· Reviewed by Nimra Khalid
What are practice billing services?
Practice billing services are an outsourced team that handles an accounting firm's own billing rather than its clients' books. The team compiles work in progress by client and engagement, drafts invoices for partner approval, sends them, applies payments and follows up overdue fees under the firm's name. The goal is lower unbilled WIP, faster collection and less partner admin.
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Firm billing: what we do and how it runs
Practice billing services are an outsourced team that handles an accounting firm's own billing rather than its clients' books. The team compiles work in progress by client and engagement, drafts invoices for partner approval, sends them, applies payments and follows up overdue fees under the firm's name. The goal is lower unbilled WIP, faster collection and less partner admin.
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What it is
Practice billing services are an outsourced team that handles an accounting firm's own billing rather than its clients' books. The team compiles work in progress by client and engagement, drafts invoices for partner approval, sends them, applies payments and follows up overdue fees under the firm's name. The goal is lower unbilled WIP, faster collection and less partner admin.
02 / 06 -
What you get
WIP reviewed and billed on a monthly calendar, not when partners find time
03 / 06 -
How it runs
Your firm's invoices sent, reminders followed up, cash applied
04 / 06 -
Discovery call
We look at how you bill today: hourly, fixed-fee or a mix, which tools hold WIP and invoices, and what the aged receivables look like. You tell us where the delay happens.
05 / 06 -
A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Start a pilot 06 / 06
Who it is for
Partners who bill late
Billing is the task that slides every month because client work comes first. A billing desk drafts the invoices from WIP so you only approve.
Firms moving to fixed-fee and subscriptions
You use Ignition or a similar tool for proposals and recurring billing. We keep proposals, invoices and the ledger in agreement and handle the exceptions.
Firms with slow fee collection
Receivables over 60 days are sitting in the aged report and nobody has time to chase. Polite, consistent follow-up in your name brings them in.
What's included
- Monthly WIP report by client, engagement and staff from Karbon, TaxDome or Canopy
- Draft invoices from WIP or fixed-fee schedules for partner approval
- Invoices issued from Ignition, QuickBooks Online or Xero under your brand
- Recurring subscription billing and proposal renewals kept in step
- Progress billing and out-of-scope change requests drafted for approval
- Payment application and unapplied-cash clean-up
- Overdue fee reminders by email and phone on a fixed cadence in your name
- Fee dispute triage with a log of what was queried and by whom
- Weekly aged receivables and DSO report for partners
- Monthly unbilled WIP and write-off report
- Year-end WIP and receivables reconciliation for your own accountant
Deliverables and KPIs
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Invoices drafted from WIP | All billable WIP drafted for approval by the agreed day each month | Monthly |
| Invoices issued | Approved invoices sent within one business day of approval | Monthly |
| Fee follow-up | Every overdue invoice contacted on schedule with the promise date logged | Weekly |
| Firm DSO report | Days sales outstanding and aged receivables trend for partners | Weekly |
| Unbilled WIP report | WIP older than 60 days flagged with an owner | Monthly |
| Cash applied | Zero unapplied receipts older than 7 days | Weekly |
KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.
How it works
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Discovery call
We look at how you bill today: hourly, fixed-fee or a mix, which tools hold WIP and invoices, and what the aged receivables look like. You tell us where the delay happens.
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Billing calendar and rules
We agree a monthly billing calendar, approval rules, reminder cadence and the tone for follow-up messages. Access is set up in Ignition, your practice-management tool and your ledger.
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First billing cycle
A named billing specialist, backup and team lead run the first cycle alongside your office manager. Partners approve drafts, invoices go out and the follow-up cadence starts.
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Steady state
Billing runs on the calendar every month, follow-up runs every week, and partners receive a DSO and unbilled WIP report without asking for it.
Software we work in
How much does firm billing cost?
Practice billing is priced per billing specialist seat per month, part-time or full-time, or per invoice for smaller firms. There is no setup fee and engagements run month-to-month. Pricing depends on volume and scope, and we send a custom quote within 1 business day.
What moves the quote
- Number of clients billed each month and invoices per cycle
- Billing model: time and materials, fixed-fee, subscriptions or a mix
- Whether follow-up includes phone calls or email only
- Size and age of the current receivables backlog
Market benchmarks
| Market | Typical range | Source |
|---|---|---|
| US | $10 to $25 per hour for offshore accounting support versus $40 to $75 per hour for US-based staff | Madras Accountancy, Acculink (2026) |
| US | $8 to $35 per hour all-inclusive for offshore staffing depending on role | Rose Talent (2026) |
| UK | £20 to £55 per hour for outsourced finance support | UK provider pricing surveys (2026) |
| Australia | A$40 to A$100 per hour for local bookkeeping support | Australian bookkeeping fee surveys (2026) |
Third-party ranges for orientation, not our prices.
Start a pilot No setup fee. Month-to-month.
Firm billing for your industry
Security and compliance
- We never move money; clients pay through your payment portal and you release every refund
- Card data is never stored by our staff; your processor holds it
- MFA, least-privilege access, NDA per firm and an access log on every tool
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much do practice billing services cost?
Pricing depends on volume and scope, and we send a custom quote within 1 business day. As a market reference, offshore accounting support for CPA firms typically runs $10 to $25 per hour versus $40 to $75 for US-based staff (Madras Accountancy, Acculink, 2026). Most firms are quoted per billing seat per month or per invoice.
Is this debt collection?
No. All follow-up is first-party communication under your firm's brand, from your billing desk, and it stops the moment you say so. We are not a collection agency and never act as one. Outbound calls and messages follow the rules of each country: TCPA and FDCPA-aware in the US, PECR and Ofcom in the UK, ACMA in Australia and CRTC in Canada.
How do you handle client confidentiality when billing?
Our billing specialist sees fee and WIP data, not the client's tax or accounting files. Access is least-privilege with MFA and a log per user, staff sign an NDA for your firm, and no billing data is stored outside your tools. IRS section 7216 consent is not needed for billing work because no return information is involved.
Do partners still approve every invoice?
Yes, unless you set a rule to auto-send recurring fixed fees. Drafts are built from WIP or the fee schedule, annotated with anything unusual, and sent to the responsible partner for approval. Review time drops because the draft, narrative and WIP support are already assembled.
Can you handle Ignition subscriptions and proposals?
Yes. We keep Ignition proposals, recurring invoices and the ledger in agreement, handle renewals and out-of-scope change requests, and reconcile Stripe or direct-debit payouts against invoices. Where a client is on hourly billing, WIP comes from Karbon, TaxDome or Canopy time entries.
What time zone does the billing desk work?
We cover US Eastern and Pacific hours, UK hours and Australian Eastern hours, so reminders and calls reach your clients during their business day. The monthly billing cycle is set to your calendar, and the weekly DSO report lands on the day you choose.
Will chasing fees damage client relationships?
Consistent, polite reminders in your firm's voice usually improve relationships because clients know what to expect. The cadence starts with a friendly nudge and escalates slowly, and every message is logged. Any client you flag as sensitive is routed to a partner instead of the cadence.
Can you also bill our clients' customers?
That is a different service. For your clients' invoicing, receivables and reminder calls, our order-to-cash services and billing call services run under the client's brand and are available white-label through your firm. This page covers your own firm's fees only.
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