Frequently Asked Questions
1. What specification PC do I need and what else is required to use VP?
For your PC or Laptop you will require Windows XP Professional Operating System, Microsoft Office 2003 and a Scanner.
The recommended PC Hardware is:
Minimum Guide Spec P4 1 GHz Processor |
Recommended Guide Spec P4 2GHz Processor |
Your Internet Link to Virtual Practices:
Each VP user will need access to the internet via a web browser.
A 2MB Broadband Link will be required for optimum performance.
Speed of all broadband connections can vary and is subject to the number of users, the usage of your broadband connection and quality of link.
2. Is any software installed at my office?
Yes. The ‘SOS Connect’ Fee Earner Desktop Software will be available on every PC you require to gain access to the Service. There are no restrictions to how many PC licences your firm requires, and no software licence costs.
3. Where is my data being held and how secure is it?
Your client data is held securely within a sophisticated data centre hosted by ADP (Kerridge).
Virtual Practices partnership with ADP is a strategic one, guaranteeing a highly resilient and security rich data centre managed by skilled, professional technicians.
4. Can I see my accounts and client data at any time?
Yes. Access to your data will be available to you 24/7 as long as your broadband connection and connectivity to the internet is available from your PC.
5. How do I provide the information to VP to process my accounts?
Your SOS Connect software is your direct link to the Virtual Practices accounts dept.
All of your day to day postings and operations are inputted through the ‘SOS Connect’ software which in turn is sent to your accounts database electronically.
Our legal cashiering team then access your client database, pick up the necessary postings and process these transactions on your behalf.
6. How quickly are my accounts updated?
As soon as you’ve posted your accounts via the SOS Connect Software, our Virtual Practices cashiers are ready and waiting to process your transactions.
All your accounts postings received before 3.30pm will be processed that same day and postings submitted after 3:30pm will be processed before 12pm the following day.
7. Can VP take care of my monthly Bank Reconciliations?
Yes. Our cashiers reconcile your bank accounts and provide a detailed report at the end of each month.
If your firm produces a high volume of monthly bank transactions, Virtual Practices recommend that you use electronic banking to download your bank transaction data.
Virtual Practices currently support the following Banks.
Barclays |
HSBC |
Note: Virtual Practices can incorporate any new banks which are not included above.
8. What financial reports will I receive?
All the key monthly reports you need will be provided as part of the Virtual Practices core service.
As standard you will receive the following reports:
Trial Balance |
Aged Time |
In addition to these standard reports you can also request VP to generate any other ad-hoc reports you wish to have for a nominal fee.
9. Does Virtual Practices cater for Legal AID work?
Yes. Virtual Practices caters for Civil Legal AID / Legal Help which includes the provision of your Controlled Matter Report Forms.
We currently do not provide services to firms providing Criminal Legal Aid work.
10. How much training will my staff and I require?
As part of the initial set-up process, you will receive training to cover the core areas of the software such as:
a) Navigation around SOS Connect Fee Earner Desktop
b) Creating your Clients and Matters, searching your client database and using the Money Laundering Check Facility
c) How to create your accounts posting slips
d) How to view and interpret the accounts Ledgers
e) Various methods of recording Time
f) Legal Help function (if applicable)
If you are using the Fee Earner / Matter Management facilities then we will also train you on the following areas:
g) How to use the automatic filling of emails for Microsoft Outlook
h) Using the Document Creation and Document Management facilities.
11. How long will it take to get me up and running?
The SOS Connect Software has been designed to be intuitive and easy to use by Fee Earners and Secretaries, so training required is minimal.
12. Will my existing client and matter information be transferred to Virtual Practices?
As part of the set-up process, we will provide assistance with transferring client and matter data into your Virtual Practices database.
To save you time, VP can provide an electronic data conversion for customers who have complex database requirements.
Please contact Virtual Practices for a quotation on an electronic data conversion.
13. How much does the monthly service cost?
The core monthly service fee is £450.00 per month which includes up to 200 accounts postings and 12 monthly reports.
Once you exceed 200 postings you will be charged a ‘cost per posting’. In addition all TIME postings are charged at 5p per posting.
Please contact Virtual Practices for a full quotation.
14. How long must I commit to using the service?
The minimum service contract period is 6 months. Thereafter, you will need to give 1 months notice to terminate your use with Virtual Practices.
15. If I want to only use the accounts operations (and not the Matter Management Features) do I still pay for this unused functionality?
No. If you opt for Accounts ONLY usage then you will not be charged for the Fee Earner / Matter Management facilities available.
In accordance with the Virtual Practices Service tariff, your fees are based on how many postings you make per month.
The SOS Connect software is freely available to you to utilise as much or as little functionality as you wish. If you choose to use the Fee Earner / Matter Management features at a later date then you have the flexibility to do so.
16. If I use the fee-earner (Matter Management) features of the software and service will I have to pay extra for this?
The Matter Management features within your SOS Connect Software deliver excellent time saving & risk management tools.
As the Software Licences are provided Free of Charge, Virtual Practices apply a small fee per document and email produced and saved against the matter.
Remember, this fee includes back-office services such as backing up your documents, managing your database server and guaranteeing 24/7 access to view historic documents produced.
17. How will I pay for the VP service?
For efficiency and ease of use, we ask that you set up a Direct Debit with Virtual Practices. You will receive an invoice detailing the use you have made of the service in the month, 14 days prior to the DD payment date.
18. What happens if I have notice of a Law Society compliance visit?
As soon as you’re informed of a compliance visit you should contact Virtual Practices so we can provide all the necessary reports and information required.
19. How do I contact you if I have a problem or a question to ask you?
For any queries or problems you have, you can simply access our dedicated email communication system. This system is continually managed and monitored to ensure efficient communication between VP and your firm.
20. What happens to my VAT returns?
Virtual Practices will prepare a VAT Analysis report so you can complete your VAT return with ease. This service costs £10 per VAT analysis.
21. I have 3 offices – can I still have VP
Yes. Virtual Practices is a web-based service offering users the flexibility to access the service from any location.
Each office must comply with the Hardware and Communications specifications as discussed in Question 1.
The Virtual Practices environment lends itself extremely well to firms who operate from different locations as well as offering flexibility to fee earners who wish to work from home.