Quill Pinpoint

Barclay House 35 Whitworth Street West Manchester M1 5NG
0161 236 2910
Staff: 30
Clients: ≈1 000
Feedback received from 3 people
100% would recommend this business.
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At an indeterminate point down the line, we may again employ an in-house cashier but we’re in no rush. We’re definitely sticking with Quill for the foreseeable future. If another law firm ever finds themselves in an unfortunate position like ours, we urge them to contact Quill.
Name:Simon Acworth
Job Title:Senior Partner
Sector:Solicitors
Company:Downie & Gadban Solicitors
Town:Alton
Date:22/07/2015
100%
20
Show / Hide Case Study

Any employer can appreciate the disruption caused to their business from sudden employee absenteeism.  None more so than legal entities who have a professional obligation to maintain continuous service provision.

A reduced workforce can pose a real threat to business continuity.  This is even the case if the staff in question are responsible for back office, rather than client facing, functions as Partners often cover absent staff’s important duties.

To complicate the matter further still, where cashiering’s concerned, legal accounts processes are controlled by the SRA Accounts Rules whose complicated nature and prescribed time limits necessitate constant attention.  With only the slightest neglect, breaches can occur and the consequences can be far-reaching and catastrophic.

So, when a firm’s cashier takes leave from work for any reason, whether planned or accidental, there are repercussions both internally within the practice and, potentially, with industry regulators.

This is exactly the situation in which Downie & Gadban Solicitors found themselves last year.

Simon Acworth, Senior Partner, explains: “Our previous cashier was here forever and extremely reliable.  When she left, we found a replacement who was fine to begin with but, later, was persistently absent either through supposed illness of family members then himself.

“While we recognise that personal crises can happen, and have a tendency to do so unpredictably, our cashier’s leaves of absence became habitual and we started feeling suspicious.  It turned out to be a case of gross misconduct and his inevitable departure left us in a severe crisis situation with our accounts in complete disarray.

“In the midst of disaster, we turned to our software supplier, Quill Pinpoint, for emergency support.  We knew their portfolio includes outsourced cashiering services but didn’t realise they could provide this on an immediate, temporary basis.  Thankfully for us, they can!”

Once instructed, Quill implemented the Pinpoint service instantly by assigning Downie & Gadban a named member of its cashiering team and training practice staff on the remotely accessed e-chits system.  With Pinpoint, the practice’s role is to post, on a daily basis, details of case-related costs and bills which are then analysed, tracked, reconciled, remedied (when anomalies arise) and reported by Quill’s cashiers.

“The e-chits facility was a steep learning curve because we literally had to switch the service on overnight”, adds Simon.  “Usually there’s a bedding-in period with new software features but, because of our unique circumstances, we simply didn’t have the luxury of time.  But, now that we’re au fait with the system, we can perform our day-to-day postings either from our office or remotely.  It’s very flexible.

“The best thing by far about the service, though, is the relationship we’ve established with our cashier who’s readily available at the end of the phone, has a nice attitude and, we imagine, always smiling!  But, everyone needs a holiday and, when our cashier’s not working, our deputy steps up to the mark instead so we’ve got year-round continuous cover.

“Another massive reassurance is their obvious fluency in the SRA Accounts Rules and other protocols.  Mistakes are effortlessly corrected and we know that the same disaster won’t befall us again.”

Quill is able to offer Pinpoint to clients on a permanent or temporary basis, be it fixed term for scheduled extended leave such as maternity or with an undefined end date for precarious situations.

Recommending Quill’s outsourced accounting support to other law firms, Simon concludes: “Life does have a tendency to catch us unawares every now and then.  We’re clear evidence of this fact.  Our books were in a mess and Quill had to unscramble lots in an extraordinarily short timeframe.  Without their help, our recovery would have been prolonged and, even, doubtful.

“The speed of implementation, quality of support and contract flexibility was our salvation during a very dark period.  Quill saved the day!

“At an indeterminate point down the line, we may again employ an in-house cashier but we’re in no rush.  We’re definitely sticking with Quill for the foreseeable future.  If another law firm ever finds themselves in an unfortunate position like ours, we urge them to contact Quill.”

Upon our cashier’s retirement, we seized the opportunity to analyse the economics. The cost to replace with another in-house member of staff far outweighed the fee to outsource the function. Outsourcing was, therefore, our chosen solution.
Name:Mary Stacey
Job Title:Practice Manager
Sector:Solicitors
Company:Butters David Grey
Town:Hastings
Date:22/07/2015
100%
20
Show / Hide Case Study

Due to the increasing popularity of back office outsourced services, when in-house staff resign or retire, savvy law firms are comparing recruitment and ongoing salary costs against the set monthly fee chargeable to outsourcing providers.

When its cashier retired two years ago, Hastings-based Butters David Grey LLP arrived at this self-same crossroads.  Mary Stacey, Practice Manager at Butters David Grey, explains:

“Upon our cashier’s retirement, we seized the opportunity to analyse the economics.  The cost to replace with another in-house member of staff far outweighed the fee to outsource the function.  Outsourcing was, therefore, our chosen solution.”

As existing Quill clients, the Pinpoint cashiering service was a logical extension to the Interactive practice management and legal accounts software utilised since the practice’s formation.

“We’ve used Interactive and its predecessors for 25 years,” continues Mary.  “We know our way around it and it performs as we need it to.  It’s the only software we’ve ever used and intend to use.  Pinpoint was the obvious, sensible option.  We’ve got a long-standing relationship with our Quill account manager.  Once she described how Pinpoint works and presented the costs, we signed up for the service.”

Amongst the features most appealing to Butters David Grey were Pinpoint’s continuous service provision and regulatory compliance guarantees.

“Because Pinpoint gives us a named cashier with automatic absence cover when he’s out of the office for whatever reason, we know there’s always someone managing our accounts, even during peak holiday season,” adds Mary.  “Now, we need no longer concern ourselves with making cover arrangements which used to be a real hassle.  Compliance was another huge responsibility which has been removed.  The Pinpoint team are up to date with all the latest compliance requirements so we don’t have to be.”

With Pinpoint, the legal accounting process involves logging fee earner time, disbursements, other case-related costs and inbound monies via the e-chits system in Interactive.  Thereafter, Pinpoint cashiers undertake all aspects of cashiering.

“Our only duty is daily e-chits,” concludes Mary.  “Quill picks up the rest.  The whole accounts operation is so much easier that we’re making substantial time and cost savings.  There’s always somewhere else in any business where time and costs can be invested, so other areas within our practice are benefiting from these additional resources.  Because of this, Pinpoint has positively impacted upon our profitability.  I would, and do, recommend Quill’s outsourced cashiering service to law firms who find themselves in our position with a departing in-house cashier.  Outsourcing is, by far, the best choice.”

In house, it can be a real problem when the cashier’s off work but, with Pinpoint, there’s always someone there to keep things ticking along.
Name:Rachael Fisher
Job Title:Practice Manager
Sector:Solicitors
Company:Richard Griffiths & Co
Town:Salisbury
Date:22/07/2015
100%
20
Show / Hide Case Study

Description: Extended leaves of absence can be seriously disruptive for legal practices.  At no time more so than under outcomes-focused regulation which places an onerous responsibility on law firms to consistently maintain service provision on a daily, year-round basis.

As a steady cash flow of monies is essential to any business’s survival, the accounts department necessitates a constant cashier presence to manage inbound and outbound finances according to the governance of the SRA Accounts Rules.


Client: Richard Griffiths & Co Supplier: Quill Pinpoint

Richard Griffiths & Co Solicitors

Tel: 01722 329 966

Web: richardgriffithsandco.com

 


The business issue that needed to be addressed

While it can be extremely difficult to cover for sudden unexpected staff absenteeism, other scheduled non-attendance, such as maternity leave, can be catered for more adequately with careful pre planning.

Even so, firms with a sole in-house cashier can still find themselves unable to arrange satisfactory cover through internal HR resources.  Additionally, the prospect of training temporary external personnel how to use the legal accounts software and coaching on the practice’s unique set of accounts work flow processes can be off-putting to many practice managers.  With so many demands upon them, it can be nigh-on impossible to make an appropriate time commitment to the task.

Existing Quill Pinpoint client, Richard Griffiths & Co, has used the hosted Interactive practice management and legal accounts software for a number of years.  When the practice’s cashier approached her maternity leave commencement date, the firm contacted its supplier to discuss the opportunity of subscribing to the Pinpoint outsourced accounting service for a fixed-term.

Rachael Fisher, Practice Manager at Richard Griffiths & Co, explains how its “cashier went off on maternity leave but the cover provisions changed suddenly at the last minute”.

“Subsequently, we found ourselves in a bit of a pickle”, continues Rachael.  “We’d recruited a trainee cashier slightly late in the day, not allowing enough time to train him up sufficiently to cope single-handedly during our main cashier’s absence.  Also, in hindsight, it was too challenging for a newcomer to the role.  We rang Quill to see if their cashiering team could help and, sure enough, they agreed to support us for the duration of our cashier’s maternity leave.  The primary advantage being that they know the Interactive system inside out, so didn’t need any training and could get to work on our accounts straightaway”.

The solution

The Pinpoint outsourced legal accounts service is offered on a long or short-term contract as a means of offloading the back-office cashiering function to a named cashier for a specified (or indefinite) period of time.  The service is fully flexible, adapting to the changing needs of clients, to be scaled up or down according to requirements.

“We split the cashiering duties between our trainee and Pinpoint cashier”, adds Rachael.  “Quill’s input has increased over the past few months and they now perform all of our submissions as well, which wasn’t part of the original brief.  This flexibility is a huge plus point.  It’s been our life line”.

What would you say to someone else thinking of using Perfect Software

One of the major benefits of the Pinpoint service is guaranteed cashier support within each working day, with a deputy cashier for automatic cover when practice’s assigned cashiers are on holiday or absent for other reasons.

“In house, it can be a real problem when the cashier’s off work but, with Pinpoint, there’s always someone there to keep things ticking along”, states Rachael.  “Our cashier is very helpful and quick to respond.  The head of the legal accounts team, Carmel Connor, is really supportive too.  I’d categorically recommend Pinpoint, maternity cover or otherwise.  For us, the Quill back-up plan has been a huge relief”.

Richard Griffiths & Co

Tel: 01722 329 966

Web: richardgriffithsandco.com

 

 

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At an indeterminate point down the line, we may again employ an in-house cashier but we’re in no rush. We’re definitely sticking with Quill for the foreseeable future. If another law firm ever finds themselves in an unfortunate position like ours, we urge them to contact Quill.
Name:Simon Acworth
Job Title:Senior Partner
Sector:Solicitors
Company:Downie & Gadban Solicitors
Town:Alton
Date:22/07/2015
100%
20
Show / Hide Case Study

Any employer can appreciate the disruption caused to their business from sudden employee absenteeism.  None more so than legal entities who have a professional obligation to maintain continuous service provision.

A reduced workforce can pose a real threat to business continuity.  This is even the case if the staff in question are responsible for back office, rather than client facing, functions as Partners often cover absent staff’s important duties.

To complicate the matter further still, where cashiering’s concerned, legal accounts processes are controlled by the SRA Accounts Rules whose complicated nature and prescribed time limits necessitate constant attention.  With only the slightest neglect, breaches can occur and the consequences can be far-reaching and catastrophic.

So, when a firm’s cashier takes leave from work for any reason, whether planned or accidental, there are repercussions both internally within the practice and, potentially, with industry regulators.

This is exactly the situation in which Downie & Gadban Solicitors found themselves last year.

Simon Acworth, Senior Partner, explains: “Our previous cashier was here forever and extremely reliable.  When she left, we found a replacement who was fine to begin with but, later, was persistently absent either through supposed illness of family members then himself.

“While we recognise that personal crises can happen, and have a tendency to do so unpredictably, our cashier’s leaves of absence became habitual and we started feeling suspicious.  It turned out to be a case of gross misconduct and his inevitable departure left us in a severe crisis situation with our accounts in complete disarray.

“In the midst of disaster, we turned to our software supplier, Quill Pinpoint, for emergency support.  We knew their portfolio includes outsourced cashiering services but didn’t realise they could provide this on an immediate, temporary basis.  Thankfully for us, they can!”

Once instructed, Quill implemented the Pinpoint service instantly by assigning Downie & Gadban a named member of its cashiering team and training practice staff on the remotely accessed e-chits system.  With Pinpoint, the practice’s role is to post, on a daily basis, details of case-related costs and bills which are then analysed, tracked, reconciled, remedied (when anomalies arise) and reported by Quill’s cashiers.

“The e-chits facility was a steep learning curve because we literally had to switch the service on overnight”, adds Simon.  “Usually there’s a bedding-in period with new software features but, because of our unique circumstances, we simply didn’t have the luxury of time.  But, now that we’re au fait with the system, we can perform our day-to-day postings either from our office or remotely.  It’s very flexible.

“The best thing by far about the service, though, is the relationship we’ve established with our cashier who’s readily available at the end of the phone, has a nice attitude and, we imagine, always smiling!  But, everyone needs a holiday and, when our cashier’s not working, our deputy steps up to the mark instead so we’ve got year-round continuous cover.

“Another massive reassurance is their obvious fluency in the SRA Accounts Rules and other protocols.  Mistakes are effortlessly corrected and we know that the same disaster won’t befall us again.”

Quill is able to offer Pinpoint to clients on a permanent or temporary basis, be it fixed term for scheduled extended leave such as maternity or with an undefined end date for precarious situations.

Recommending Quill’s outsourced accounting support to other law firms, Simon concludes: “Life does have a tendency to catch us unawares every now and then.  We’re clear evidence of this fact.  Our books were in a mess and Quill had to unscramble lots in an extraordinarily short timeframe.  Without their help, our recovery would have been prolonged and, even, doubtful.

“The speed of implementation, quality of support and contract flexibility was our salvation during a very dark period.  Quill saved the day!

“At an indeterminate point down the line, we may again employ an in-house cashier but we’re in no rush.  We’re definitely sticking with Quill for the foreseeable future.  If another law firm ever finds themselves in an unfortunate position like ours, we urge them to contact Quill.”

Upon our cashier’s retirement, we seized the opportunity to analyse the economics. The cost to replace with another in-house member of staff far outweighed the fee to outsource the function. Outsourcing was, therefore, our chosen solution.
Name:Mary Stacey
Job Title:Practice Manager
Sector:Solicitors
Company:Butters David Grey
Town:Hastings
Date:22/07/2015
100%
20
Show / Hide Case Study

Due to the increasing popularity of back office outsourced services, when in-house staff resign or retire, savvy law firms are comparing recruitment and ongoing salary costs against the set monthly fee chargeable to outsourcing providers.

When its cashier retired two years ago, Hastings-based Butters David Grey LLP arrived at this self-same crossroads.  Mary Stacey, Practice Manager at Butters David Grey, explains:

“Upon our cashier’s retirement, we seized the opportunity to analyse the economics.  The cost to replace with another in-house member of staff far outweighed the fee to outsource the function.  Outsourcing was, therefore, our chosen solution.”

As existing Quill clients, the Pinpoint cashiering service was a logical extension to the Interactive practice management and legal accounts software utilised since the practice’s formation.

“We’ve used Interactive and its predecessors for 25 years,” continues Mary.  “We know our way around it and it performs as we need it to.  It’s the only software we’ve ever used and intend to use.  Pinpoint was the obvious, sensible option.  We’ve got a long-standing relationship with our Quill account manager.  Once she described how Pinpoint works and presented the costs, we signed up for the service.”

Amongst the features most appealing to Butters David Grey were Pinpoint’s continuous service provision and regulatory compliance guarantees.

“Because Pinpoint gives us a named cashier with automatic absence cover when he’s out of the office for whatever reason, we know there’s always someone managing our accounts, even during peak holiday season,” adds Mary.  “Now, we need no longer concern ourselves with making cover arrangements which used to be a real hassle.  Compliance was another huge responsibility which has been removed.  The Pinpoint team are up to date with all the latest compliance requirements so we don’t have to be.”

With Pinpoint, the legal accounting process involves logging fee earner time, disbursements, other case-related costs and inbound monies via the e-chits system in Interactive.  Thereafter, Pinpoint cashiers undertake all aspects of cashiering.

“Our only duty is daily e-chits,” concludes Mary.  “Quill picks up the rest.  The whole accounts operation is so much easier that we’re making substantial time and cost savings.  There’s always somewhere else in any business where time and costs can be invested, so other areas within our practice are benefiting from these additional resources.  Because of this, Pinpoint has positively impacted upon our profitability.  I would, and do, recommend Quill’s outsourced cashiering service to law firms who find themselves in our position with a departing in-house cashier.  Outsourcing is, by far, the best choice.”

In house, it can be a real problem when the cashier’s off work but, with Pinpoint, there’s always someone there to keep things ticking along.
Name:Rachael Fisher
Job Title:Practice Manager
Sector:Solicitors
Company:Richard Griffiths & Co
Town:Salisbury
Date:22/07/2015
100%
20
Show / Hide Case Study

Description: Extended leaves of absence can be seriously disruptive for legal practices.  At no time more so than under outcomes-focused regulation which places an onerous responsibility on law firms to consistently maintain service provision on a daily, year-round basis.

As a steady cash flow of monies is essential to any business’s survival, the accounts department necessitates a constant cashier presence to manage inbound and outbound finances according to the governance of the SRA Accounts Rules.


Client: Richard Griffiths & Co Supplier: Quill Pinpoint

Richard Griffiths & Co Solicitors

Tel: 01722 329 966

Web: richardgriffithsandco.com

 


The business issue that needed to be addressed

While it can be extremely difficult to cover for sudden unexpected staff absenteeism, other scheduled non-attendance, such as maternity leave, can be catered for more adequately with careful pre planning.

Even so, firms with a sole in-house cashier can still find themselves unable to arrange satisfactory cover through internal HR resources.  Additionally, the prospect of training temporary external personnel how to use the legal accounts software and coaching on the practice’s unique set of accounts work flow processes can be off-putting to many practice managers.  With so many demands upon them, it can be nigh-on impossible to make an appropriate time commitment to the task.

Existing Quill Pinpoint client, Richard Griffiths & Co, has used the hosted Interactive practice management and legal accounts software for a number of years.  When the practice’s cashier approached her maternity leave commencement date, the firm contacted its supplier to discuss the opportunity of subscribing to the Pinpoint outsourced accounting service for a fixed-term.

Rachael Fisher, Practice Manager at Richard Griffiths & Co, explains how its “cashier went off on maternity leave but the cover provisions changed suddenly at the last minute”.

“Subsequently, we found ourselves in a bit of a pickle”, continues Rachael.  “We’d recruited a trainee cashier slightly late in the day, not allowing enough time to train him up sufficiently to cope single-handedly during our main cashier’s absence.  Also, in hindsight, it was too challenging for a newcomer to the role.  We rang Quill to see if their cashiering team could help and, sure enough, they agreed to support us for the duration of our cashier’s maternity leave.  The primary advantage being that they know the Interactive system inside out, so didn’t need any training and could get to work on our accounts straightaway”.

The solution

The Pinpoint outsourced legal accounts service is offered on a long or short-term contract as a means of offloading the back-office cashiering function to a named cashier for a specified (or indefinite) period of time.  The service is fully flexible, adapting to the changing needs of clients, to be scaled up or down according to requirements.

“We split the cashiering duties between our trainee and Pinpoint cashier”, adds Rachael.  “Quill’s input has increased over the past few months and they now perform all of our submissions as well, which wasn’t part of the original brief.  This flexibility is a huge plus point.  It’s been our life line”.

What would you say to someone else thinking of using Perfect Software

One of the major benefits of the Pinpoint service is guaranteed cashier support within each working day, with a deputy cashier for automatic cover when practice’s assigned cashiers are on holiday or absent for other reasons.

“In house, it can be a real problem when the cashier’s off work but, with Pinpoint, there’s always someone there to keep things ticking along”, states Rachael.  “Our cashier is very helpful and quick to respond.  The head of the legal accounts team, Carmel Connor, is really supportive too.  I’d categorically recommend Pinpoint, maternity cover or otherwise.  For us, the Quill back-up plan has been a huge relief”.

Richard Griffiths & Co

Tel: 01722 329 966

Web: richardgriffithsandco.com

 

 

We’re a privately owned software house, established since the 1970s.  Our Interactive hosted software combined with our exceptional knowledge and expertise in SRA Accounts Rules, Solicitors Regulation Authority (SRA) and other regulatory body guidelines provides your practice with the ultimate practice management and legal accounts solution.

Interactive was awarded the prestigious Institute of Legal Finance & Management Solicitors’ Software Award in 2010 and 2012.  The accolade provides industry-wide recognition of the quality of our software, which is highly recommended by our growing list of loyal reference site clients.

We have over 70 staff across 3 branch offices and a team of 50 dedicated cashiers to manage your important client accounts in compliance with defined rules, regulations and legislation.  With over 15 years’ experience in specialised business process outsourcing, our Pinpoint cashiering outsourcing service is a safe, cost effective alternative to running an in-house legal accounts team.

At the heart of our company values is our total commitment to continual software development and maintaining our exceptionally high standards of client support and training which is why Quill Pinpoint is the first choice for many start-up, growing and progressive legal practices and over 3,000 professionals.

 

Manchester

Barclay House, 35 Whitworth Street West, Manchester M1 5NG

TEL 0161 236 2910

Access full contact details and directions.

 
 
 

Liverpool

Suite 4 (1st Floor), Baird House, Liverpool Innovations Park, 360 Edge Lane, Liverpool, L7 9NJ

TEL 0151 230 5600

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Wilton

Suite B126, Main Building, Wilton Centre, Wilton, Middlesbrough, TS10 4RF

TEL 01642 457 007

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Colchester

The Old Stables, Station Approach, Manningtree Station, Essex, CO11 2LH

TEL 0161 236 2910

Access full contact details and directions.