CASE STUDY

Cole, Scott & Kissane, P.A. Streamlines Cash Application Amid Growing Payment Complexity

CSK Legal Case Study

Cole, Scott & Kissane, P.A. is a full-service Florida law firm that provides its clients with deep experience and the highest quality legal counsel services in numerous areas of law. To deliver their legal services in an organized and efficient manner, the firm has made a significant commitment to utilizing the best available technology in their practice.

Challenge

As CSK grew to more than 565 attorneys and 13 offices across Florida, the complexity of their Accounts Receivable (AR) and customer payments also grew. Often, a single invoice would be paid by multiple payers that each determined the payment method utilized. Historically, the firm received a large volume of checks which required pick-up at a post office box, manual opening, remote deposit, and error-prone manual entry. Remittance was often mailed separately or made available for download from a customers’ website.

During the pandemic, an increasing number of their customers switched from paying by paper check to electronic payments. These ACH payments came with their own set of challenges, including missing or disassociated remittance information resulting in significant cash application delays.

Because it was not uncommon for CSK to receive payments without accompanying detail, the firm would sometimes erroneously follow up with a customer who had already paid.

CSK Legal

INDUSTRY

  • Legal

TECHNOLOGY

  • DadePay Cash Application

KEY BENEFITS & RESULTS

  • Reduced cash application from 2-3 days to same-day
  • Improved ability to scale existing staff to meet the demands of continued growth
  • Drastically reduced errors, reversals, and rebilling, thereby improving customer experience
  • Integration with CSK’s Aderant financial software

Solution

When CSK learned of cash application automation available from DadeSystems, Ed Aguero, Chief Financial Officer, and Lauren Polo, Applications System Administrator, were eager to learn how this technology could streamline processes for the firm. A critical component of being able to implement any Accounts Receivable (AR) automation technology was the solution’s ability to be used in complement to CSK’s financial software, Aderant. Implementing DadePay Cash Application provided a way to automate the capture of data from ACH payments sent to CSK’s bank as well as mailed checks. DadePay seamlessly created payments for any invoices that were mailed, prompted users to gather missing remittance details from client portals or elsewhere, posted payment information to Aderant, and created an archive file for the firm’s “Expert Image” repository.

Results

The impactful results of the DadePay cash application solution have driven meaningful efficiencies, cost reduction, and customer experience improvements for CSK. “Prior to DadePay, it was not uncommon for it to take 2-3 days from payment receipt to apply cash,” said Lauren Polo, Applications System Administrator. “While initially unsure about deviating from the traditional process, our cash appliers learned to use DadePay quickly. Thanks to DadePay, cash application at CSK now happens same-day and data in our Aderant financial system remains accurate and up-to-date.”

CSK has been able to repurpose existing Accounts Receivable staffing while enjoying improved scalability and efficiency while the firm continues to grow. Misapplications that resulted from manual entry have also been eliminated, saving the firm and its customers from unnecessary collections efforts. Ed Aguero, Chief Financial Officer, said, “The streamlined and accurate cash application process we have been able to achieve as a result of DadePay has drastically improved our ability to perform the critical financial functions of cash flow forecasting and budgeting, which are especially important at year-end.”

In keeping with the firm’s commitment to technology and innovation, the team at CSK remains focused on new ways to leverage the flexible DadePay solution to drive continued process improvements and accommodate changes in customer payment processes and preferences.

“The streamlined and accurate cash application process we have been able to achieve as a result of DadePay has drastically improved our ability to perform the critical financial functions of cash flow forecasting and budgeting, which are especially important at year-end.”

Ed Aguero
Chief Financial Officer
Cole, Scott & Kissane P.A.

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