Strong legal timekeeping depends on consistent daily habits, clear firm standards, and a workflow that fits the way lawyers actually work.
The most effective process captures work close to when it happens, connects each entry to the correct matter, uses clear billing descriptions, follows client rules, and gives the timekeeper an opportunity to review every entry before it moves toward billing.
These practices help firms improve time entry quality without treating timekeeping as a separate end of month reconstruction project.
Why Legal Timekeeping Best Practices Matter
Time entries affect more than invoices. They also support matter management, profitability analysis, staffing decisions, client communication, and operational reporting.
Consistent timekeeping can help firms:
Reduce missed billable work
Improve billing description quality
Reduce prebill corrections
Follow outside counsel guidelines
Improve matter profitability analysis
Understand lawyer and team workloads
Separate billable and non billable activity
Reduce billing questions and disputes
Improve submission timeliness
Build more reliable financial reports
Poor timekeeping can hide the true amount of work required for a matter, even when the firm ultimately uses a fixed fee or another alternative fee arrangement.
Prompt and Consistent Time Entry
Record Time Close to the Work
The first best practice is simple: record time during the work or as soon as practical afterward.
Prompt entry helps the timekeeper remember:
What task was completed
Which matter it related to
How long the work took
Why the work was necessary
Which people or documents were involved
Whether the work was billable
Which billing code may apply
Delayed entry creates a memory problem. Short calls, email reviews, document edits, research, and informal matter discussions are especially easy to forget.
A useful rhythm may include:
Reviewing time after completing a major task
Checking entries before lunch
Reviewing entries before leaving for the day
Completing a final check before the billing cycle closes
Use a Daily Timekeeping Routine
A repeatable routine is more reliable than depending on memory.
A practical daily workflow can follow these steps:
Capture work activity during the day
Review calendars, documents, email, calls, and messages
Connect each activity to the correct client and matter
Confirm the duration
Write or improve the description
Add required task or activity codes
Classify the entry as billable or non billable
Remove duplicate or irrelevant activity
Save or submit the completed entry
Confirm that no active matter was missed
The routine should be short enough to complete every day.
Select the Correct Client and Matter
Every entry should be connected to the correct client and matter.
Before saving, confirm:
Client name
Matter name
Matter number
Responsible lawyer, when required
Office or practice group, when required
Billing arrangement
Matter status
Client specific billing rules
Incorrect matter selection can create billing delays, corrections, confidentiality concerns, and inaccurate matter reporting.
Firms can make selection easier by using clear matter names, recent matter lists, favorite matters, and reliable synchronization with the source system.
Write Clear, Task-Specific Descriptions
Write Clear Legal Billing Descriptions
A strong description explains what work was performed and why it related to the client matter.
A useful structure is:
Action + subject + purpose or result
Examples:
Weak description | Stronger description |
Research | Researched state law requirements for enforcement of noncompete provision. |
Emails | Reviewed client correspondence and prepared response regarding discovery schedule. |
Worked on agreement | Revised services agreement regarding indemnification and termination provisions. |
Conference | Conference with client regarding settlement options and next steps. |
Review documents | Reviewed document production for materials responsive to request for financial records. |
The description should be specific enough for review without including unnecessary confidential information.
Avoid Vague Descriptions
Common vague phrases include:
Worked on matter
Attention to file
Research
Emails
Conference
Review documents
Trial preparation
Follow up
Various tasks
General correspondence
These descriptions do not explain the subject or purpose of the work.
A reviewer should be able to understand the task without opening the matter file.
Separate Unrelated Tasks
Combining several unrelated activities into one entry can make an invoice harder to review.
For example:
Reviewed agreement, attended client call, researched tax issue, and prepared email.
A clearer approach may use separate entries:
Reviewed draft agreement regarding indemnification provisions.
Conference with client regarding negotiation priorities.
Researched tax treatment of proposed transaction structure.
Prepared follow up correspondence summarizing next steps.
Task separation can also make billing code selection more accurate.
Firms should follow client rules on block billing, task separation, and minimum billing increments.
Apply Billing Rules Consistently
Use Consistent Billing Increments
Law firms should define and document how time is converted into billing increments.
Common approaches include:
Six minute increments
Fifteen minute increments
Actual time
Client specific increments
For a six minute system:
Actual time | Decimal entry |
Up to 6 minutes | 0.1 |
7 to 12 minutes | 0.2 |
13 to 18 minutes | 0.3 |
19 to 24 minutes | 0.4 |
25 to 30 minutes | 0.5 |
31 to 36 minutes | 0.6 |
37 to 42 minutes | 0.7 |
43 to 48 minutes | 0.8 |
49 to 54 minutes | 0.9 |
55 to 60 minutes | 1.0 |
The firm should apply its policy consistently and confirm whether a client requires a different approach.
Follow Client Billing Guidelines
Outside counsel guidelines may control how time should be described, coded, staffed, and submitted.
Timekeepers should understand rules related to:
Billing increments
Block billing
Task and activity codes
Travel time
Internal conferences
Multiple professionals attending the same meeting
Administrative work
Legal research
Staffing levels
Expense treatment
Budget limits
Required narrative detail
The firm should make client specific rules easy to find during time entry and billing review.
Apply Billing Codes Carefully
Some clients require UTBMS, ABA, task, activity, expense, or custom codes.
Best practices include:
Confirm the correct code set
Select the task code that reflects the phase or purpose of the work
Select the activity code that reflects what the timekeeper did
Confirm that the code matches the written description
Review client specific restrictions
Correct suggested codes before submission
Avoid using a code as a substitute for a clear narrative
Update code guidance when client requirements change
When uncertain, firms should confirm the required code set with the client, eBilling platform, or outside counsel guidelines.
Capture and Review Work Activity
Capture Short Activities
Short activities are a common source of missed time.
Examples include:
Client phone calls
Quick legal research
Document revisions
Substantive email review
Drafting short responses
Internal matter discussions
Reviewing court notices
Checking transaction status
Reviewing comments from opposing counsel
Preparing brief instructions for staff
Small tasks can add up across a day. They should still be reviewed for billing eligibility and client compliance.
Review Calendar Activity
Calendar events provide a useful starting point for meetings, hearings, calls, depositions, and scheduled work.
During review, confirm:
Whether the meeting occurred
The actual duration
The correct matter
The purpose of the event
Whether preparation time should be recorded separately
Whether follow up work occurred
Whether attendance was billable
Whether multiple professionals were permitted to bill
A calendar title alone is rarely a complete billing description.
Review Document Activity
Document activity can help identify drafting, review, revision, and comparison work.
Useful sources may include:
Document management systems
Microsoft OneDrive
Word processing activity
Version history
Document comparison tools
Matter workspaces
The final time entry should explain the legal task. A document name may provide context, but it should not be copied without review.
Review Email and Communication Activity
Substantive communication may be billable when it relates directly to a client matter and is permitted by the engagement terms.
During review, consider:
Email review
Drafting responses
Client calls
Calls with opposing counsel
Expert communication
Witness communication
Internal matter strategy discussions
Microsoft Teams meetings
Substantive messages
Administrative, scheduling, and internal operational communications may be non billable.
Distinguish Billable and Non Billable Time
Recording non billable time can improve operational visibility even when the work is not charged to a client.
Common non billable activities may include:
General administration
Firm management
Training
Business development
Recruiting
Internal technology support
General practice group meetings
Pro bono work, depending on firm policy
Unapproved clerical work
Time excluded under a fee arrangement
The correct classification depends on firm policy, engagement terms, and client guidelines.
Protect Confidential Information
Time entries should be clear without revealing unnecessary privileged or sensitive details.
Avoid including:
Detailed legal strategy
Sensitive personal information
Confidential settlement limits
Unnecessary medical information
Protected witness details
Internal risk assessments
Personal data not needed for billing
Information restricted by court order
Unnecessary document content
Internal comments that should not appear on an invoice
The description should communicate value while protecting confidentiality.
Review Every Entry Before Submission
Before saving or releasing an entry, confirm:
The date is correct
The client is correct
The matter is correct
The duration is reasonable
The billing increment is correct
The description is clear
The entry is not duplicated
The billing status is correct
Required codes are included
Client rules are followed
Confidential details are limited
The entry is ready for billing review
Human review remains important even when software assists with capture, descriptions, or code suggestions.
Responsible and Privacy-Conscious Time Capture
Use Passive Time Capture Responsibly
Passive time capture can help surface work activity from connected applications.
It may be especially useful for:
Short email activity
Document revisions
Interrupted tasks
Work outside normal hours
Frequent matter switching
Unscheduled calls
Calendar events
Browser based research
Captured activity should remain a draft source.
The timekeeper should still:
Confirm the work occurred
Select the correct matter
Adjust the duration
Improve the description
Remove duplicates
Classify billable and non billable work
Add required codes
Approve the final entry
Passive capture should not be treated as automatic billing.
Avoid Intrusive Tracking
Good timekeeping software should support accurate capture without unnecessary surveillance.
Firms should ask:
Does the product record keystrokes?
Does it take screenshots?
Does it collect document content?
Can personal applications be excluded?
Can users review activity privately first?
Who can access raw activity?
How long is activity retained?
Can irrelevant activity be deleted?
Is customer data used for model training?
How is captured information secured?
Clear privacy boundaries support trust and adoption.
Policy and Training
Create a Written Timekeeping Policy
A firm policy should define:
When time must be entered
Which activities should be recorded
How non billable time is classified
Which billing increments apply
How descriptions should be written
When tasks must be separated
How billing codes are selected
How client guidelines are followed
Who reviews incomplete entries
How corrections are handled
How confidential information is protected
What happens when time is submitted late
The policy should include practical examples.
Train with Real Examples
Training is more effective when it reflects actual legal work.
Use examples from:
Litigation
Corporate transactions
Employment matters
Intellectual property
Real estate
Regulatory work
Tax matters
Immigration
Family law
Client specific billing rules
Training should include strong and weak descriptions, code selection, short task capture, matter switching, and end of day review.
Monitor Useful Timekeeping Metrics
A small set of metrics can help firms identify workflow problems.
Metric | What it shows |
Same day entry rate | How much time is recorded on the day the work occurs |
Average entry delay | How long users wait before submitting time |
Incomplete timekeeper days | Days with missing or unusually low entries |
Draft entry count | Potential work that has not been finalized |
Rejected entry count | Entries requiring correction |
Matter correction rate | How often entries are moved to another matter |
Description correction rate | How often narratives require editing |
Code correction rate | How often billing codes require correction |
Daily review completion | Whether users finish reviewing captured work |
Metrics should support coaching and process improvement. They should not encourage unsupported billing.
Reduce Prebill Corrections
Prebill review should not be the first time an entry receives attention.
Firms can reduce corrections by:
Encouraging same day entry
Providing clear examples
Making client rules visible
Validating required fields
Reviewing matter selection
Warning about vague descriptions
Checking required billing codes
Identifying duplicate entries
Surfacing incomplete drafts
Reviewing entries before the billing cycle closes
Earlier review reduces the correction burden on lawyers and billing teams.
Support Timekeeper Adoption
A timekeeping process is more likely to succeed when it is easy to complete.
Adoption improves when:
The workflow fits familiar applications
Matter selection is fast
Captured activity is relevant
Review takes only a few steps
Descriptions are easy to improve
Errors are easy to correct
Mobile work is supported
Training is role specific
Policies are clear
Leadership follows the same standards
Users receive useful reminders
The firm acts on user feedback
The goal is to reduce administrative friction while protecting billing quality.
Daily Legal Timekeeping Checklist
Before ending the day, confirm:
Every client matter worked on is represented
Entries match the calendar
Sent email and substantive messages were reviewed
Short calls were captured
Document work was reviewed
Research activity was recorded
Work outside normal hours was considered
Timers were stopped and corrected
Draft entries were completed
Matters were selected correctly
Durations were reviewed
Descriptions were improved
Billing codes were added
Duplicates were removed
Billable and non billable work were classified
Completed entries were saved or submitted
Weekly Timekeeping Checklist
At the end of each week, review:
Missing timekeeper days
Late entries
Unreleased drafts
Rejected entries
Matter corrections
Description corrections
Billing code corrections
Client guideline exceptions
Integration failures
Training or support needs
Weekly review should support the daily process, not replace it.
Legal Time Entry Quality Example
A complete entry may include:
Field | Example |
Date | July 15, 2026 |
Client | Acme Holdings |
Matter | Acquisition of Northstar Ltd. |
Duration | 0.8 hour |
Task | Due diligence |
Activity | Review and analysis |
Description | Reviewed target company employment agreements and prepared summary of change of control provisions. |
Status | Reviewed and approved |
The exact code set and field names depend on the client, firm, and billing system.
Improve Legal Timekeeping with MIRA
MIRA is an AI powered timekeeping and smart capture product for law firms and professional services teams. It helps capture billable and non billable work activity from connected tools such as Microsoft OneDrive, Outlook Calendar, iManage Work, Chrome, and other supported systems.
Timekeepers can review captured activity inside Microsoft Teams, then edit, merge, save, or release approved entries toward connected finance or billing systems. MIRA can also assist with billable descriptions and suggest task or activity codes where relevant.
MIRA focuses on time capture and time entry quality before billing. It does not replace a full billing or practice management platform.
Frequently Asked Questions
What are legal timekeeping best practices?
Legal timekeeping best practices include prompt entry, accurate matter selection, clear descriptions, consistent billing increments, correct billing codes, daily review, and compliance with client guidelines.
When should lawyers enter time?
Lawyers should enter time during the work or as soon as practical afterward. Same day entry is generally more accurate than reconstructing time later.
What makes a strong legal time entry?
A strong entry identifies the task, subject, matter, duration, and purpose when appropriate. It should also include any required billing code.
How can law firms reduce missed billable hours?
Firms can encourage prompt entry, review calendars and activity sources, capture short tasks, use passive time capture responsibly, and complete a daily end of day check.
Should lawyers record non billable time?
Yes, when firm policy requires it. Recording non billable work can improve workload, staffing, and operational analysis.
What is the best way to improve billing descriptions?
Use a consistent structure that explains the action, subject, and purpose of the work. Firms should provide approved examples and review vague narratives. Artificial intelligence can assist with drafts, but the timekeeper should review every entry for accuracy, confidentiality, and client compliance.
Should every captured activity become a time entry, and does timekeeping software replace billing?
No. Captured activity should be reviewed because some activity may be non billable, duplicated, administrative, personal, or prohibited by client guidelines. Legal timekeeping software also usually does not replace billing software; it often prepares approved entries for a connected finance or billing system.
How often should time entries be reviewed?
Timekeepers should review entries daily. Firms may also use weekly and billing cycle checks to identify incomplete or incorrect entries.
