For this guide, a “billable hours program” means the policies, workflows, roles, technology, training, and reporting a firm uses to manage time from work performed through billing readiness.
It is not only a software product.
A complete program includes:
Program layer | Components |
Policy and rules | Timekeeping policy; Client and matter rules |
Capture and entry quality | Daily capture methods; Billing narratives; Billing codes |
Review and systems | Review and approval; Technology |
Adoption and improvement | 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:
Program decision | Questions to answer |
Capture and timing | Which work should be recorded?; When should time be entered?; Which billing increments apply? |
Classification and descriptions | Who selects billing status?; How should descriptions be written?; Which codes are required? |
Review and exceptions | Who reviews entries?; When is time released?; How are exceptions handled? |
Measurement and feedback | 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 | Checks accuracy and potential issues under applicable client requirements before release |
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:
Policy area | Controls |
Timing and required data | Contemporaneous or same-day entry expectation; Required fields; Submission deadlines |
Classification and matter rules | Billable and non-billable categories; Billing increments; Matter selection; Client guideline compliance |
Narratives and codes | Narrative standards; Billing codes |
Quality and privacy | Duplicate and overlap handling; Personal activity exclusion |
Review and governance | Review responsibility; 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:
Client-rule group | Examples |
People and rates | Approved timekeepers; Rates |
Entry format | Billing increments; Task and activity codes; Block billing; Confidentiality language |
Restricted activities | Internal conferences; Research; Travel; Administrative work |
Spend and approval | Budgets; Purchase orders; Invoice deadlines; 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:
Responsibility group | Activities |
Timekeeper and reviewer | Recording time; Reviewing time; Missing-time follow-up; Billing attorney review |
Matter and billing operations | Matter rules; Code support; Prebill corrections; Finance-system release |
Program governance | Policy ownership; Training; Reporting; Technology administration; Privacy and security review |
Automation should not make responsibility unclear.
Technology Requirements
A billable hours program may require:
Technology layer | Requirements |
Core timekeeping | Legal timekeeping software; Mobile access; Billing-code support; Rules and validation; Lawyer review |
Work-system connections | Practice or matter-management integration; Microsoft 365 integration; Document-management integration; Finance-system integration |
Control and reporting | 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.
Program Metrics
Useful measures include:
Metric family | Measures |
Timeliness and backlog | Same-day entry rate; Submission lag; Missing-time days; Draft backlog |
Entry correction | Matter-correction rate; Duration-correction rate; Narrative exception rate; Billing-code correction rate; Duplicate and overlap rate |
Review and downstream quality | Review time; Prebill correction rate; Internal write-downs; Client adjustments |
Financial and adoption | Billing realization; User adoption |
Metrics should identify process improvements rather than encourage inflated time.
Audit and Quality Review
A periodic audit may sample:
Different practice groups
New users
Late entries
High-value matters
Client-specific matters
Entries with corrections
Block-billing exceptions
Code changes
Personal exclusions
Released entries
The audit should produce:
Findings
Root causes
Responsible owner
Corrective action
Due date
Follow-up measure
Implementation Plan
Map the current process.
Document the policy.
Centralize client and matter rules.
Define roles.
Select capture methods.
Configure software.
Connect source systems.
Pilot with representative users.
Measure correction and review rates.
Train the firm.
Launch with support.
Review metrics.
Improve rules and workflow.
How MIRA Supports a Billable Hours Program
MIRA supports the capture, preparation, review, and release portions of the program.
It can:
Capture billable and non-billable activity from supported work systems
Prepare draft time entries
Suggest billing descriptions
Suggest task and activity codes
Present captured time inside Microsoft Teams
Let users edit, merge, exclude, save, or release entries
Send approved entries toward supported finance systems
MIRA does not replace the firm’s:
Timekeeping policy
Client billing guidelines
Lawyer judgment
Prebill process
Invoice generation
Accounting
eBilling
Collections
Related Resources
Authoritative References
This guide is for educational purposes only. Billing, employment, privacy, fee, and professional-conduct requirements vary by jurisdiction, client, and firm.
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.
