James G. Welsh, Jr., Davis & Hamrick, LLP
Billing can feel like an administrative chore, but it’s a core professional skill—and it directly affects your client relationships, your reputation inside your firm, and whether your work turns into revenue. The good news: strong billing isn’t complicated. It’s mostly about consistency, clarity, and good habits.
Make Daily, Accurate Billing Your Default
Law is a business. Your time has value, and time billed is what leads to time paid. One practical reality to keep in mind: it often takes about 10 hours of work to produce 8 billable hours—so if you’re not tracking time consistently, you can lose billable time without noticing.
Set Yourself Up To Succeed
- Keep an accessible clock or timer.
- Know your task codes.
- Treat timekeeping like a skill you can improve.
- Bill consistently and on schedule.
- Send reminders when needed.
- Learn when each client expects bills, and how they pay (cash, check, direct deposit, ACH, credit card, etc.).
Good billing habits help bills get paid faster—which makes everyone happier.
Best Practices That Prevent Lost Time
Write down your time immediately. The closer you capture time to the work, the more accurate it will be. Small increments matter (0.1s matter), and “small ticket” items add up over a week and a month.
A practical method:
- Start the description before or as the work begins.
- Then note the time at the conclusion—or complete the full entry at the end.
- The key is to record it before you forget or get distracted.
Billing descriptions are where you show value
Descriptions aren’t filler. They’re vital—especially when there’s third-party billing review. Your entries should communicate value in a way that is clear and substantive. Describe what you did, and follow applicable guidelines.
Know What You Can Bill For—And Explain What Needs Explaining
Billing isn’t limited to just lawyer tasks. Depending on the matter and the client, you may be able to bill for items like copies or postage, and for appropriate paralegal tasks.
Some time entries can look high at first glance. When that happens, be proactive:
- Offer explanations for time that may look excessive.
- Show non-billable items when appropriate.
- If something took longer than expected but you’re only charging less time, say so.
- Above all, be fair.
Situational billing habits that make entries stronger
A Few Habits Will Save You Headaches Later
Get permission in writing when needed. If you need approval for an activity, get it in writing, confirm it in writing, and note that approval in your time entry.
Note volume and context. If the task involves volume, say so:
- How long a brief is.
- How many pages you reviewed. If you don’t know the exact page count, describe the volume (for example, a large folder or banker’s box).
- Note whether the review was brief or more detailed.
- Note time away from the office when relevant.
- Track time on weekends or vacations if you are working.
Use the kind of description your client prefers. Some clients want maximum specificity; others want short, self-explanatory entries with general detail. Learn the preference and stay consistent.
Know what your firm wants. Billing expectations vary by firm, and you should understand your internal standards.
Avoid block billing. Break down work into separate entries or clearly separated segments so the reader can understand what was done and why it took the time it did.
When multiple lawyers are involved, communicate. If two or more lawyers are billing on the same matter, coordinate—especially within the same firm. If lawyers in different firms are billing the same client, acknowledge time involved with one another to support consistency and credibility.
Handle Third-Party Reviews and Appeals Like Part of the Job
If your bills are reviewed by a third party, don’t ignore the feedback—review it and understand why time was reduced. Know the appeal process, who to contact, and which appeals are worth pursuing.
Also:
- Communicate with adjusters, managers, and clients when issues arise.
- Use appropriate and fair budgets: err on the high side, but not too high.
- Monitor budgets and warn the client if the budget needs to be edited/amended—and explain why.
- Audit yourself before a third-party auditor does.
For unpaid bills, watch aging (30/45/60/90 days) and don’t wait too long to address the problem.
Be Honest and Careful—Every Time
Billing integrity matters. Be honest, and be mindful of confidentiality and privilege in your descriptions. Consider who is seeing the bill now—and who may see it later.
You also have to follow client guidelines, including guideline time restraints. If you exceed a guideline, explain it.
Avoid double billing (billing two clients for work done during the same block of time). If you’re working across matters in the same time period, pro-rate appropriately.
Travel is another common trouble spot. Know what your client treats as non-billable versus billable travel. Use non-billable travel time productively (return calls, dictation, intra-office matters), and remember that clients can check mileage and time.
Remember: Firms and Clients Really Are Different
Billing structures vary widely: hourly, flat fees, sliding scale, unbundled services, retainers. Your firm may use specific software or timesheets, and may rely on productivity or reporting tools. Use those tools to monitor what work you’re doing andd how long it takes—and check whether entries are accurate and what partners are cutting, and why.
Some firms also want non-billable time tracked (business development, pro bono, professional development, community service). Do what your employer expects.
Finally, don’t be afraid to talk to clients about bills and rates. Ask how your billing compares, whether there are concerns, and advocate for yourself professionally.
