A legal time entry policy gives lawyers, paralegals, and staff a consistent process for recording billable and non billable work. It should explain when time must be entered, what information each entry must contain, how client billing rules are applied, and who is responsible for reviewing incomplete or inaccurate entries.
The template below can be adapted to the firm's practice areas, billing systems, fee arrangements, outside counsel guidelines, and internal approval process.
This resource is a practical operational template. Firms should review the final policy with leadership, finance, billing, legal operations, information security, human resources, and counsel when appropriate.
How to Use This Template
Before adopting the policy, replace the bracketed fields with firm specific information.
Common fields to customize include:
Policy area | Fields to define |
Ownership and timing | Firm name; Effective date; Policy owner; Time entry deadline |
Entry standards | Approved billing increments; Required billing codes; Non billable time categories |
Review and correction | Review and approval roles; Correction deadlines; Escalation process |
Exceptions and systems | Client specific exceptions; Approved timekeeping systems |
The policy should be supported by practical examples, training, and a clear daily workflow.
Legal Time Entry Policy Template
Policy Title
[Firm Name] Legal Time Entry and Timekeeping Policy
Effective Date
Effective: [Month Day Year]
Policy Owner
Owner: [Finance Director, Billing Director, Legal Operations Leader, Managing Partner, or Other Role]
Applies To
This policy applies to all lawyers, paralegals, legal assistants, timekeepers, and other professionals who record billable or non billable work for [Firm Name].
Policy Purpose
The purpose of this policy is to establish clear and consistent standards for recording legal work. Accurate and timely time entries support:
Policy objective | Expected outcome |
Client billing | Clear client invoices; Compliance with engagement terms and outside counsel guidelines; Efficient billing review |
Financial management | Reliable matter profitability analysis; Accurate workload and utilization reporting; Consistent internal financial reporting |
Work visibility | Better visibility into billable and non billable activity; Reduced risk of missed billable work |
General Standard
All timekeepers must record work accurately, promptly, and in sufficient detail for internal review and client billing.
Every entry must reflect work that was actually completed. Timekeepers must use professional judgment when deciding whether work is billable, non billable, included in another fee arrangement, or excluded by client requirements.
Captured activity, calendar events, timers, or software suggestions are draft sources only. The timekeeper remains responsible for the accuracy of the final entry.
Time Entry Deadline
All time should be recorded as close to the work as practical.
The firm standard is:
Timekeepers must complete and submit all entries no later than [time] on the [same business day / following business day].
Recommended policy options include:
Same day entry
Entry by noon on the following business day
Daily entry with weekly supervisor review
Practice group specific deadlines approved by finance
Timekeepers should not wait until the end of the week or billing cycle to reconstruct their work.
Late Entry
An entry is considered late when it is submitted after the approved deadline.
Late entries may require:
Additional review
Explanation to the responsible partner
Correction before prebill preparation
Approval from [role]
Follow up training when delays are repeated
The purpose of escalation is to improve the process and entry quality. It should not encourage unsupported billing.
Required Time Entry Fields
Every time entry must include the following information:
Entry field group | Required information |
Work identity | Date of work; Timekeeper; Client; Matter |
Billing detail | Duration; Billable or non billable status; Clear description |
Codes | Required task code; Required activity code; Required expense code, when applicable |
Firm controls | Office, practice group, or other required field; Review or approval status |
The exact fields may vary by client, matter, office, or billing system.
Client and Matter Selection
Timekeepers must select the correct client and matter before submitting an entry.
Before saving, confirm:
Client name
Matter name
Matter number
Matter status
Responsible lawyer
Billing arrangement
Client specific billing rules
Any access or confidentiality restrictions
If the correct matter is unavailable, the timekeeper must contact [billing, finance, matter intake, or other role] rather than using an unrelated matter as a temporary substitute.
Incorrect Matter Entries
If an entry is submitted to the wrong matter:
Notify [role] promptly
Correct the matter before billing
Confirm whether the description contains matter specific confidential information
Document the correction when required
Review any related entries for the same error
Duration and Billing Increments
Timekeepers must record the actual time spent and apply the approved billing increment.
The firm standard is:
[Firm Name] records time in [six minute, fifteen minute, actual time, or other] increments.
Example for six minute increments:
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 |
Client requirements take priority when they specify a different method.
Timekeepers must not:
Inflate time
Record time not worked
Apply inconsistent rounding
Duplicate time across matters
Leave a timer running when work has stopped
Bill more than one client for the same time period unless the arrangement is permitted, disclosed, and approved
Billing Description Standard
Each description must explain the work performed and its connection to the client matter.
A useful structure is:
Action + subject + purpose or result
Examples:
Weak entry | Stronger entry |
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. |
Descriptions should be understandable to an internal reviewer and, when appropriate, the client.
Description Requirements
Descriptions must:
Narrative standard | Requirements |
Describe the work | Identify the work performed; Identify the subject of the work; Include the purpose when helpful; Use clear professional language |
Match billing context | Match the selected matter; Match the selected billing code; Follow client specific wording requirements |
Clarity and invoice hygiene | Avoid unnecessary abbreviations; Avoid internal comments not intended for an invoice |
Confidentiality | Protect privileged and confidential information |
Prohibited or Discouraged Descriptions
Unless additional context is included, avoid:
Weak wording type | Examples to review |
Generic work | Worked on matter; Attention to file; Research; Review documents; Various tasks |
Communication | Emails; Conference; General correspondence |
Broad follow-up or preparation | Follow up; Trial preparation |
Task Separation and Block Billing
Timekeepers should separate unrelated tasks into individual entries.
For example, avoid:
Reviewed agreement, attended client call, researched tax issue, and prepared email.
Use separate entries when the tasks have different purposes, billing codes, or client treatment.
Block billing may be permitted only when:
The tasks are closely related
The client guidelines allow it
The combined entry remains understandable
The selected code accurately reflects the work
The responsible reviewer approves the format
Client specific rules take priority.
Billing Codes
When a client requires UTBMS, ABA, task, activity, expense, or custom billing codes, the timekeeper must select the correct code before submission.
The timekeeper must:
Confirm the required code set
Select the task code that reflects the phase or purpose of the work
Select the activity code that reflects what was done
Confirm that the written description matches the code
Follow client specific restrictions
Correct any suggested code before approval
Avoid using a code as a substitute for a clear description
Contact [billing or finance role] when uncertain
Commonly used code sets can vary by client and eBilling platform. Timekeepers should confirm the exact requirements before billing.
Billable and Non Billable Time
Timekeepers must classify each entry correctly.
Billable Time
Billable time may include work performed directly for a client matter when permitted by the engagement terms and client billing guidelines.
Examples may include:
Billable work group | Examples |
Research and documents | Legal research; Drafting and reviewing documents; Document review |
Meetings and advocacy | Client meetings; Hearings and depositions; Negotiations |
Communication and strategy | Substantive client communication; Matter strategy |
Other permitted work | Permitted travel; Other approved professional services |
Non Billable Time
Non billable time may include:
Non-billable group | Examples |
Firm operations | General administration; Firm management; General practice group meetings |
People and growth | Training; Business development; Recruiting |
Support and excluded work | Internal technology support; Clerical work excluded by client rules; Time included in another fee arrangement; Other activities identified by firm policy |
Recording non billable time may still be required for workload, utilization, and operational reporting.
Short Activities
Short work activities should be reviewed and recorded when they are billable and supported.
Examples include:
Short client calls
Substantive email review
Drafting short responses
Reviewing court notices
Document revisions
Brief legal research
Internal matter strategy discussions
Reviewing comments from opposing counsel
Preparing instructions for staff
Work completed from a mobile device
A task should not be ignored only because it was brief.
Calendar, Email, Document, and Activity Review
Timekeepers should compare their entries with the tools used during the day.
Relevant sources may include:
Activity source | Examples |
Calendar and collaboration | Outlook Calendar; Microsoft Teams; Meeting notes |
Email and calls | Sent email; Phone records |
Documents and files | Microsoft OneDrive; iManage Work |
Research and tasks | Browser activity; Task lists; Other approved business systems |
Activity records are supporting information. They do not determine automatically whether work is billable.
Timer Use
When timers are used, timekeepers must:
Start the timer when work begins
Stop the timer when work ends
Pause or change the timer when switching matters
Review the duration before submission
Remove idle time
Avoid overlapping timers unless specifically permitted
Add a complete description
Confirm the correct matter and billing status
A timer does not replace final review.
Passive Time Capture
The firm may use passive time capture to surface activity from approved connected systems.
Captured activity must be reviewed by the timekeeper before becoming an approved entry.
The timekeeper must:
Review stage | Required checks |
Confirm relevance | Confirm the activity relates to professional work; Select the correct client and matter; Adjust the duration |
Refine the entry | Improve the description; Remove duplicates; Delete irrelevant or personal activity; Classify billable and non billable work |
Apply billing rules | Add required billing codes; Confirm client compliance |
Approve | Approve the final entry |
Passive capture is not automatic billing.
Artificial Intelligence Assistance
The firm may use approved artificial intelligence features to assist with:
Draft billing descriptions
Matter suggestions
Task code suggestions
Activity code suggestions
Grouping related work
Identifying incomplete entries
Artificial intelligence output must be reviewed before submission.
Timekeepers must not approve a suggestion that:
Describes work that did not occur
Uses the wrong matter
Uses an incorrect duration
Includes an incorrect billing code
Reveals unnecessary confidential information
Invents a legal conclusion or outcome
Conflicts with client guidelines
Misrepresents the purpose of the work
Compliance Requirements
Confidentiality and Privacy
Time entries must protect client confidentiality, privilege, personal information, and sensitive firm information.
Descriptions should avoid unnecessary details about:
Sensitive information group | Examples |
Strategy and negotiations | Legal strategy; Internal risk assessments; Confidential negotiations |
People and identifiers | Medical information; Personal identifiers; Witness information; Sensitive employment matters |
Protected material and risk | Settlement limits; Protected documents; Other restricted information |
The firm should also define what work activity data may be collected by timekeeping software, who may access it, and how long it is retained.
Client Billing Guidelines
Client guidelines and engagement terms take priority over the firm's general policy when they establish stricter requirements.
Timekeepers are responsible for following rules related to:
Client guideline area | Rules to document |
Time format | Billing increments; Block billing; Travel time |
Codes and narrative | Task and activity codes; Narrative detail |
People and activities | Internal conferences; Multiple professionals attending the same event; Administrative work; Legal research; Staffing |
Spend controls | Expenses; Budgets |
The firm must provide a practical way for timekeepers to access current client requirements.
Review and Correction Requirements
Daily Review Requirement
Before the daily deadline, each timekeeper must review:
All matters worked on
Calendar events
Sent email and substantive messages
Calls
Document activity
Research activity
Work completed outside normal office hours
Running or incomplete timers
Draft entries
Incorrect matter assignments
Vague descriptions
Missing codes
Duplicate activity
Billable and non billable status
Submission status
Weekly Review Requirement
The firm may conduct a weekly review of:
Missing timekeeper days
Late entries
Unreleased drafts
Rejected entries
Matter corrections
Description corrections
Billing code corrections
Client guideline exceptions
Integration failures
Training needs
The weekly review supports the daily process. It does not replace timely entry.
Billing Team Review
The billing or finance team may review entries for:
Required fields
Matter accuracy
Description quality
Billing code compliance
Client guideline compliance
Duplicate entries
Billing increment consistency
Confidentiality concerns
Unusual duration
Missing approval
When an entry requires correction, it should be returned to the timekeeper or responsible reviewer with a clear reason.
Correction Process
When an entry is rejected or returned:
The timekeeper must review the reason
The correction must be completed by [deadline]
The original work must remain accurately represented
The matter, duration, description, code, or billing status must be corrected
The entry must be resubmitted
Repeated issues may require additional training
Corrections should not be used to create unsupported time or change the substance of work that occurred.
Responsibility by Role
Timekeepers
Timekeepers are responsible for:
Prompt capture
Accurate matter selection
Accurate duration
Clear descriptions
Correct billing status
Correct codes
Client compliance
Daily review
Timely correction
Final approval of their entries
Responsible Partners
Responsible partners are responsible for:
Communicating client expectations
Reviewing unusual or disputed entries
Supporting timely entry
Addressing repeated noncompliance
Confirming matter specific billing treatment
Billing and Finance Teams
Billing and finance teams are responsible for:
Maintaining billing rules
Supporting code requirements
Reviewing incomplete entries
Returning corrections
Monitoring submission status
Supporting finance system integration
Reporting recurring problems
Maintaining policy guidance
Information Technology and Security Teams
Technology and security teams are responsible for:
Approved system access
Integration reliability
Data protection
Permissions
Security review
Incident response
Vendor management
User support
Training and Monitoring
Training Requirements
All timekeepers must receive training:
During onboarding
When the policy changes
When a new timekeeping system is introduced
When a client adds new billing rules
When repeated entry issues are identified
At least [annually or other frequency]
Training should use real examples from the firm's practice areas.
Monitoring and Metrics
The firm may monitor:
Metric | Purpose |
Same day entry rate | Measure timely submission |
Average entry delay | Identify reconstruction risk |
Incomplete timekeeper days | Identify missing entries |
Draft entry count | Find unfinished work |
Rejected entry count | Measure correction volume |
Matter correction rate | Identify selection problems |
Description correction rate | Improve narrative standards |
Code correction rate | Improve billing compliance |
Daily review completion | Measure workflow adoption |
Integration failure count | Identify technical issues |
Metrics should support training, workflow improvement, and billing quality.
Governance, Exceptions, and Policy Review
Noncompliance and Escalation
Repeated failure to follow the policy may result in:
Reminder and coaching
Additional training
Review by the responsible partner
Review by practice group leadership
Review by finance or legal operations
Temporary additional approval requirements
Other action under firm policy
The escalation process should be documented and applied consistently.
Exceptions
Exceptions may be approved when:
A client requires a different workflow
A system outage prevents timely entry
The timekeeper is unavailable because of an emergency
A matter requires special confidentiality handling
A fee arrangement requires a different method
Leadership approves another documented reason
Exceptions must be recorded and approved by [role].
Policy Review
This policy should be reviewed at least [annually] and whenever there is a material change to:
The timekeeping system
The finance system
Billing code requirements
Client guidelines
Privacy requirements
Security requirements
Firm structure
Approval workflows
Fee arrangements
Regulatory or professional obligations
Daily Time Entry Checklist
Before submitting time, confirm:
All client matters worked on are represented
Calendar events were reviewed
Sent email and substantive messages were reviewed
Calls were captured
Document work was captured
Research was recorded
Work outside normal office hours was considered
Timers were stopped
Draft entries were completed
Matters are correct
Durations are reasonable
Descriptions are clear
Billing codes are correct
Duplicates were removed
Confidential details are limited
Client guidelines are followed
Completed entries were submitted
Sample Policy Acknowledgment
I acknowledge that I have reviewed the [Firm Name] Legal Time Entry and Timekeeping Policy. I understand my responsibility to record time accurately, promptly, and in accordance with firm standards, client billing guidelines, and applicable professional obligations.
Name: [Employee Name]
Role: [Role]
Signature: [Signature]
Date: [Date]
For a connected workflow, explore Legal Timekeeping Software for Lawyers.
Support the Policy 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.
Explore MIRA legal timekeeping
Related Resources
Frequently Asked Questions
What is a legal time entry policy?
A legal time entry policy defines how lawyers and other timekeepers record, review, classify, and submit billable and non billable work.
What should a time entry policy include?
It should cover deadlines, required fields, matter selection, duration, descriptions, billing codes, client guidelines, review, corrections, confidentiality, training, and responsibility by role. A written policy does not replace training and should be supported by onboarding, practical examples, periodic refreshers, and coaching.
How quickly should lawyers enter time?
Many firms require same day entry or entry by the following business day. The deadline should be realistic, documented, and applied consistently.
Should non billable time be included in the policy?
Yes. The policy should explain which non billable activities must be recorded and how they should be classified.
Should the policy address passive time capture?
Yes, when the firm uses passive capture. The policy should state that captured activity requires human review and does not become billable automatically.
Can artificial intelligence approve time entries?
Artificial intelligence can assist with descriptions, matter suggestions, and billing codes, but the timekeeper should review and approve the final entry.
How should client billing guidelines be handled?
Client guidelines should take priority when they establish stricter or more specific requirements. The firm should make current guidelines easy for timekeepers to access.
Who owns and reviews the time entry policy?
Ownership varies by firm. Common owners include finance, billing, legal operations, or firm leadership, with support from technology, security, and practice group leaders. The policy should be reviewed at least annually and whenever systems, client requirements, billing codes, privacy rules, or workflows change.
