ALA Webinar August 21, 2013
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1 BUSINESS INTELLIGENCE THROUGH FINANCIAL REPORTING ALA Webinar August 21, 2013 Barry Jackson, CLM, CPA President JC4LM LLC
2 BUSINESS INTELLIGENCE THROUGH FINANCIAL REPORTING Dashboard Graphics Similar to the dashboard of your car letting you know if your gas tank is full, etc. Generally you can show a three-year comparison of Billable Hours Billable Hours per Timekeeper Value worked Fees Billed Fees Received Net Earnings Cash Balance Term Debt Outstanding AR and WIP.
3 BUSINESS INTELLIGENCE THROUGH FINANCIAL REPORTING If you have a 2000 hour per year requirement per month 1500 hours per year is 125 hrs per month Difference is 42 hours per month or 504 per year 3 attorneys work 2000 hrs/yr or 6000 in total 4 attorney work 1500 hrs/yr or 6000 in total You are paying one too many attorney salaries. You save $145,000 or more. Usually it is the or more category
4 BUSINESS INTELLIGENCE THROUGH FINANCIAL REPORTING General Ledger Accounting A new firm should obtain a good outside accountant and have them help you set up accounting software for your firm. The general ledger alone is too much information on a monthly basis Good Accounting is important to your bank, malpractice insurance agent, etc. If you are not getting good information, the confidence level in your firm from their perspective goes down Firms need to decide who gets what information. Remember Associates need to feel like they are part of the firm. Non-Equity Partners often feel left out.
5 BUSINESS INTELLIGENCE THROUGH FINANCIAL REPORTING First loose rule is 80% of expenses come from compensation, insurance and rent. The remaining 20% is scattered with little things. It makes you feel better to cancel reception flowers but rarely addresses the issue. Variance Analysis. It is helpful to compare your budget to actual and as the year progresses, the budget should be converted to a projection (actual to date with updated forecast for the rest of the year)
6 BUSINESS INTELLIGENCE THROUGH FINANCIAL REPORTING Be careful to note Revenue variances, Time variances and Billing variances. Most important statistic is hours per attorney. You could almost run the firm with this number alone.
7 BUSINESS INTELLIGENCE THROUGH FINANCIAL REPORTING Benchmarking is where you compare your financial results to surveyed results Determining correct billing rates are worth the cost of surveys to find out what you can charge You could find you are billing as a partner at lower rates than paralegals in big firms.
8 Fees Billed $80,000 $70,000 $60,000 $50,000 $40,000 $30,000 $20,000 $10,000 $0 J F M A M J J A S O N D 09 Budget 48,419 48,419 48,417 48,417 67,816 47,304 45,799 43,900 44, ,375 47,300 42,499 45,695 51,847 38,421 39,172 54,371 43, ,528 43,178 52,466 47,426 44,975 49,356 38,174 43,673 40,341
9 Fees Billed 450, , , , , , , , Budget 443, , ,117
10 XYZ LLP Year January February March April May - Dec YTD Cumulative Fees billed ,375 47,300 42,499 45, , ,528 43,178 52,466 47, , , Budget 48,419 48,419 48,417 48, , ,672
11 DASHBOARD FINANCIAL PRESENTATION How to add only relevant numbers in a row for comparison (e.g.) Jan - May =SUMIF($D$2:$O$2,">0",D46:O46) D2:02 is the first line with =sum(d2:o2) in the total line. All other lines have the formula above. If Jan May equals $500,000 and Jan Dec equals $1,000,000, this formula will total $500,000 for comparison to the current year.
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15 ACCOUNTS RECEIVABLE Total Over 120 Month Jan 4,078,411 3,785,199 1,297,764 1,331, , , , , , ,161 1,409,991 1,362,429 Feb 4,075,598 3,924,070 1,471,079 1,599, , , , , , ,786 1,389,551 1,345,470 Mar 4,006,891 4,111,839 1,220,965 1,262, ,391 1,003, , , , ,255 1,450,448 1,273,919 Apr 4,576,166 4,644,082 1,741,106 2,139, , , , , , ,199 1,526,108 1,352,777 May 4,670,797 4,803,903 1,558,717 1,520,939 1,015,329 1,104, , , , ,740 1,478,963 1,482,914 Jun 4,886,894 4,842,077 1,489,594 1,427,149 1,042, , , , , ,348 1,557,236 1,547,191 Jul 4,990,813 1,544, , , ,238 1,564,228 Aug 5,045,936 1,451,982 1,006, , ,550 1,690,891 Sep 4,807,927 1,680, , , ,335 1,672,485 Oct 4,653,752 1,402, , , ,943 1,594,092 Nov 4,715,716 1,530, , , ,981 1,578,160 Dec 5,081,564 1,641,076 1,100, , ,465 1,482,741 WIP - Unbilled Fees & Disbursements Total Total Over 120 Month Jan 2,546,991 3,856,301 1,580,019 1,601, ,497 1,275,532 80,129 50,963 45,839 49, , ,004 Feb 2,636,441 3,112,175 1,509,433 1,592, , ,490 67,555 55,627 44,392 48, , ,371 Mar 3,124,095 3,556,382 1,706,520 1,757, , , , ,937 46,990 35, , ,413 Apr 2,964,209 2,976,108 1,795,547 1,671, , ,808 80,812 84,280 41,405 35, , ,696 May 2,620,384 2,912,558 1,514,406 1,496, , ,025 74,724 71,426 40,895 70, , ,412 Jun 2,763,455 3,056,089 1,658,001 1,685, , , , ,055 51,855 48, , ,616 Jul 2,805,841 1,703, ,641 36,013 36, ,554 Aug 2,477,492 1,449, ,054 70,396 26, ,115 Sep 2,672,469 1,630, ,457 98,908 39, ,900 Oct 2,777,183 1,698, ,529 52,091 35, ,653 Nov 2,870,470 1,591, ,042 75,390 30, ,356 Dec 2,533,228 1,537, , ,417 59, ,384 Total Investment Total Total Month Jan 6,625,402 7,641,500 Feb 6,712,039 7,036,245 Mar 7,130,986 7,668,221 Apr 7,540,375 7,620,190 May 7,291,181 7,716,461 Jun 7,650,349 7,898,166 Jul 7,796,654 Aug 7,523,428 Sep 7,480,396 Oct 7,430,935 Nov 7,586,186 Dec 7,614,792
16 Billable Hours 6,000 4,000 2,000 - Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec ,600 1,400 3,900 4,100 3,400 3, ,600 3,500 3,900 3,800 3,400 3,900 3,800 3,400 3,700 3,900 3,600 3, ,400 3,800 4,500 3,500 4,000 4,000 4,000 3,500 3,900 4,400 3,700 3,600 YTD Billable Hours 25,000 24,000 23,000 22,000 21,000 20,000 19,000 18, , , ,200
17 Value Worked $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec ,590,000 1,490,000 1,675,000 1,800,000 1,500,000 1,650, ,540,000 1,500,000 1,690,000 1,600,000 1,475,000 1,660,000 1,650,000 1,450,000 1,600,000 1,675,000 1,575,000 1,540, ,850,000 1,600,000 1,890,000 1,775,000 1,650,000 1,640,000 1,650,000 1,400,000 1,600,000 1,800,000 1,500,000 1,500,000 YTD Value Worked 10,600,000 10,400,000 10,200,000 10,000,000 9,800,000 9,600,000 9,400,000 9,200,000 9,000,000 8,800, ,705, ,465, ,405,000
18 Billable Hours Per Attorney Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec YTD Billable Hours per Attorney
19 Billable Hours Per Partner Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec YTD Billable Hours per Partner
20 Billable Hours Per Associate Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec YTD Billable Hours per Associate
21 Billable Hours Per Timekeeper Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Timekeeper Headcount Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec
22 Fees Billed $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec ,525,000 1,375,000 1,145,000 1,900,000 1,640,000 1,400, ,690,000 1,150,000 1,280,000 1,800,000 1,675,000 1,480,000 1,690,000 1,600,000 1,400,000 1,500,000 1,500,000 1,775, ,675,000 1,145,000 1,690,000 2,200,000 1,260,000 1,700,000 1,700,000 1,600,000 1,400,000 2,050,000 1,300,000 1,600,000 YTD Fees Billed 9,800,000 9,600,000 9,400,000 9,200,000 9,000,000 8,800,000 8,600, ,985, ,075, ,670,000
23 Fees Received $3,000,000 $2,000,000 $1,000,000 $0 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec ,200,000 1,300,000 1,300,000 1,300,000 1,500,000 1,225, ,600, , ,000 1,300,000 1,200,000 1,400,000 1,500,000 1,450,000 1,575,000 1,600,000 1,300,000 1,350, ,500,000 1,400,000 1,300,000 1,250,000 1,300,000 1,600,000 1,550,000 1,950,000 1,540,000 1,300,000 1,400,000 1,325,000 YTD Fees Received 9,600,000 9,400,000 9,200,000 9,000,000 8,800,000 8,600,000 8,400,000 8,200,000 8,000,000 7,800, ,825, ,400, ,350,000
24 Fiscal Year Net Income thru current month $3,950,000 $3,900,000 $3,850,000 $3,800,000 $3,750,000 $3,700,000 $3,650,000 $3,600,000 $3,550,000 $3,500, ,725, ,635, ,890,000 Cash Balance $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 -$500,000 -$1,000,000 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec ,780,000 2,175,000 1,210, ,000 1,175, , ,245,000 2,200,000 2,200, , , , , , ,000 1,600,000 1,540,000 1,625, ,825,000 2,160, ,000 (45,000) (295,000) (425,000) 225, , , ,000 1,585,000 1,130,000
25 Accounts Receivable 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 0 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec ,078,411 4,075,598 4,006,891 4,576,166 4,670,797 4,886, ,331,787 1,599,394 1,262,312 2,139,204 1,520,939 1,427,149 1,544,122 1,451,982 1,680,234 1,402,073 1,530,661 1,641,076 Accounts Receivable > 120 days 1,800,000 1,600,000 1,400,000 1,200,000 1,000, , , , ,000 0 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec ,409,993 1,389,552 1,450,449 1,526,108 1,478,964 1,557, ,362,429 1,345,470 1,273,919 1,352,777 1,482,944 1,547,191 1,564,228 1,690,891 1,672,485 1,594,092 1,578,160 1,482,741
26 Unbilled Fees & Disbursements 2,000,000 1,800,000 1,600,000 1,400,000 1,200,000 1,000, , , , ,000 0 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec ,580,019 1,509,433 1,706,520 1,795,547 1,514,408 1,655, ,601,632 1,592,782 1,757,944 1,671,126 1,496,630 1,685,198 1,703,490 1,449,732 1,630,316 1,698,693 1,591,492 1,537,331 Unbilled > 120 days 1,000, , , , ,000 0 Jan Feb M ar Apr M ay Jun Jul Aug Sept Oct Nov Dec , , , , , , , , , , , , , , , , , ,384
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