time Entries and Matter Notes
  • Client Billing Guidelines

AI Analysis Layer

  • AI Narrative Drafting Model
  • Draft Billing Narrative
  • Draft Collections Priority List

Human in the Loop

  • Billing Attorney Review
  • Narrative and Amount Are Accurate
  • Edit Narrative and Retrain
  • Human Approved Invoice

Delivery

  • Invoice Sent to Client
  • Trust Ledger Updated
  • Collections Follow Up Scheduled

Integration-Heavy / Ecosystem-Connected Architecture

Client Systems

  • Practice Management System
  • Firm Accounting or ERP
  • Client Billing Portal

Billing Core

  • Time and Trust Reconciliation Engine
  • Invoice and Collections System

Two Way Sync Layer

  • Accounting System Ledger Sync
  • Client Portal Invoice Push
  • Finance and Billing Partners

Shared Governance

  • Monthly Realization Review
  • Trust Compliance Sign Off Log
  • Accounting Ledger Reconciled
  • Partner Compensation Report Issued

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Ready to get started?

Tell us what you’re trying to get done and we’ll help you find the highest-leverage place to start, scoped small enough to prove itself before you commit to anything bigger.

Talk to us about Legal Billing & Time Tracking

Most engagements like this start as a $500–$2,500 pilot, see full pricing.

Questions? Book a free call