How it works

Polite from the first note to the last.

Emails in your firm’s name first, then a real person. You approve every word.

One invoice, step by step

Every firm’s rules are different, and we set the rhythm to match yours. This is what follow-up on a single past-due invoice commonly looks like.

Before anything goes out

  1. Share invoices as they’re issued. Connect your billing system or send exports regularly, so follow-up starts on time instead of months later.
  2. Set the rules. Tone, sign-off, payment-plan terms, and the matters to leave alone.
  3. Approve the templates. Outreach starts only after you sign off.
  1. Invoice issuedWe see it the day it goes out

    Ideally every invoice comes to us when it’s issued. Nothing is sent before it’s due, but nothing gets a chance to quietly age either.

  2. Day 1 past dueA warm first reminder

    An email in your firm’s name with a copy of the invoice and your payment link. Nothing more than a polite heads-up.

  3. About day 7A second friendly nudge

    Plenty of clients simply missed the first one. This is often all it takes.

  4. Days 10 to 14A real person reaches out

    A specialist checks in by phone to ask whether anything is in the way, and how to make paying easier.

  5. Days 14 to 90Steady, courteous follow-up

    A thoughtful mix of email, phone and text. Payment plans only on terms you’ve approved. Disputes flagged to you right away.

  6. Day 90Back to you, fully documented

    Any account still open comes back to your firm with a complete activity log. Referral to a collection agency is available, only if you choose it.

What you’ll see

Every touch, in writing.

You’ll always know who was contacted, what was said, and what came of it.

Weekly summary

Hartwell Family Law

Week of March 16

Example
Collected this week
$8,450

6 payments

Collected since you started
$41,920

Since January 5

Invoices in follow-up
23
Payment plans set up
2
Waiting on you
1

Needs your attention

  • DisputeR. Alvarez, February statement. Asked about two time entries from the 2/12 hearing. Outreach paused until you reply.

Good news

  • PaidJordan M. Agreed to your three-payment plan and paid the first $850.
  • PaidK. Brennan. Paid $2,450 in full after the day 7 email.
  • Paid4 more clients. Paid $5,150 between them after a reminder.

Left alone, as you asked

3 locked matters. No contact made.

Activity log

Jordan M.

March statement, $2,450.00

Example
  1. Day 1 reminder emailed with invoice and payment link
  2. Day 7 follow-up emailed
  3. AR specialist call. Plan offered on the firm’s approved terms.
  4. Payment 1 of 3, $850, made through the firm’s link

Names, dates and amounts are made up. We set up the format and frequency of your updates with you during onboarding.

You stay in control

It’s your firm and your client. We work inside your rules.

  • You approve the words

    Tone, sign-off, templates and the outreach plan are agreed with you before anything is sent.

  • Lock any client or matter

    A sensitive matter, a VIP, an active arrangement. Locked means no contact until you say otherwise.

  • You set the plan terms

    We only offer payment plans you’ve pre-approved. Anything outside those terms comes back to you.

  • Disputes come straight back

    If a client questions the bill, we pause and pass it to you with whatever they told us. We don’t argue a bill.

  • The case is off the table

    We talk about the invoice and how to pay it. Never the substance of the matter, and never legal advice.

  • The money goes to you

    Clients pay through the link or instructions you already use. Nothing passes through ARCounsel.

Compare

Your options for past‑due invoices, side by side.

Each has its place. Here’s how they differ.

ARCounsel

Who reaches out
Emails in your firm’s name, then a real person
Cost
Flat monthly fee on an annual plan, published
When an email is ignored
An AR specialist follows up by phone, email or text
Tone
Yours, approved in advance
Your client relationship
Protected by design
Best for
Firms that want steady, kind follow-up without doing it themselves

Doing it yourself

Who reaches out
You or your staff
Cost
Attorney and staff time
When an email is ignored
Whenever someone has a spare hour
Tone
Depends on the day
Your client relationship
Awkward calls can strain it
Best for
A handful of small balances

Reminders in your billing software

Who reaches out
Automated emails only
Cost
Often included in your plan
When an email is ignored
Another automated email
Tone
A template
Your client relationship
Unaffected, but easy to ignore
Best for
Clients who simply forgot

Collection agency

Who reaches out
Agency staff, usually under the agency’s name
Cost
Often a percentage of what’s recovered
When an email is ignored
The agency takes over the account
Tone
Theirs
Your client relationship
Hard to come back from
Best for
Former clients who have stopped responding

Already sending automated reminders from your billing system? Keep them. We pick up where they stop, with a person.

Let’s look at your receivables together.

Book a consult