Power BI Dashboard for LEAP

Power BI Dashboard Brief — LEAP Integration (WIP/Debtors/Receipts/Invoicing/Write-Offs)

About Sather Legal
Sather Legal operates as a consolidated Incorporated Legal Practice (ILP) under the Sather Group, a multidisciplinary management company that owns and manages several professional services businesses across Australia.
Our mission is to unite trusted local law firms under one structure, preserving their local identity while providing shared systems, governance, and financial visibility through a central platform.
The FY26 Power BI Dashboard is a key part of this model — designed to deliver real-time financial and operational insights across all practices and to support group-wide reporting, forecasting, and performance management.
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Our Six Practices
The Sather Legal ILP currently comprises six operating law firms, each servicing distinct regions and client bases while following common financial and operational principles:

1) Objectives
• Build an automated Power BI solution that consolidates key LEAP finance/ops metrics.
• Provide weekly, monthly, YTD, FY trend and performance views for:
o WIP, Debtors, Receipts (Cash), Invoicing (Billings), Write-Offs.
• Enable filtering by Practice, Office, Matter Type, Fee Earner, Client.
• Support bonus/performance reviews and cashflow oversight.






2) Scope & Deliverables
2.1 Dashboards (Report Pages)
1. Executive Overview
o Cards: WIP (ending), Debtors (ending), Invoicing MTD/YTD, Receipts MTD/YTD, Write-Offs MTD/YTD, Realisation %, Debtor Days.
o Trend lines: Invoicing vs Receipts (12–24 months), WIP & Debtors closing balance trend.
o Heatmap: Performance by Practice x Month.
2. WIP & Realisation
o Tables: WIP movements (Opening, +Time, −Bills, −Write-Offs, Closing).
o KPIs: Realisation % = (Billable Value + Write-Downs avoided)/Recorded WIP value; WIP >20 days %; WIP >60 days $ and %.
o Drillthrough to Fee Earner and Matter.
3. Debtors & Collections
o Aged Debtors buckets (0–30, 31–60, 61–90, 90+).
o Debtor Days (DSO), Collection Rate,
o Trend: Debtors closing vs Receipts.

4. Invoicing & Write-Offs
o Monthly billings vs target; Write-Offs % of Billings; discount/write-down analysis.
o Fee Earner leaderboard (Billings, Realisation, Avg Rate).
5. Drilldown: Fee Earner / Practice
o Utilisation %, Billable hours, Average $/hr realised, WIP ageing profile, Debtor ageing for their matters.



2.2 Data Model & Automation
• Robust star schema with conformed dimensions (Date, Practice, Office, Fee Earner, Client, Matter).
• Scheduled refresh (at least daily, optional weekly “snapshot” for balances).
• Documentation (data flows, assumptions, measures list).
2.3 Handover
• 60–90 min knowledge transfer + written “How-to” guide (refresh, data load, adding fee earners/practices).
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3) Data Sources (LEAP & Supporting Files)
If direct LEAP API/OData isn’t available, contractor will use scheduled exports (CSV/XLSX) saved to OneDrive/SharePoint.
Required exports (monthly; weekly where possible):
1. Time/Costs by Staff & Matter (date, hours, charge value, cost, write-down).
2. Billing (Invoices) Detail (invoice no, date, matter, fee earner, net, tax, gross, write-off/write-down).
3. Receipts/Payments (Cashbook) (receipt date, amount, client/matter, invoice applied).
4. Aged WIP Report (snapshot with opening, movements, closing; ageing buckets if available).
5. Aged Debtors Report (client/matter, buckets 0–30/31–60/61–90/90+).

File locations:
• SharePoint/OneDrive folder structure (contractor to set up):
…/LEAP_Exports/TimeCosts/
…/LEAP_Exports/Billings/
…/LEAP_Exports/Receipts/
…/LEAP_Exports/AgedWIP/
…/LEAP_Exports/AgedDebtors/
…/LEAP_Exports/Master/


6) Filters / Slicers
• Date granularity (Week, Month, YTD, FY).
• Practice / Office
• Matter Type (Commercial, Litigation, etc.).
• Fee Earner (multi-select).
• Client / Matter (search).
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7) Visuals (Examples)
• Cards: WIP, Debtors, MTD Billings, MTD Receipts, Write-Offs MTD, Realisation %, DSO.
• Line/Column Combo: Billings vs Receipts (12–24 months).
• Stacked Column: Aged Debtors buckets by month.
• Waterfall: WIP movement (Open → +Time → −Bills → −Write-Offs → Close).
• Matrix: Fee Earner x Month (Billings, Realisation, Write-Off %).
• Heatmap: Practice/Office by Month (Invoicing vs Target).
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8) Refresh & Infrastructure
• Storage: Power BI Service + OneDrive/SharePoint.
• Refresh: Daily (and/or weekly snapshot tables for balances).
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9) Acceptance Criteria
• All five domains (WIP, Debtors, Receipts, Invoicing, Write-Offs) present with weekly, monthly, annual views.
• Filters work across Practice/Office/Matter Type/Fee Earner.
• Exec Overview renders within 5 seconds on Service.
• Documentation provided + 60–90 min handover completed.
• One “change round” post-UAT included within budget.


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10) Risks & Assumptions
• We provide timely, consistent LEAP exports (schemas don’t change mid-build).
• Write-downs/write-offs correctly flagged in exports (or clearly mapped).
• Matter/Client/Fee Earner IDs are stable across all files.
• If LEAP API access is required, out of scope at this budget (quote separately).
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Attachments (we’ll provide to contractor)
• Sample export files for each dataset (last 3–6 months).
• Practice/Office/Fee Earner mapping table.
• Visual mock-ups (optional).