Key Takeaways |
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• Splitting payment duties across three roles gives a firm clear internal controls without adding admin layers. |
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• In Lexpro Payments, a legal secretary captures, a director approves and a bookkeeper executes. |
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• Directors approve through digital certification secured by multi-factor authentication (MFA). |
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• Bookkeepers generate batch payment files, which are uploaded to the firm’s Internet banking platform. |
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• Lexpro Payments runs in a web browser, with no additional software to install. |
Speed and control are usually treated as a trade-off. Add a check, lose a day. Remove a check, take a chance.
They don’t have to compete. The smoother route is to give each person one clear job in the payment, and let the software carry the payment from one job to the next. That is what good payment requisition software does for a law firm.
By the end of this article, you’ll know:
- which role handles which step of a payment
- how approval works without chasing signatures
- how batch execution keeps the bookkeeper’s workload manageable
Matching Each Payment Step to the Right Role
Payment requisition software is a system that lets a firm capture, approve and process payments through defined steps. In a law firm, a legal secretary captures the payment, a director approves it, and a bookkeeper generates the bank file, dividing the work across three roles.
Lexpro Payments follows that pattern. Each person does the part that suits their position:
- Legal secretaries capture the payment details, which are securely handled and stored.
- Directors review each payment and approve it.
- Bookkeepers generate and manage the batch payment files for the banking application.
Nobody is asked to do another role’s job, and nobody has to wait while a request is passed around by hand.
Approving Payments With Digital Certification and MFA
Approval is where firms often lose time, because directors are rarely at their desks. A payment that needs a director’s attention still has to reach them wherever they are.
Lexpro Payments handles approval through digital certification, with each transaction secured by MFA. Directors review and approve within the same web-based system that the secretary captured the payment in. Because access is through a browser, approval isn’t tied to one office or one device.
Approval here is digital certification within Lexpro Payments. The result is a clear record of who approved what, without paper trails or forwarded emails.
Executing Batches With Bank Account Verification
Once a payment is approved, the bookkeeper takes over. Instead of re-keying payments one by one, they generate a batch payment file for the banking application.
Two tools support that step:
- Bank account verification, which happens during capture
- Real-time tracking, so the bookkeeper can follow payments through to settlement.
For firms using Lexpro Accounting, settled payments can be recorded without re-capturing them, which saves the bookkeeper a second round of data entry. Detailed logs also support the audit process.
Keeping Payments Moving Without Extra Admin
A control that needs its own administrator isn’t much of a control. The three-step design keeps the overhead low.
Every payment follows the same route: capture, approve, execute. There’s one interface to learn, and nothing to install on each person’s computer. Because Lexpro Payments is a standalone product, firms using other accounting software can adopt it without changing their current setup.
The firm gets clear separation of duties, and each person gets a shorter, more focused task list.
Frequently Asked Questions
What is payment requisition software?
It’s a system that moves a payment through defined steps: capture, approval and execution. In a law firm, each step is handled by a different role.
Who does what in Lexpro Payments?
Legal secretaries capture the payment details. Directors review and approve using digital certification secured by MFA. Bookkeepers generate the batch payment files for the bank.
Can Lexpro Payments be used with our current accounting software?
Yes. Lexpro Payments is a standalone product, so firms don’t have to change their accounting software to use it. Firms on Lexpro Accounting can also record settled payments without re-capturing them.
Conclusion
Good internal controls and quick turnaround can sit in the same process. When the secretary captures, the director approves and the bookkeeper executes, each payment moves forward without bottlenecks and without extra admin.
That is the idea behind Lexpro Payments: clear roles, secure approval and a simple route from requisition to bank file.
Book a free demo to see the three-step workflow in action, or contact the Lexpro team to talk through how it would work in your firm.
