2.05 Weekly Updates

Overview

The legal and support teams need weekly status and invoice updates. The update does not need to be too formal. The attorneys should always have a solid idea about the project progress and total costs. It never hurts to communicate too much. This information helps everyone to plan and schedule their own efforts. If a project is going to be complete by a new date or the budget is heading away from the quoted target, these reports and forecasts will help all parties involved. These updates are all about zero surprises.

Please keep the firm informed about the following information.

Project Name

Please include this name in your quotes, reports and on your invoices.

Client-Matter Number

This number is required on all communications. This is how the firm tracks all projects and all payments and work relate to this number.

Project Complete %

On a weekly basis, the vendor should provide a report of all open projects and their status. Are there any issues which will cause the project to end more quickly than expected?

Current Bill

Projects, especially electronic discovery projects, can grow to unexpected sizes. This can happen due to various factors. The main concern here is that the attorney understands their current costs and is not surprised by the bill.

Original Bid

What was the original project estimate?

Paid To Date

What has the Firm paid to date for services on a project?

Work-In-Progress (W-I-P)

What the vendor has yet to bill.

Estimated Final Bill

Vendor gives an estimated grand total. This number is critical. It falls under the “told you so” part of the law that helps attorneys sign off on final invoices.

Estimated Completion Date

Please provide an updated completion date in your reports. In this manner, the team can plan their time and efforts accordingly. It is OK for this date to change. It is required to give as much notice as possible. It is better for the attorneys to schedule their time accordingly.