Rules may address approved timekeepers, rates, billing increments, block billing, internal conferences, research, travel, administrative work, staffing, required codes, budgets, preapproval, invoice deadlines, confidentiality, and AI use. Each rule should be traced to a source document.
Centralize the Rules
A structured rule library is more dependable than requirements scattered across email, PDF attachments, partner memory, or billing-team spreadsheets.
Rule-library record | What to capture |
Client and matter | The engagement to which the requirement applies. |
Rule and source | The requirement and the source document that supports it. |
Effective date | When the rule applies; retain versions for historical review. |
Severity | Whether the issue is an error, warning, information, or approval exception. |
Exception owner | Who can evaluate a justified departure from the rule. |
Review date | When the requirement should next be checked for changes. |
The selected matter should point to the applicable version of the rules.
Tie Rules to Matter Data
The selected matter should determine which rule set applies. This reduces the risk of using expired guidance, applying one client's requirements to another, or missing matter-specific exceptions.
Check the Matter First
Before reviewing narrative quality, confirm that the matter is active, the correct client is selected, the billing arrangement is configured, required IDs are present, and the timekeeper is authorized.
Narrative Rules
Possible checks include vague descriptions, prohibited wording, block billing, missing purpose, and unnecessary confidential detail. AI may suggest clearer wording, but the lawyer should confirm accuracy.
Code Rules
Where required, validate task code, activity code, expense code, client-specific code set, matter phase, and code-narrative consistency.
Staffing Rules
Client guidelines may restrict the number of attendees, partner work, clerical tasks, research staffing, or unapproved timekeepers. These rules often need human judgment and an exception path.
Budget and Scope Rules
Possible controls include budget thresholds, phase caps, work outside scope, purchase-order requirements, and expense limits. The warning should show the rule and the affected entry.
Error vs Warning
Not every issue should block release. These examples illustrate possible handling; the firm's policy and the client's actual requirements determine the final treatment.
Example issue | Possible handling |
Missing required code | Error: correct the required field before release. |
Possible block billing | Warning: ask the lawyer to review the description and work recorded. |
Budget threshold reached | Informational notice: show the threshold and affected entry. |
Unapproved staffing exception | Approval required: route the explanation and supporting note to the designated owner. |
Make the rule and affected entry visible so the reviewer can apply judgment.
Exception Workflow
When a lawyer believes an entry is valid despite a warning, the system can require an explanation, approver, supporting note, and approval date. This preserves judgment and auditability.
Maintain the Rule Library
Review rules when a client updates its OCG, a new matter opens, rates change, code sets change, or repeated reductions appear. Rules should be versioned so historical entries can be evaluated against the correct requirements.
How MIRA Fits
MIRA focuses on the timekeeping stage. It can help capture activity, prepare draft entries, suggest codes, and support review before release. Current MIRA+ pricing also lists OCG compliance as a feature. MIRA does not replace professional judgment or the firm's eBilling portal.
Frequently Asked Questions
What are client-specific billing rules?
They are requirements set by a client or engagement for how time, rates, staffing, expenses, narratives, and invoices must be handled.
Should lawyers see OCG rules while entering time?
Where practical, yes. Early visibility can reduce later corrections.
Can AI interpret outside counsel guidelines?
AI can help extract and organize rules, but the firm should verify them against the controlling document.
Should every warning block release?
No. Severity should reflect the type of rule and whether authorized exceptions are allowed.
