To bill time in a law firm, record the work performed, assign it to the correct client and matter, calculate the duration, write a clear description, apply any required billing codes, and review the entry before it moves into the billing process.
The daily time-entry workflow is separate from creating and sending the final invoice.
A lawyer may approve a time entry today, while the billing system later:
Applies the approved rate
Generates a prebill
Adds expenses and taxes
Applies discounts or alternative fee arrangements
Produces an invoice
Exports a LEDES file
Sends the invoice to the client or eBilling portal
Accurate billing starts with accurate source entries.
What Does It Mean to Bill Time?
Billing time means creating a record of work that may be charged to a client.
A legal time entry normally includes:
Work date
Client
Matter
Timekeeper
Duration
Billable status
Narrative description
Task code
Activity code
Rate or rate reference
Approval status
Not every field is entered manually by the lawyer. The billing system may apply rates and invoice-level information later.
1. Capture the Work
Record the activity while it is performed or as soon afterward as practical.
Possible methods include:
Manual time entry
Start-and-stop timer
Calendar review
Email or document records
Passive activity capture
AI-assisted timekeeping
The longer the delay, the more likely the lawyer is to forget short tasks or estimate durations.
2. Decide Whether the Work Is Billable
Possible classifications include:
Billable
Non-billable
No charge
Pro bono
Administrative
Business development
Pending review
Excluded
The engagement terms and client guidelines determine whether work may be charged.
Where firm policy allows, record the actual work first and let the authorized reviewer decide whether it should be billed or adjusted.
3. Select the Correct Client and Matter
Confirm:
Client entity
Matter
Matter phase
Responsible lawyer
Billing arrangement
Matter status
Required billing codes
Client-specific rules
Do not rely solely on a document name or email participant when one activity could relate to several matters.
4. Calculate the Duration
Determine the actual elapsed or focused work time according to the firm’s process.
Convert minutes to decimal hours:
Decimal hours = Minutes ÷ 60
Examples:
6 minutes = 0.1 hour
18 minutes = 0.3 hour
30 minutes = 0.5 hour
45 minutes = 0.75 hour
90 minutes = 1.5 hours
Apply only the billing increment permitted by the client.
5. Write the Billing Narrative
The description should explain the task and its purpose.
Weak:
Work on motion.
Clearer:
Drafted factual-background section of summary judgment motion based on witness testimony and contract records.
Weak:
Client call.
Clearer:
Conferred with client regarding discovery collection status and production deadlines.
A useful formula is:
Action + subject + purpose
See Legal Billing Language and Legal Billing Descriptions.
6. Apply Billing Codes
Where required, apply:
Task code
Activity code
Expense code
Example:
Task: L330 Depositions
Activity: A101 Plan and prepare for
Narrative: Prepared witness examination outline and selected exhibits for deposition
The code and narrative should agree.
7. Check Client Billing Guidelines
Review rules concerning:
Approved timekeepers
Rates
Billing increments
Block billing
Internal conferences
Research
Travel
Administrative work
Budgets
Required codes
Invoice deadlines
Confidentiality
These rules may differ by client and matter.
8. Review the Entry
Before approval, confirm:
The work occurred
The date is correct
The duration is accurate
The client and matter are correct
The work is billable
The narrative is clear
The codes are correct
Duplicate or overlapping time is removed
Unrelated tasks are separated when required
Confidential information is not unnecessarily disclosed
The lawyer should be able to edit, split, merge, exclude, or reclassify the entry.
9. Approve or Release the Entry
Approval means the entry is ready to move into the firm’s downstream workflow.
The next system may perform:
Rate calculation
Prebill generation
Billing-attorney review
Write-downs
Invoice generation
eBilling export
Submission and collection
MIRA is positioned at the capture and time-entry stage, not as a complete billing replacement.
Time-Entry Fields
Field | Purpose |
Work date | Identifies when the work occurred |
Client | Identifies the client entity |
Matter | Assigns the work to the engagement |
Timekeeper | Identifies who performed the work |
Duration | Records the time spent |
Billing status | Identifies billable or other treatment |
Narrative | Explains the task and purpose |
Task code | Classifies the workstream |
Activity code | Classifies how the work was performed |
Approval status | Shows whether the entry is ready for billing |
Frequently Asked Questions
How should lawyers enter billable time?
Record the work promptly, select the correct matter, enter the accurate duration, write a clear description, apply required codes, and review before release.
Does approving a time entry create an invoice?
Not necessarily. Approved entries normally move into a later prebill and invoice workflow.
Can lawyers bill for emails?
Email work may be billable when it is legal work within the engagement, but the description should explain the subject and purpose.
What is the best billing increment?
There is no universal best increment. Use the method permitted by the fee agreement and client billing guidelines.
Can MIRA replace law firm billing software?
No. MIRA improves time capture and time-entry review before approved time moves into billing and finance systems.
