How to Set Up a Monthly Courier Account for Your Law Firm
Setting up a monthly courier account with Law Couriers takes one conversation. Provide your firm name, billing contact, collection address or addresses, preferred daily collection time, and typical weekly volume. We confirm coverage and rates, agree a schedule, and your account is active. You receive a single itemised invoice at month end, structured rates on all scheduled runs, and priority dispatch for urgent jobs outside the regular schedule.
Managing courier logistics job by job is an operational overhead that most law firms absorb without quantifying. A paralegal books a run, waits for a quote, confirms the job, tracks the delivery, receives an invoice, and reconciles the cost against the relevant matter for every individual dispatch. At three or four dispatches per week, this is a significant administrative load spread across the month.
A monthly courier account removes that load. The logistics run on a schedule. The billing resolves in a single invoice. The courier knows your office and your destinations. This guide explains exactly what is involved in setting one up.
Why Law Firms Move to Monthly Courier Accounts
The decision to move from ad-hoc booking to a structured monthly account typically follows one of three triggers:
• Volume has grown: the firm is dispatching documents frequently enough that per-job booking has become a measurable administrative burden
• Reliability concern: an ad-hoc courier has missed a filing deadline or Deeds Office window, and the firm wants a more accountable arrangement
• Cost management: the monthly courier spend is variable and difficult to forecast, and the firm wants a predictable cost that can be budgeted and recovered
All three triggers point to the same solution: a structured account with a specialist legal courier that provides consistent service at a known monthly cost.
What a Monthly Courier Account Includes
A monthly account with Law Couriers includes the following:
Scheduled collection runs
We collect from your office at the agreed time on the agreed days daily, every second day, or weekly, depending on your volume and workflow. Documents are collected without individual booking. Your team prepares what needs to go out; the courier collects it on schedule.
Regular destination routing
Your common destinations the Deeds Office, specific courts, regular counterparty firms are built into the schedule. We know where your documents go and run those routes efficiently.
Priority dispatch for urgent and ad-hoc jobs
Account holders receive priority treatment for urgent, unscheduled dispatches. When a matter requires same-day delivery outside the regular schedule a closing that moves unexpectedly, a filing deadline that arises at short notice your firm’s urgent job goes to the front of the queue.
Proof of Delivery on every delivery
Every delivery scheduled or ad hoc delivery includes a signed, named, time-stamped Proof of Delivery returned to your nominated contact via WhatsApp or email immediately on completion. POD records are maintained for every job in the account period and are referenced in the monthly invoice.
Single monthly invoice
One itemised invoice at month end, listing every delivery with its date, route, collection point, destination, and POD reference number. No per-job invoices, no individual receipts to process, no billing interactions mid-month for scheduled runs.
What Information You Need to Set Up
Account setup is straightforward. We need:
• Firm name and primary billing contact name, email, and phone number for invoice correspondence
• Physical collection address or addresses if your firm operates from multiple offices, we can cover all of them
• Preferred collection time the time each day that works best for your workflow; typically shortly after the morning’s documents have been prepared
• Regular destinations Deeds Office routes, courts, regular counterparty firms; this helps us confirm coverage and route timing
• Approximate weekly volume even a rough estimate (three to five documents per day, one Deeds Office run per morning) helps us structure the right schedule
We do not require formal contracts or lengthy applications. Account setup is conversational and practical.
How Billing Works
Monthly accounts are invoiced at the end of each calendar month. The invoice is a VAT-compliant tax invoice listing each delivery in the billing period with its relevant details. Payment is by EFT within the agreed payment terms.
For law firms that recover courier costs to client matters which most do the itemised invoice provides the detail needed for accurate matter cost recovery. Each delivery is linked to a POD reference, which is the documentary support for the recovery entry.
Getting Your Account Active
The fastest route to account activation is a call or WhatsApp on 078 496 2802. We confirm your collection address, agree a schedule and rate, and your account runs from the agreed start date. Most accounts are active within 48 hours of the initial conversation.
If you are currently using an ad-hoc courier arrangement and want to transition to a structured account, the changeover is seamless your regular runs move to the schedule and your ad-hoc urgent jobs continue as before, now with priority treatment.
FREQUENTLY ASKED QUESTIONS
Is there a minimum volume or minimum period for a monthly courier account?
Law Couriers does not impose a rigid minimum volume requirement or a minimum contract period for standard accounts. Accounts are most cost-effective for firms dispatching three or more documents per week below this threshold, ad-hoc booking typically remains more practical. If your volume changes, the account can be adjusted.
Can I have collection from multiple offices on one account?
Yes. If your firm operates from more than one address for example, a Johannesburg CBD office and a Sandton client services office we can structure the account to include collections from each location. Confirm all collection addresses during account setup.
How does the monthly invoice support matter cost recovery?
The itemised monthly invoice lists every delivery with its date, route, and POD reference. This provides the documentary support needed to recover courier costs to specific client matters on your practice management system. The POD reference links each billing entry to the confirmed delivery record.
How quickly can a new account be activated?
Most accounts are active within 48 hours of the initial conversation. There is no lengthy onboarding process. A brief call or WhatsApp conversation to confirm your collection details, schedule, and rate is typically sufficient to begin.
Looking for a courier that handles your documents with care?
We treat every legal delivery as confidential , with proper handling, clear communication, and POD on every run.
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Same-day and scheduled options available across Gauteng, Western Cape, and KwaZulu-Natal.