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 across three connected areas:
Area | Practical improvements | Operational value |
Billing quality | Capture more billable work, improve descriptions, and reduce prebill corrections | Fewer billing questions, disputes, and avoidable write-downs |
Compliance and timeliness | Follow outside counsel guidelines and submit entries promptly | Smoother review and fewer delayed invoices |
Management insight | Analyze matter profitability and workloads, distinguish billable from non-billable activity, and improve financial reports | More reliable staffing, pricing, and planning decisions |
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 the following information:
Information to confirm | Why it matters |
Client name and matter name | Places the work with the correct engagement |
Matter number | Prevents ambiguity between matters with similar names |
Responsible lawyer | Supports ownership, review, and reporting when required |
Office or practice group | Preserves required organizational reporting |
Billing arrangement | Applies the correct hourly, fixed-fee, or alternative-fee treatment |
Matter status | Avoids posting work to closed or inactive matters |
Client-specific billing rules | Helps the entry comply with the client's submission requirements |
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, use a brief quality review:
Review area | Confirm before submission |
Entry identity | The date, client, and matter are correct |
Time | The duration is reasonable and the billing increment is correct |
Narrative | The description is clear and confidential details are limited |
Billing requirements | The billing status, required codes, and client rules are correct |
Duplication | The entry does not repeat time already recorded |
Readiness | The entry is complete and 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.
Improve Legal Timekeeping with MIRA
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.
