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How Toll’s Legal Team Optimized Spend Analytics to Guide Strategic Decisions

‘Red pen’ reviewing gives way to advanced reporting – in 15 minutes

The global logistics company used Brightflag to remove inefficiencies and streamline legal operations. Now its 35-strong legal team based in Australia and Asia is using Brightflag’s analytics to inform strategic business cases.

Kate Carlile
Kate Carlile
Chief Legal Officer

"Brightflag has freed up valuable time for my legal team, by modernising invoicing. We were up and running with Brightflag quickly and were soon generating reports that advised our leadership team where to save legal costs and allocate resources."

Why spend reporting was manual and time-consuming

Toll’s in-house legal department instructs external law firms on matters relevant to its divisions. Before it implemented Brightflag, the department had:

  • Resource-intensive invoice reviews: Up to 20 people could approve invoices for one matter type and oversight of who approved invoices, and why, was limited.
  • Little budgetary oversight: Finance systems were used to compile spend reports, which did not classify matters accurately, limiting analysis and reporting. 
  • Inefficiencies in outside counsel billing: Outside counsel couldn’t tell how to bill and who, because many people were involved in manually approving outside counsel invoices.

How Toll pinpointed the solution

Toll wanted to modernise legal spend management and carry out a panel review. The company wanted a platform that would inform the review with a clear evidence base:

  • automate legal spend visibility;
  • clarify law firm billing compliance;
  • standardize invoice review and approval;
  • provide budgetary control;
  • optimize invoice processing;
  • and reliably consolidate spend reporting.

It chose Brightflag, whose Customer Success and IT Support teams implemented the platform over four weeks.  Brightflag’s technology and collaboration with Toll’s project management team limited friction during the rollout.

Four ways Toll is leveraging legal spend analytics 

From go-live, Toll valued having a standardised way to review and approve all invoices. It immediately used the platform for reporting. The key benefits it notices are: 

Seamless rollout and onboarding

Many of Toll’s external law firms already use Brightflag for other clients. This enabled them to add invoices from go-live, with little need to allow for behavioural change or training.

Cost clarity and matter oversight

Brightflag’s Artificial Intelligence has enabled the company to reduce its legal spend and assign litigation matters that should be managed by in-house counsel.

Rapid reports and group-wide visibility

Invoices approval is now simplified and streamlined. The legal department can now produce advanced and precise reports for its divisions – within 15 minutes. These reports are now being included in group-wide and C-Suite reporting.

Efficiencies in outside counsel billing adherence

External law firms now understand clearer billing guidelines. They can submit invoices immediately.  As a result, Toll has fewer billing guideline violations, improved communication and better relationships with outside counsel.

Using analytics for evolving legal operations

Technology underpins Toll’s commitment to continuous improvement, enabling them to deliver transparent and responsive services – hallmarks of its integrated logistics offering. They plan to streamline document management, review their resourcing system, and redouble focus on cost reductions – informed by Brightflag’s advanced Artificial Intelligence. 

Interested in how Brightflag could help your legal team? Request a demo with our team at a time that works for you.