The organization’s Senior Business Consultant outlined the many steps the internal legal team had to follow for simple tasks, such as approving invoices with the billing department. Furthermore, attorneys had noted how difficult it was for them to make decisions about investing in matters based on past costs and outcomes. The Senior Business Consultant flagged the main challenges as:

CASE STUDY – MATTER MANAGEMENT

From Manual Chaos to Streamlined Control

How a $19.5B Property and Casualty insurance leader transformed legal billing and operations with DiliTrust Matter Management.

Ottakringer Getränke AG

AT A GLANCE

Challenges

  • No e-billing system, causing lengthy manual processes for 130 lawyers
  • Manual invoice entry from PDFs creating payment delays
  • Limited visibility into legal spend and incomplete matter history, making cost assessment difficult
  • Scattered data complicating the creation of legal spend reports

Results

  • Reduced external law firms from 450 to 99 through strategic sourcing
  • Saved hundreds of hours annually with automated invoice processing
  • Lowered administrative burden and costs for matter setup
  • Improved vendor satisfaction with faster, more accurate invoice approvals

Products Used

Matter Management

THE CHALLENGES

Manual Processes Affecting Time Management, Legal Spending and Reporting

The organization’s Senior Business Consultant outlined the many steps the internal legal team had to follow for simple tasks, such as approving invoices with the billing department. Furthermore, attorneys had noted how difficult it was for them to make decisions about investing in matters based on past costs and outcomes. The Senior Business Consultant flagged the main challenges as:

  • The lack of an e-billing system, resulting in lengthy manual processes for 130 company lawyers.
  • Manual processes, such as entering invoice details from PDFs, consistently delayed vendor payments.
  • Limited visibility into legal spend and incomplete access to matter histories made it difficult to assess costs and make informed decisions.
  • Generating legal spend reports was challenging, as information was scattered and not readily accessible to all stakeholders.

For this Property and Casualty leader there was no doubt, they required a tool that could fill in the operational and spending gaps in their system.

THE SOLUTION

Matter and Invoice Automation and Centralization

DiliTrust Matter Management was selected and implemented in 2015, a smooth process as noted by the Senior Business Consultant. The goal with this new tool in their tech stack was to automate and remove inefficiencies in the billing process. Once the implementation rolled out, the organization obtained:

A centralized tool that enables billing teams to onboard law firms, allowing attorneys to submit invoices with ease.

Predefined templates for entering matters into the system, aligned with DiliTrust’s recommended workflows.

Faster invoice processing and improved vendor satisfaction through streamlined review and approval.

One of the main reasons for starting the digitization project with DiliTrust was that, unlike other solutions, DiliTrust Matter Management allows law firms to submit invoices at no additional cost. Removing these fees created immediate savings and made it the most cost-effective way to manage legal spend.

THE RESULTS

Reduced Processing Time, Costs and Enhanced Collaboration

  • Improved strategic sourcing, reducing the number of external firms from 450 to 99.
  • Hundreds of hours saved annually through fully automated invoice processing.
  • Lowered the administrative burden and costs of setting up matters.

The implementation of a Matter Management solution delivered measurable and transformative benefits for this Casualty and Property Insurer. This new system reflects the company’s mission to protect what people cherish most by ensuring matters are properly tracked and handled in a timely manner.

We now have a dashboard that presents senior attorneys with an easy-to-use view of information which helps them evaluate law firms. We’ve increased our efficiency and are able to process invoices accurately and quickly.

Senior Business Consultant

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