A billable hours program is the complete system a law firm uses to define, capture, review, release, bill, measure, and improve legal time.
It is not only a software product.
A complete program includes:
Timekeeping policy
Client and matter rules
Daily capture methods
Billing narratives
Billing codes
Review and approval
Technology
Training
Reporting
Feedback and improvement
A firm can purchase strong software and still have weak timekeeping if responsibilities, standards, and review are unclear.
What Is a Billable Hours Program?
A billable hours program establishes how the firm manages time from work performed through billing readiness.
It should answer:
Which work should be recorded?
When should time be entered?
Who selects billing status?
Which billing increments apply?
How should descriptions be written?
Which codes are required?
Who reviews entries?
When is time released?
How are exceptions handled?
Which metrics are monitored?
How is client feedback used?
The program should include billable and meaningful non-billable time.
Program Components
Component | Purpose |
Policy | Defines expectations and responsibilities |
Capture | Records work close to when it occurs |
Classification | Assigns client, matter, status, and codes |
Review | Confirms accuracy and client compliance |
Technology | Supports efficient capture and approval |
Metrics | Identifies delays, errors, and outcomes |
Training | Builds consistent habits |
Improvement | Uses corrections and feedback to change the process |
Timekeeping Policy
A policy should define:
Contemporaneous or same-day entry expectation
Required fields
Billable and non-billable categories
Billing increments
Matter selection
Narrative standards
Billing codes
Client guideline compliance
Duplicate and overlap handling
Personal activity exclusion
Review responsibility
Submission deadlines
Correction process
Escalation
Audit and retention
The policy should be practical and role-specific.
Client and Matter Rules
Firm policy should be supplemented by matter-specific requirements.
Possible rules include:
Approved timekeepers
Rates
Billing increments
Task and activity codes
Block billing
Internal conferences
Research
Travel
Administrative work
Budgets
Purchase orders
Invoice deadlines
Confidentiality language
Advance approval
The active rule summary should be visible to the timekeeper.
Capture Methods
The program may allow:
Manual entry
Timers
Calendar-based entry
Mobile entry
Passive activity capture
AI-assisted time preparation
Direct entry from matter systems
Offline notes
Different practice areas may need different methods.
A litigation lawyer may rely on documents, email, hearings, and depositions.
A transactional lawyer may move among documents, calls, meetings, and several matters.
The program should combine capture methods into one review workflow.
Time Entry Standards
A complete legal time entry normally includes:
Work date
Timekeeper
Client
Matter
Duration
Billing status
Description
Task code
Activity code
Review status
Release status
The description should explain the action, subject, and purpose.
The entry should avoid unnecessary confidential detail.
Review and Approval
The review process should confirm:
Work occurred
Correct date
Correct matter
Accurate duration
Correct billing status
Clear narrative
Required codes
Client rules
No duplicates
No improper overlaps
Appropriate confidentiality
Approval before release
The program should distinguish:
Draft
Reviewed
Approved
Released
Billed
Adjusted
Roles and Responsibilities
Define responsibility for:
Recording time
Reviewing time
Missing-time follow-up
Matter rules
Code support
Billing attorney review
Prebill corrections
Finance-system release
Policy ownership
Training
Reporting
Technology administration
Privacy and security review
Automation should not make responsibility unclear.
Technology Requirements
A billable hours program may require:
Legal timekeeping software
Practice or matter-management integration
Microsoft 365 integration
Document-management integration
Mobile access
Billing-code support
Rules and validation
Lawyer review
Finance-system integration
Audit history
Reporting
Data export
The firm should define which system owns clients, matters, timekeepers, rates, time entries, invoices, and payments.
Privacy and Monitoring
The program should document:
Data sources
Metadata and content processed
Screenshot or keystroke use
Personal activity exclusion
Administrator visibility
Data retention
Model training
Access controls
Encryption
Audit
Deletion
Vendor access
Use the least intrusive method that meets the firm’s legitimate needs.
Training and Adoption
Training should cover:
Why timekeeping matters
When to enter time
Matter selection
Billing status
Narrative examples
Billing codes
Client guidelines
Confidentiality
Timers and automatic capture
Daily review
Error correction
Help and escalation
Use realistic examples from the firm’s practices.
Training should continue after implementation.
Frequently Asked Questions
What is a billable hours program?
It is the combination of policy, people, capture methods, review, software, training, metrics, and improvement used to manage legal time.
Is a billable hours program the same as timekeeping software?
No. Software supports the program, but the firm still needs standards, responsibilities, client rules, review, training, and governance.
Should a program record non-billable time?
Yes, when the categories are meaningful. Non-billable data can show administration, training, business development, pro bono work, and capacity.
How often should time be reviewed?
Same-day review is usually more reliable than weekly or month-end reconstruction.
Does MIRA manage the entire billable hours program?
No. MIRA supports time capture, entry preparation, review, and release. The firm controls policy, billing judgment, invoicing, and financial management.
