A law firm timekeeping policy defines how lawyers and staff should record time, write descriptions, classify work, and submit entries for review.
The purpose is not to create more administration. A good policy makes timekeeping easier, more consistent, and more defensible.
Policy Framework
A practical timekeeping policy should answer these questions:
Policy Area | What the Policy Should Define |
Scope | Who must record time and which types of work are included |
Timing | When time should be entered and submitted |
Matter selection | How users choose the correct client and matter |
Description standards | What makes a clear billing description |
Billing increments | How time should be rounded or recorded |
Codes | When task, activity, expense, or client-specific codes are required |
Non-billable time | How internal, admin, and no-charge work should be recorded |
Review | Who reviews time and how corrections are handled |
Confidentiality | What should not be included in invoice-facing descriptions |
Enforcement | How the firm handles late, missing, or poor-quality entries |
Sample Timekeeping Policy Language
Use this as a starting point and adapt it to your firm.
All timekeepers are expected to record billable and non-billable time accurately, promptly, and consistently. Time entries should be recorded as close to the work as practical and should identify the correct client, matter, duration, work performed, and billing status. Descriptions should be clear enough for billing review and client understanding, while avoiding unnecessary confidential detail. Timekeepers are responsible for reviewing entries before submission and correcting inaccurate, incomplete, or duplicate entries.
This sample is not legal advice. Each firm should adapt its policy to its jurisdiction, client guidelines, billing arrangements, and internal procedures.
Timing Standards
A strong policy should encourage prompt time entry. The longer a lawyer waits, the more likely short tasks, calls, email reviews, and document work will be missed.
Common policy options include:
Enter time contemporaneously when practical
Review captured time at least once per day
Submit all time by the end of each business day
Require weekly cleanup before billing cutoff
Escalate repeated late entries to practice group leadership
The strictness of the policy depends on firm culture, client expectations, and billing workflow.
Description Standards
Time entries should explain the work without being too vague or too detailed.
A strong description usually includes:
The action performed
The work product or communication involved
The subject of the task
The purpose or next step, when useful
Weak Entry | Better Entry |
Work on case. | Reviewed discovery correspondence regarding document production deadlines. |
Email client. | Prepared client update regarding revised closing timeline and open diligence items. |
Research. | Researched enforceability of limitation of liability clause for contract analysis. |
Call. | Conference with client regarding settlement position and next procedural steps. |
Billing Increments
The policy should state how the firm records time. Some firms use 0.1-hour increments, while others use different billing units depending on client guidelines.
A policy should address:
Minimum billing increment
Rounding rules
Client-specific billing requirements
Treatment of very short tasks
Whether administrative time is recorded separately
Billing increments should be handled consistently and in line with client agreements and applicable professional rules.
Billing Codes
Some matters require standardized billing codes. The policy should explain when users must apply:
UTBMS task codes
Activity codes
Expense codes
Client-specific codes
Internal firm codes
The policy should also explain who is responsible for correcting missing or incorrect codes before invoice submission.
Non-Billable and No-Charge Time
A useful timekeeping policy should not ignore non-billable work. Non-billable time helps the firm understand staffing, training, administration, business development, and internal workload.
The policy should distinguish:
Category | Meaning |
Billable | Client matter work intended to be charged |
Non-billable | Internal, administrative, training, or business development work |
No charge | Client-related work intentionally not billed |
Written down | Recorded billable time later reduced before invoice finalization |
Review Process
The review process should be simple and predictable.
Timekeeper records or reviews time.
Timekeeper submits entries by the required deadline.
Billing team or supervising attorney reviews missing details.
Corrections are returned before invoice preparation.
Approved time moves into prebill or finance workflow.
A clear review process reduces last-minute billing cleanup.
Confidentiality and Invoice Detail
Timekeeping policy should include guidance on confidential information. Descriptions should be useful for billing review without revealing unnecessary client-sensitive details.
Avoid copying internal strategy notes, privileged communications, sensitive personal facts, or detailed settlement strategy into invoice-facing descriptions.
For legal ethics context, ABA Model Rule 1.6 addresses confidentiality of information relating to client representation, and ABA Model Rule 1.5 addresses reasonableness of fees and communication of fee basis or rate.
How MIRA Helps
MIRA supports a more practical timekeeping policy by giving lawyers captured activity to review instead of relying only on memory.
Inside Microsoft Teams, lawyers can review, edit, merge, save, exclude, or release entries. AI-assisted descriptions and task or activity code suggestions can help standardize entries before billing review.
The policy still matters. MIRA makes the policy easier to follow.
Related Resources
References
For a connected workflow, explore Legal Timekeeping Software for Lawyers.
Frequently Asked Questions
What is a law firm timekeeping policy?
A law firm timekeeping policy is a written set of rules for recording, reviewing, and submitting time entries.
What should a timekeeping policy include?
It should include timing expectations, description standards, billing increments, matter selection, billing code requirements, non-billable time rules, review responsibilities, and confidentiality guidance.
How often should lawyers enter time?
Many firms encourage daily or contemporaneous time entry because delayed entry increases the chance of missed work and vague descriptions.
Should non-billable time be tracked?
Yes. Tracking non-billable time helps firms understand administrative load, training, business development, and internal work that affects capacity.
How can MIRA help enforce a timekeeping policy?
MIRA helps lawyers review captured work activity, edit descriptions, merge entries, and release approved time inside Microsoft Teams.
