Law Firm Finances Demystified, with John Scott

If your law firm sets a budget in January and forgets about it until October, that’s a problem. John Scott, a CPA who specializes in helping lawyers with financial matters, visits with host Ben Gideon to bring financial clarity to law firm owners — whether they're growing or quietly in crisis. Drawing on decades of work with firms from $1.5M to $30M in revenue, John reveals the right cash reserve targets for different firm types and the answers to ask when you wonder if it makes sense to grow. Tune in to learn his four pillars of a profit-focused accounting framework.
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Great lawyers don't always know
how to build great law firms.
Speaker:Let's change that.
Speaker:Join Ben Gideon as he shares hard won
lessons from building his own financially
Speaker:successful law firm and practical
insights from top law firm entrepreneurs,
Speaker:business consultants, and more.
Speaker:This is a podcast for lawyers
by lawyers. Welcome to Elawvate:
Speaker:Build and Grow Your Law Firm.
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Speaker:medical malpractice type of law firm,
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we'll give you a plug on the show.
Speaker:Welcome to Elawvate: Build and
Grow Your Law Firm. I'm Ben Gideon.
Speaker:Jeff Wright is off today.
Speaker:Very excited today to have
John Scott on the pod.
Speaker:John is a CPA working at
the Anders firm out of St.
Speaker:Louis and specializes in helping
lawyers with tax, accounting,
Speaker:financial planning, and other
related matters. So welcome, John.
Speaker:Thank you, Ben. Great to be here.
Speaker:So just tell us a little bit about your
background and how'd you get into this
Speaker:consulting and advising law firm's niche?
Speaker:Well, I started at Anders in the
'90s and we, like many firms,
Speaker:got most of our referrals from attorneys.
Speaker:And we loved those referrals because
when you get a referral from attorney,
Speaker:those folks are used to paying good fees,
Speaker:and so they're kind of a qualified lead.
Speaker:And I was very fortunate early in my
career to meet a very entrepreneurially
Speaker:attorney who grew his niche
practice from just the St.
Speaker:Louis area to 44 states and the UK.
Speaker:And I spent 17 years working with this
attorney on his finance committee,
Speaker:watching him build his practice
by paying attention to data.
Speaker:So it became very apparent to me that you
need good, clean financial statements,
Speaker:you need to pay attention to data and
make decisions based on that because when
Speaker:you do that, if you make a mistake,
you can correct that quickly.
Speaker:And that kind of folds into forecasting.
When people set budgets at the
Speaker:beginning of the year and then they
put them in the drawer until October,
Speaker:that's a useless exercise.
Speaker:But when you do a dynamic forecast and
you look at it on a consistent basis,
Speaker:it's kind of like using a
Waze app or a GPS for a trip.
Speaker:You can see if you're off course and
you can course correct and you can pull
Speaker:different levers. And that's what we
at Anders Virtual CFO services do.
Speaker:We want current financial statements so
that we can pay attention to data and
Speaker:course correct along the way
to help you achieve your goals.
Speaker:Can you tell us a little bit more about
that entrepreneurial lawyer that ended
Speaker:up in 44 states and international? What
kind of practice was that, first of all?
Speaker:It was a family law practice and he
decided early on that he wanted to
Speaker:work on his business and not in it.
And he got it down to a science.
Speaker:Every time he moved to a new city,
Speaker:he could be breakeven in six
months and profitable after that.
Speaker:And he just had this formula. You go
to a city, you get temporary space,
Speaker:you find a local managing attorney,
flood the airways with ads.
Speaker:At the time it was
mostly radio ads and SEO,
Speaker:and you would get enough business
to then hire that second attorney.
Speaker:And at that point, you were
profitable. He made mistakes,
Speaker:but because he was
paying attention to data,
Speaker:he could minimize the impact of those
mistakes. Where so many of us just go,
Speaker:"Okay, my gut tells me I should do this.
Speaker:I'm not paying attention to the data."
And then 18 months later, I go, "Boy,
Speaker:that was a mistake. I wasted a ton of
time not paying attention to the data.".
Speaker:I'm curious, we don't have to stick
on this forever, but in that example,
Speaker:this lawyer who built that business,
so in each different market,
Speaker:he's acquiring or hiring
attorneys that manage the
Speaker:business. And how does he keep,
Speaker:and this may be outside of
the areas you're consulting,
Speaker:but I'm interested in
this. If you have insight,
Speaker:how does he keep the high standards
of practice and manage the egos and
Speaker:compensation, which is always
a challenge with lawyers?
Speaker:It is a challenge. The
standards of practice,
Speaker:he came up with very specific guidelines
and oversight to ensure that people
Speaker:were doing quality service for their
client and keeping them out of trouble.
Speaker:With respect to how do you manage
the egos, he treated them very well.
Speaker:They weren't owners,
Speaker:but he treated them like owners and
gave them perks that they couldn't get
Speaker:somewhere else.
Speaker:And it was an impediment for them to
then leave and go somewhere else or
Speaker:go across the street and set
up their own shingle. Plus,
Speaker:the firm did everything for them.
All they did was practice law.
Speaker:They didn't do marketing, they
didn't do accounting or finance,
Speaker:none of the HR functions. So
it really was plug and play,
Speaker:come in and practice your craft. And
if you wanted to go across the street,
Speaker:you're going to have to do all those other
things that you weren't doing before.
Speaker:And I noticed one of the articles you
have on your website had to do with equity
Speaker:compensation or attorney
compensation model.
Speaker:That's something we at one point
struggled with a little bit.
Speaker:How do you create a compensation
model that incentivizes people for
Speaker:performance-based behavior,
Speaker:retains your best people so that
they're not going across the street and
Speaker:competing with you and
hanging your own shingle,
Speaker:but is also a intelligent
way to compensate,
Speaker:doesn't overpay people
for what they're doing.
Speaker:Have you figured out in the consulting
you've done what the sweet spot is for
Speaker:how to think about attorney compensation?
Speaker:Well, if you talk to
10 different law firms,
Speaker:you'd have 10 different comp models.
Speaker:But I think one that aligns individual
attorney goals with the firm
Speaker:goals is the one that
would best fit most places.
Speaker:And you can tailor whatever system
they have to align the goals of the
Speaker:individual with the firm. And I think if
you do that, everybody's going to win.
Speaker:But you'll have firms that
are just sharing overhead
and there's no real growth
Speaker:path there.
Speaker:But if the firm wants to grow and the
attorneys want to do better and make more
Speaker:and grow their practice within the firm,
Speaker:then what you need to do
is have individual goal
meetings with those attorneys
Speaker:and say, "Look, if you
work towards these goals,
Speaker:then we're going to grow and you're going
to make more money." You can put some
Speaker:parameters and guarantees around it,
Speaker:but at some point you have to align the
goals of the individual with the goals
Speaker:of the firm.
Speaker:As you're growing, and the
example of this particular lawyer,
Speaker:other clients that you work with,
Speaker:how do you balance the
growth with cashflow and
Speaker:not overextending yourself
or creating undue risk as you
Speaker:grow that you're going to sort of grow
yourself into bankruptcy because you're
Speaker:taking on more costs and staff
and attorneys than you can.
Speaker:Handle?That's where we come in. We
practice profit-focused accounting,
Speaker:which has four pillars. It's
cash, profitability, forecasting,
Speaker:and pipeline of work. And so
cash being that first one,
Speaker:what we do is we help
you set a cash target.
Speaker:And the general rule of thumb is it's
between 10 and 30% of expected 12 months
Speaker:revenue. So if you are a less risky firm,
Speaker:hourly billing firm with great
clients that pay by return mail,
Speaker:you can keep about 10% of that expected
annual revenue in cash reserves.
Speaker:And that's operating cash. The
safety net is your line of credit,
Speaker:but I really don't want you
to live on the line of credit,
Speaker:but really what cash do I have
to retain to pay my rent, people,
Speaker:and other overhead expenses
for the next couple of months?
Speaker:And if I'm a more risky firm,
Speaker:let's say I'm a PI firm with
large catastrophic cases,
Speaker:then I'm going to skew more towards that
30%. So that's how we help you manage
Speaker:that growth because if you are a growing
firm, even if you're a less risky firm,
Speaker:but you want to keep growing
market share and hire new people,
Speaker:you're going to have to build up those
cash reserves over the next few months or
Speaker:a year so that you can fund that
growth without incurring debt.
Speaker:I'm not a big fan of debt in a law firm.
Speaker:I love having a line of
credit as a safety net,
Speaker:but too many firms strip out all
the cash at the end of the year,
Speaker:not leaving enough to operate,
Speaker:and then they live on the line of credit
and they spend the first few months
Speaker:paying down that line of credit.
Speaker:I think that's the bad practice that
we need to kind of morph out of.
Speaker:And if we can get disciplined
enough to leave some cash behind,
Speaker:then I'm never going to be paying the
bank off with the next few months of.
Speaker:Cashflow. Well,
Speaker:I'm glad we've been following that
model and gradually increasing our cash
Speaker:reserve and what we call a rainy day fund.
Speaker:And the challenge on the plaintiff's side,
Speaker:which is what we do is that all of
that is to be after tax dollars.
Speaker:We're not able to deduct
any of those expenses.
Speaker:So we're paying taxes on the money
we continue to keep in the firm.
Speaker:Well,
Speaker:and you have another challenge in that
you have to fund those cases with your
Speaker:money.
Speaker:And so you have this big investment
sitting in your balance sheet and prepaid
Speaker:case costs. So you have a bigger hurdle.
Speaker:Right. No, exactly.
Speaker:We have enormous amounts out in case
costs in addition to our rainy day fund.
Speaker:And all of that is after tax dollars,
Speaker:which really creates a drag on the
cashflow of the business in certain
Speaker:ways.
Speaker:But have you found any work around to
that or is that just a reality of the tax
Speaker:code as it applies to
plaintiff's practices?
Speaker:Well,
Speaker:there's no workaround with respect to
deducting those costs on a current basis,
Speaker:but I do see some firms that are financing
those costs and then depending on
Speaker:your state, are able to pass along
the interest cost to the client.
Speaker:It can be done. We've just elected
not to do that for various reasons.
Speaker:Understood.
Speaker:So that rule of thumb, the 10
to 30%, it's 10 to 30% of what?
Speaker:Of your expected revenue
for the next 12 month.
Speaker:And I guess I'm wondering about,
Speaker:would it be of expected
revenue when the question is,
Speaker:do you have sufficient
cash to pay your costs?
Speaker:Well, typically that's
just a shortcut to get to,
Speaker:do I have two to three
months of overhead cost?
Speaker:If you had two or three or six months
or whatever of overhead costs in a cash
Speaker:reserve,
Speaker:that would be another way to assess
whether you had sufficient cash on hand.
Speaker:Right.
Speaker:Got you.
Speaker:Two to six months. Six months
would be more closer to the 30%.
Speaker:So the riskier firm would
need six months of expenses.
Speaker:I had seen some in reading
business books and things,
Speaker:some have advocated even
up to a year of overhead.
Speaker:I guess Bill Gates always had a year
of operating costs for Microsoft in the
Speaker:bank, which must have been
a fair amount of money.
Speaker:That's a little easier
for him to do, isn't it?
Speaker:I would say so. Yeah.
Speaker:So having that cash on hand is
one way if you're growing to hedge
Speaker:against the risk of delayed
revenue that doesn't match your
Speaker:expenses on a current basis, right?
Speaker:Right.
Speaker:And then in addition to that,
Speaker:having that line of credit there
in case you get in trouble.
Speaker:Yeah, that's really your safety net. You
thought that case was going to settle,
Speaker:but then they appealed the judgment.
Speaker:So that's your safety net to
get you through that time.
Speaker:So you talked about using
data. We're huge fans of that.
Speaker:That's one of our core values is making
decisions based on science and data,
Speaker:and we're really into that.
Speaker:One of the challenges in using data is
figuring out what are the right metrics
Speaker:to track that project the health
of your firm. Have you seen ...
Speaker:And I think it would probably depend
on what kind of firm you have,
Speaker:whether it's hourly rate, whether it's
contingent fee. And even within that,
Speaker:different types of firms
probably have different.
Speaker:But what are some different examples
of the key indicators that are most
Speaker:important to track for data
purposes for financial planning?
Speaker:You know, you're so right. It
depends on the type of law firm.
Speaker:So an hourly firm, you're
going to look at standard rate,
Speaker:but standard rate is
really, it's not material.
Speaker:It really is what's the average bill rate.
Speaker:So what's the rate that the client sees
when the biller has determined value?
Speaker:You could say your standard
rate's a thousand bucks an hour,
Speaker:but when you send the bill out, if
it's $600 an hour, that's the reality.
Speaker:So paying attention to
that and then utilization.
Speaker:We like hourly billing firms to set
targets for charge time of their
Speaker:professionals and really monitoring
that because that's how we build the
Speaker:forecast is how much could we do based
on the people we have and how many hours
Speaker:they can charge or are expected to charge.
Speaker:And then we monitor that at least on a
monthly basis to see how they're doing
Speaker:with respect to those goals because
people have time off, vacations, holidays,
Speaker:and we realize it's not
going to be a straight line,
Speaker:but are they getting towards those goals?
And then in a PI firm,
Speaker:it's what's your cost of acquisition?
Do I have enough cases coming in?
Speaker:And then really monitoring
that process along the way.
Speaker:Every type of case has a specific
timeline from intake to adjudication.
Speaker:And sometimes you find firms that there
are bottlenecks internally that are
Speaker:slowing down that timeline. If something
should take six to nine months,
Speaker:but it's routinely taking 13 months,
Speaker:we got to find where that bottleneck is
because we're really converting effort
Speaker:into a dollar at some point. And
if it's taking us longer to do,
Speaker:it's hurting our cash position.
Speaker:Are there rules of thumb
regarding profitability
depending on the different type
Speaker:of law firm model you have,
what your margins should be?
Speaker:Yeah, certainly on the gross profit side,
Speaker:we'd like to see gross
profit between 50 and 60%.
Speaker:So that is my revenue minus my
production costs, the people cost,
Speaker:including their overhead.
Speaker:So if I'm paying someone 100,000
and overhead is let's say 28%,
Speaker:I'm going to take revenue minus
$128,000 to determine gross profit,
Speaker:and we want to see that
between 50 and 60%.
Speaker:And then the rest of your cost
below gross profit are usually
Speaker:about 25 to 30%. And so
depending on the firm,
Speaker:you can have net income of 20 to 40%.
Speaker:A sole practitioner could have 50% net
income, but they don't have the overhead,
Speaker:they don't have the people
cost that a bigger firm is.
Speaker:And generally the bigger a firm gets,
the lower that net income percentage is.
Speaker:But remember, that percentage
is on a bigger number,
Speaker:so it's okay to decline. And then
of course, if you're a flow through,
Speaker:you have to almost look at this before
owner's compensation because really they
Speaker:get whatever you're paying
them plus whatever's left over,
Speaker:right? And then in a C Corp where I'm
stripping out all the income with a bonus
Speaker:to all the shareholders, that net
income's going to be really compressed.
Speaker:So again,
Speaker:you add back at least the bonus
piece to get back to a 20% net
Speaker:income of that C Corp law
firm. Does that make sense?
Speaker:Yeah, it does. We've
noticed that as we've grown,
Speaker:our net profit number has gone down,
Speaker:but it's against a larger total revenue.
Speaker:So the absolute profit number has gone up.
Speaker:And it sounds like that would be typical
as you're taking on more overhead to
Speaker:build out something bigger,
Speaker:you're getting a slightly
smaller share of a larger pie.
Speaker:Right. Especially as you
add, if you add partners.
Speaker:I had a partner when I was a very young
professional here who said," I'm not
Speaker:going to make less so you can make
more. We have to grow the pie.
Speaker:"And the point stuck very quickly that,
" Hey, if I want to make more money,
Speaker:it's not going to come from
my partners. It's going to be,
Speaker:we're going to grow this
whole pie and I'll make more.
Speaker:"Need help on a complex personal
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Speaker:Gideon Asen accepts case referrals
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Speaker:I imagine a lot of times when
you're working with clients,
Speaker:they'll ask you quite directly,"
Does it make sense for us to grow?
Speaker:Does it make sense for us to add another
lawyer or move into another practice
Speaker:area or another geographic area or
another city or town or something?
Speaker:"And you're assisting them in analyzing
that and answering those questions for
Speaker:them. How do you go about doing that?
Speaker:In an hourly billing firm,
it's a very easy exercise. A,
Speaker:do you have the work and what
are you going to pay this person?
Speaker:Then we can calculate their cost,
including their overhead and say," Look,
Speaker:they only need 500 charge hours to pay
for themselves. "Everything beyond that,
Speaker:we can make some money on them. So if
you can get them to that very quickly,
Speaker:yeah, go ahead and expand and do that.
And then the philosophy should be,
Speaker:if you find a good person and
you think you can fill them up,
Speaker:you should hire them. Not when
you absolutely need somebody,
Speaker:because you want to look at
your capacity all the time.
Speaker:And when you get to 85% capacity,
Speaker:so I don't have much left
and you find a good person,
Speaker:you should hire them if you're a growing
firm because if you wait too long where
Speaker:you have no capacity and
you're burning out your people,
Speaker:you're at risk of losing
one of those folks.
Speaker:That's probably one of the most important
things we've learned in our growth
Speaker:journey is that when everybody's
coming to you and telling you they're
Speaker:overwhelmed, it's already too late.
Speaker:You're starting to run into problems and
you really want to head that off before
Speaker:that happens so that people aren't getting
to that place where they're burnt out
Speaker:and quality control suffers,
Speaker:client service suffers.You're at risk
of committing malpractice because you
Speaker:can't handle the volume of work that
you have appropriately and so forth.
Speaker:You never want to get to that
point. That's great advice.
Speaker:So what are some of the things when you
are first hired by firms and you start
Speaker:to peel back the curtain
and look inside and are
Speaker:starting to help them identify problems,
Speaker:what are the kind of the common
sorts of problems you're seeing?
Speaker:So we work on a subscription-based model.
Speaker:And so we have three legs of the
stool of what we can or will do.
Speaker:The first leg is the accounting function.
Speaker:We'll do all the receipts and
disbursements in the accounting.
Speaker:The second leg is advisory
where we meet with leadership,
Speaker:go over the financial statements,
Speaker:talk about capacity and anything else
that comes up. And the third leg is tax.
Speaker:All three of these legs are independent.
So there's a menu of services,
Speaker:you pick and choose what you
want to keep, what we do,
Speaker:and then we set a price and we go forward.
Speaker:When you engage with us
during the first eight weeks,
Speaker:we have our onboarding process.
Speaker:We go through a maturity model assessment
of your finance function and we
Speaker:determine how you rate and it's
self-graded. So we grade it with you,
Speaker:how you rate in five areas of finance,
Speaker:and then you might be rocking it in one
or two of those areas and need help in
Speaker:three. And so we set goals over the next
six to 12 months to get those better.
Speaker:And during that eight-week period,
Speaker:we analyze everything in your finance
function and we come up with a documented
Speaker:plan of, okay, these are good. Here's
some suggestions for this area.
Speaker:And so we really dig into the whole
function to figure out where the bones are
Speaker:buried and then help you
improve upon those over time.
Speaker:And going through that process,
Speaker:are there some patterns you've
recognized where firms in general just
Speaker:tend to fall short?
Speaker:Yeah, especially in chargeable
firms where they hourly billing,
Speaker:they haven't set charge-hour
expectations. They don't manage it.
Speaker:So I had a firm that had a cashflow
crisis and it turns out that
Speaker:nobody was hitting their charge
goals, including the two owners.
Speaker:And the two owners were so consumed with
the cashflow crisis that they weren't
Speaker:serving clients. And so we quickly
identified that. And in about 45 days,
Speaker:we started seeing cash improve
because we started managing people,
Speaker:getting them to work client files and
serve clients and then send out bills.
Speaker:I had another firm that had a big
cash crunch when they hired us,
Speaker:and they had one partner
who hadn't billed all year.
Speaker:And billing hygiene is so important
because clients don't just pay you,
Speaker:right? You do work for them,
Speaker:you solve a problem that they had and
you send them a bill and they pay you.
Speaker:That's how it works. So we identified
the fact that he hadn't billed all year.
Speaker:And it took a few months because when
you send out a client six or eight months
Speaker:after you do something, the pain
point's not there for the client.
Speaker:So it's a little harder to
collect, but it did work out.
Speaker:And now he's one of our best
billers. He bills every month,
Speaker:cleans out all his whip, and
it's great. On the PI side,
Speaker:the biggest thing I see is not utilizing
your case management system correctly
Speaker:and missing those prepaid case costs.
Speaker:If you don't get those in the file and
the settlement comes in and you don't pay
Speaker:attention to capturing all those costs,
it's just as if you lost the Kate.
Speaker:You have to write those off
and you get to expense it,
Speaker:but you don't get your money
back. So in the PI world,
Speaker:paying attention to those details,
Speaker:having paralegals that really work
the case management system and
Speaker:settlements,
Speaker:having those handled correctly really
leads to keeping your cash positions
Speaker:strong.
One more thing in the PI world,
Speaker:and I'm seeing more and more of this
where a settlement will come out,
Speaker:email goes out to a client that
says, "Hey, here's a settlement,
Speaker:send us wiring instructions." There are
a lot of bad actors out there that are
Speaker:spoofing emails and sending an email back.
Speaker:I've had two firms that hired us
that right before they hired us,
Speaker:they got that spoof email, wired
the settlement to the client,
Speaker:which wasn't the client,
and that money's just lost.
Speaker:So the key is when you
get that email back,
Speaker:pick up the phone and call
a client and say, "Hey,
Speaker:I want to confirm these
wiring instructions.".
Speaker:That's great advice.
Speaker:I have a colleague whose office wired
$10 million of settlement money to
Speaker:a client and it turned out that
that was fraudulent. Oh my gosh.
Speaker:So you really have to be careful.
Speaker:We had an email that came
in after a settlement that
purported to be from a lien
Speaker:holder seeking recovery of a lien,
Speaker:must have infiltrated some emails or
something to know that this was something
Speaker:we were in the process of
negotiating. And fortunately,
Speaker:our internal financial manager
noticed that the email address had one
Speaker:digit difference from the real email
for the person we had been communicating
Speaker:with. That was a $500,000 lien repayment.
Speaker:So we're very happy we picked up on
that before sending the money out of the
Speaker:office.
Speaker:But this is what's rampant and something
people really have to try to be on top
Speaker:of.
Speaker:Is there other things in terms
of just financial checks or
Speaker:controls on the money flow side of it?
Obviously avoiding
Speaker:being a victim of fraud
is always a good idea,
Speaker:but there's also scenarios I've heard of
where employees themselves internal to
Speaker:the business are embezzling money and
you have to be concerned about that.
Speaker:Are there certain types of financial
controls that you advise putting in place
Speaker:to protect yourself?
Speaker:One of the other pillars of profit-focused
accounting is your financials and
Speaker:having good current financials
with separation of duties is key
Speaker:too many firms, and not just law firms,
Speaker:but too many businesses have
their neighbors, uncles,
Speaker:brother do the accounting on the
side. They've got a full-time day job,
Speaker:they do this at night and they're
three months behind in reconciling the
Speaker:accounts. And you know in a law firm,
Speaker:your trust account is super important to
have always reconciled and be high and
Speaker:tight. And when you are three
months behind, it's just historical.
Speaker:There's no benefit to that. And so if
you have someone preparing the checks,
Speaker:someone else reviewing and signing the
checks and yet a third person or outside
Speaker:vendor reconciling those accounts
and doing it on a current basis,
Speaker:then it's going to lead to two things,
Speaker:the good data with which to make
decisions and you're going to avoid those
Speaker:fraud or bad actors in your operations
because you're going to have
Speaker:that separation of duties,
Speaker:you're going to have that oversight
and you're going to have good current
Speaker:financial information.
Speaker:Do you recommend that firms occasionally
have outside audits done just as a
Speaker:check? And if so, how
frequently would you do that?
Speaker:I don't know that you need
an audit unless you ...
Speaker:If you suspected something or if your
trust accounts were just way behind,
Speaker:you could have agreed upon procedures
or someone in a forensic and litigation
Speaker:with a forensic or litigation
background come through and audit that.
Speaker:But unless your bank requires
an audit of your firm,
Speaker:I don't think you need that.
Speaker:You could get agreed upon procedures
to look at certain things,
Speaker:especially in the IOLTA accounts. But
I think if you have an outside vendor,
Speaker:CPA or firm like ours,
Speaker:reconcile those accounts and
don't have your office manager
Speaker:have the authority to sign those checks,
Speaker:have the bank statements go to the
owner's address so that they have some
Speaker:oversight in that,
Speaker:and also your CPA so that someone else
is looking at those statements to look
Speaker:for transactions.
Speaker:We're coming into an AI world that is
good and bad. I think it's going to be
Speaker:great for efficiency on these
repeatable transactions.
Speaker:And when we get in the accounting world,
Speaker:I think it can help us minimize the time
on doing the actual accounting so that
Speaker:we can spend more time
analyzing what happened.
Speaker:And you're going to see AI tools
that'll go, "Hey, this is a new vendor.
Speaker:Somebody should look at
this and think about this.
Speaker:" And so I think AI is going
to really help us in that area,
Speaker:but it's also going to help the
boogeyman who's spoofing those emails.
Speaker:He's going to get tools to
come in and do bad things too.
Speaker:So right now, in terms
of if me as an owner,
Speaker:if I wanted to have a
second check on things,
Speaker:would I essentially take
the books and throw it into
Speaker:an AI and say,
Speaker:"Can you flag any patterns or
issues or is that a viable way to
Speaker:do it? ".
Speaker:I know people that are
doing that right now.
Speaker:What it's doing is it's
looking at variances month
over month, year over year,
Speaker:and just highlighting things
that maybe you should look at.
Speaker:I think the other thing you should do
is pay attention to those statements,
Speaker:review those statements,
look for anomalies,
Speaker:and then have an outside person or
someone else in your organization do the
Speaker:reconciliation as opposed to the
office manager who's creating
Speaker:the checks. And there's
several opportunities for
you to review things, right?
Speaker:You can review the bank statement,
Speaker:you can review the disbursements
when you sign the checks,
Speaker:or better yet in a automated area,
Speaker:if you go to a bill.com
for your disbursements,
Speaker:you're going to get your vendors
to email the bills to you.
Speaker:You'll get an email allowing you a chance
to review and approve the bill or ask
Speaker:questions and not approve, and then
you can hit the button and say, "Okay,
Speaker:okay to pay." But just the owner has
to be involved and have some oversight,
Speaker:and then there has to be an independent
third party person reconciling those
Speaker:accounts so that you can minimize
the chance of an error or
Speaker:collusion for fraud.
Speaker:Let me ask you about tax.
Speaker:What are the big issues that come
up for attorneys regarding tax and
Speaker:tax planning?
Speaker:They don't want to pay taxes just like
every other American, but I think if you,
Speaker:especially at year end, look
at bonuses for your people,
Speaker:but maximizing profit
sharing contributions,
Speaker:accelerating some expenses at
year end, really in a PI firm,
Speaker:you have the ability to manage income
a little bit. You can delay a judgment,
Speaker:push something off until
January, but really going out,
Speaker:if you were going to make an
investment in new technology,
Speaker:accelerating that into the current
year so that we can take depreciation,
Speaker:or if you needed new computer
equipment, the same thing,
Speaker:just making sure that it's placed in
service in the current year as opposed to
Speaker:the next year. But don't do things
like the car salesman will say, "Oh,
Speaker:Mr. Owner,
Speaker:you should buy a 6,000 pound gross vehicle
weighed vehicle and you can ride it
Speaker:all off." Well, if you
didn't need that vehicle,
Speaker:you shouldn't buy it. But if you were
going to buy it in March or April,
Speaker:go ahead and accelerate that and
you can get the deduction sooner.
Speaker:Yeah. Well, I can relate to
wanting to pay less taxes. I mean,
Speaker:I feel like because of the quirk
of the plaintiff's practice where
Speaker:all case costs are not deductible
until the case resolves,
Speaker:you're essentially providing tax-free
after tax loans of that money
Speaker:that can go on for years and that is a
real drag. But other than financing them,
Speaker:as you've alluded to,
Speaker:there's really no other workaround
on that we've identified.
Speaker:Yeah. Now in the plaintiff's world,
Speaker:there are programs where if you
write it into the settlement,
Speaker:and I really see this in the
mass tort area where you have 20,
Speaker:40 million million settlements
and you can say, "Hey,
Speaker:I want to defer my fee." It has to be
written into the settlement and the fee
Speaker:then, let's say you have a $20
million fee coming and you say, "Okay,
Speaker:I'll take two and I want to defer 18."
That money really goes into a deferral
Speaker:account, which you can control and
invest with whoever your broker is,
Speaker:and then you can take
that money out over time.
Speaker:It's still going to be ordinary income,
including the growth on that account,
Speaker:but then you can smooth out
your income over the next 10,
Speaker:20 years.
Speaker:Right, right, right.
Speaker:You can structure your fees or you can
put them in a qualified settlement fund
Speaker:like you're describing.
Speaker:And various elements of that have
different levels of IRS blessing or
Speaker:confidence, and some of them are subject
to challenge even that's going on now.
Speaker:So you have to be careful about it,
Speaker:but there are different
vehicles that you can use there.
Speaker:So just finally to wrap up,
Speaker:can you just tell us a little
bit about what you guys offer?
Speaker:If there's lawyers listening who feel
like they would benefit from more
Speaker:structure or robust accounting
and financial planning in
Speaker:their practices, what do you guys
offer and how does that work?
Speaker:The value proposition of what Anders
Virtual CFO Services provides to a firm
Speaker:is that we bring an entire team of
finance professionals to you on a
Speaker:subscription basis. You
get a VCFO, an accountant,
Speaker:and a technology person all on
a fixed fee subscription basis.
Speaker:And it's usually about 75 to 80% of what
it would cost you to hire those people
Speaker:internally, and you don't have a long-term
commitment. If you hire a great CFO,
Speaker:then great,
Speaker:but it might be 18 months before you
figure out if you made the right hire.
Speaker:With us, we ask for a month's
notice, but you can pick and choose.
Speaker:Additionally,
Speaker:you get to keep whatever you want to
keep internally and we take the rest.
Speaker:So it's a menu of items
that you say yes or no to,
Speaker:and depending on what you
say yes to, that's the price.
Speaker:If we get two months down the road and
you now want us to take over your payroll
Speaker:administration, we just
flip the switch to yes,
Speaker:issue a new statement of work and move
forward. So it's really a riskless way
Speaker:of performing your finance function. You
can have a great internal bookkeeper,
Speaker:which we really need a good
working relationship with.
Speaker:That's going to lessen what
we do, lessen the price.
Speaker:We're going to make their life better,
Speaker:offer them some suggestions
for best practices,
Speaker:and really work together well with them
to give you the visibility into your
Speaker:financial statements to improve your
cash position and help you achieve your
Speaker:goals.
Speaker:We look at this as a journey where you're
taking a trip to get to your goals and
Speaker:we're going to help you stay focused
on those so that if we get off track,
Speaker:we can pull different levers to course
correct to get you to where you want to
Speaker:be.
Speaker:What level of revenue do
clients typically come to you at
Speaker:a level of size and maturity of
practice to obtain your services?
Speaker:It's really between two and 50 billers.
Speaker:And I have firms that are a million and
a half dollars all the way up to $30
Speaker:million in fees. And so it really
depends. And we scale our pricing.
Speaker:We can do our pricing in a 30-minute
conversation and give you a firm price,
Speaker:but we scale our pricing based on
revenue and number of employees.
Speaker:That's what really drives the price.
Speaker:It was interesting when you were talking
about a couple of firms you worked with
Speaker:that they had a cash crunch and they
came to you because you'd think sometimes
Speaker:when people have a cash crunch,
Speaker:they don't go out and spend extra
money on consultants or CPAs or finance
Speaker:people,
Speaker:but probably that's the time you need to
do that so that you can get your house
Speaker:in order and get yourself
back on track, right?
Speaker:Right. It doesn't feel right,
Speaker:but that's what they actually
need to do to get back on track.
Speaker:It's kind of like the stock market,
right? If you invest correctly,
Speaker:you're supposed to buy low, sell
high, but when you invest emotionally,
Speaker:you sell low and buy high.
Speaker:Right.
Speaker:That tends to be my strategy and probably
why I should stay out of the market.
Speaker:Well, John,
Speaker:it's been really great to talk to
you and appreciate your time today.
Speaker:And thank you for doing what you do
and helping lawyers be able to have the
Speaker:financial freedom to build good law
practices and to continue to grow and
Speaker:thrive. So thanks for doing that.
Speaker:Thank you, Ben. I enjoyed it.
Speaker:Thanks for listening to Elawvate:
Build and Grow Your Law Firm.
Speaker:Share with colleagues if you
found it valuable. Remember,
Speaker:building a successful law firm takes
discipline, strategy, and determination,
Speaker:but you're not alone. Produced
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