The Emergence of QR Codes in Legal Billing

Like the legal industry, I am slow to change. When asked to scan a QR code for my menu at a restaurant, I immediately feel the desire to resist and ask for the old fashion booklet version. But, as someone who works in the technology field, I can appreciate how those black-and-white squares are helping industries of all kinds. So not only am I adapting to this change, law firms are now embracing QR codes as a tool for compliance and efficiency in billing. But exactly how did we get here?

A Brief History of QR Codes

We have Masahiro Hara, an engineer at Denso Wave, to thank for the creation of the QR code back in 1994. Hara wanted to create a new type of code that could hold more than the 20 character limitation of regular bar codes. He eventually developed the specification for the Quick Response code which Denso Wave ultimately released to the public. Various industries started adopting the codes, but the real momentum came with the introduction of smartphones. QR codes also became very popular with IT staff when implementing Multi-Factor-Authentication for various applications.

When COVID-19 hit the world, the desire for contactless payments and menus accelerated, further pushing the adoption of the codes. Eventually, even law firms found themselves needing to embrace QR codes for legal billing and compliance.

Electronic Billing & QR Code Usage

Legal billing has always been a bit of a slog. Between stacks of prebills, invoices being mailed to customers, and physical checks being used for payments, here in the 21st century, it all seems so archaic especially for firms that deal with different regional compliance requirements. As a result, the legal industry is increasingly turning to digital invoicing solutions, with QR codes playing a key role.

Several countries have introduced mandatory e-invoicing regulations requiring QR code integration for various purposes. For example:

• Switzerland’s QR-Bill is now a standardized billing format ensuring seamless transactions.
• Saudi Arabia’s ZATCA System mandates QR codes on simplified invoices to ensure tax compliance and digital verification.
• Mexico’s CFDI System requires QR codes on invoices to validate transactions with the country’s tax authority.
• India’s Bharat Invoice System (BIS) uses QR codes for GST invoice authentication.

Beyond Compliance: The Advantages of QR Codes

These are just a few examples of how different regions around the world are making use of QR codes for regulatory compliance. But the possibilities go far beyond that.

QR codes can hold a variety of data including URLs, email addresses, Base64-encoded strings, or just plain old text. Imagine generating a QR code that links to your firm’s billing portal. A client could scan the code, and instantly access a secure payment page. Embedding payment details directly within a QR code also enhances security by ensuring clients are directed to the correct system, reducing the risk of fraud.

Even a blend of traditional and modern methods is possible. Printed prebills could include a QR code that an attorney could scan, accessing the associated record within your Practice Management System.

Datolite’s Role in QR Code Deployment

For firms considering what QR codes can do for them or are being mandated to use them for electronic billing, Datolite Solutions has your back.

Recently we’ve implemented QR code generating technology into invoice templates for both Elite’s 3E Templates (3ET) template engine, and Aderant’s DocuDraft. Our 3ET QR code add-in enables seamless text-to-QR conversion, while our Extended Distribution package integrates QR generation directly into Aderant. These solutions help law firms meet compliance requirements while improving the client payment experience.

Where Does That Lead Us?

QR codes represent yet one more piece of technology that is slowly making its way into law firms. For now, it’s being seen as a tool for digital invoicing and regional compliance. But as the industry continues to evolve, we’re likely to see it appear in other places as well. When it does, Datolite Solutions will be there to help guide you through it.

Sources:
https://www.cleartax.com/sa/validate-zatca-e-invoice-using-qr-code
https://facturama.elevio.help/en/articles/39-how-does-electronic-invoicing-work-in-mexico
https://cleartax.in/s/gst-e-invoice-qr-code-generation
https://www.six-group.com/en/products-services/banking-services/payment-standardization/standards/qr-bill.html
https://www.uniqode.com/blog/qr-code/how-much-data-can-qr-code-hold
https://www.qrcode.com/en/history

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Contact us or start the conversation with Greg:

Greg MacInnis
Director, Sales & Business Development
Email: [email protected]
Phone: 1 (506) 889-0351