FAQ

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 or Windows Vista and Microsoft Office 2003 or 2007.

The recommended PC Hardware

Minimum Guide Spec : P4 1 GHz Processor / 256 MB RAM / 1 GB Free Disk Space

Recommended Guide Spec :P4 2GHz Processor / 512 MB RAM / 2 GB Free Disk Space

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 users 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 Intercept. Virtual Practices partnership with Intercept 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. You can access your system and data 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, check the details 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 working 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.

All we require is a weekly Bank Statement from you. Most Banking Software Packages today allow you to save your statement electronically so simply email this to us and we'll do the rest.

For the most efficient service we recommend you use electronic business banking and provide us with 'read only' access to your bank statements online.

Virtual Practices currently support the following Banks. Barclays Lloyds NatWest Allied Irish Bank (AIB) HSBC Royal Bank of Scotland First Trust HOBS

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/ Matter Balance/ Profit & Loss/ Balance Sheet/ Aged Debt/ Bills Delivered/ Aged Time/ Statistics Report - A breakdown report of Matters/Fee Earners/Branch etc/ Nominal Detail Report/  Bank Reconciliation.   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.

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)

g) Using the Document Creation and Document Management facilities.

h) How to use the automatic filling of emails for Microsoft Outlook.

11. How long will it take to get me up and running?

We recommend you allow 4 weeks before going live.  This allows us to set up & configure your database, install the software and train you and the other users.  SOS Connect Software has been designed to be intuitive and easy to use by Fee Earners and Secretaries, so training can be carried out in one session. 

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?

Charges start from £330 per month for the accounts service and matter management for a single user.  We have 3 tariffs, which are tailored to the size of the firm and number of users and term.

Please contact us for our tariff or a tailored quotation.

14. How long must I commit to using the service?

The minimum service contract period is 12 months. Thereafter, you will need to give 2 months notice to terminate your use with Virtual Practices.

15. If I stop using the service how do I get my data back?

Your firm's data is your property and will be returned in full in csv file format. The data can then be loaded into an alternative database or into MS Excel spreadsheets. All documents will be returned in MS Word format.

16. Can I have the software without the accounts functionality

Yes. If you opt for Matter Management only, (including document production etc) you still have the time recording and bill functionality from the software but no other financial information other than time recorded and bills delivered will be available on the system. Charges start from £40 per user per month.

 The SOS Connect software is freely available to you to utilise as much or as little functionality as you wish. If you want to start using the Accounting Service at a later date then you have the flexibility to do so.

17. If I use the Matter Management features will I have to pay extra for this?

No.  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 monthly subscription per user, for unlimited use. Remember, this fee includes back-office services such as backing up your documents, managing your database server 24/7 access to all your documents.

18. How will I pay for the VP service?

We ask that you set up a Direct Debit with Virtual Practices. You will receive an invoice at the end of each month detailing your use and charges for that month which is due 14 days later.

19.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 any further reports and information required.

20. How do I contact you if I have a problem or a question to ask you?

You simply access our dedicated online support system. This system is continually managed and monitored to ensure efficient communication between us.

21. What happens to my VAT returns?

Virtual Practices will prepare a VAT analysis report so you complete your VAT return with ease.

22. 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. 

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.

Contact us

For more information

"Virtual Practices is tailor-made for a small practice and considerably less expensive than employing even a part-time cashier"

Heather Rose, TFLP

+44 (0)1225 787710