Paralegal billing records substantive legal work performed under a lawyer’s supervision and, where permitted, charges that work to the client at the applicable rate.
The key questions are:
Was the work properly delegated?
Was it substantive legal work rather than ordinary clerical work?
Was the paralegal appropriately trained and supervised?
Does the engagement permit the charge?
Is the time accurate?
Does the description explain the work?
Are the required billing codes correct?
Has a lawyer reviewed the entry where required?
Paralegal work can improve efficiency by assigning appropriate legal tasks to trained professionals at rates below lawyer rates. It can also create billing problems when administrative tasks are described as legal work or when the supervising lawyer does not provide adequate oversight.
What Is Paralegal Billing?
Paralegal billing is the recording and invoicing of qualifying work performed by a paralegal or legal assistant in connection with a client matter.
A paralegal entry may include:
Work date
Timekeeper
Client
Matter
Duration
Billing status
Description
Task code
Activity code
Supervising lawyer
Approval status
Whether a particular activity is separately billable depends on:
Jurisdiction
Engagement terms
Client billing guidelines
Court or agency rules
Fee application standards
Firm policy
Nature of the task
Level of supervision
This guide provides general operational guidance, not a jurisdiction-specific conclusion.
The Role of Lawyer Supervision
ABA Model Rule 5.3 states that lawyers with managerial or direct supervisory authority over nonlawyers should make reasonable efforts to ensure their conduct is compatible with the lawyer’s professional obligations.
NALA’s Model Standards state that paralegals should not:
Establish attorney-client relationships
Set legal fees
Give legal opinions or advice
Represent clients in court unless authorized
Engage in unauthorized practice of law
The supervising lawyer should determine:
Which tasks may be delegated
The level of instruction required
Whether the work is complete and accurate
Whether the entry is billable
Whether the description is appropriate
Whether the fee is reasonable
Whether client approval is required
Technology can assist with time entry, but it does not replace supervision.
Billable vs Non-Billable Paralegal Work
The distinction often depends on whether the task requires legal knowledge and supports the representation, rather than being routine clerical or administrative work.
More likely to be substantive legal work | More likely to be clerical or administrative |
Organizing facts for attorney analysis | Scanning documents |
Preparing deposition summaries | Routine photocopying |
Drafting discovery under supervision | Scheduling a room |
Reviewing documents for responsiveness | Filing routine internal records |
Preparing a chronology | Opening mail |
Cite checking and legal-document support | Basic data entry |
Assisting with trial preparation | Office supply tasks |
Preparing closing checklists | Routine invoice administration |
Summarizing medical or business records | General secretarial work |
This table is illustrative.
A task’s label does not control. The actual work, legal knowledge required, jurisdiction, engagement, and client rules matter.
Examples of Potentially Billable Paralegal Tasks
Depending on the matter, possible billable work includes:
Drafting routine pleadings under lawyer supervision
Preparing discovery requests and responses
Reviewing documents for responsiveness
Creating privilege-log drafts
Organizing factual records
Preparing case chronologies
Summarizing depositions
Summarizing medical records
Cite checking
Preparing exhibits
Assisting with trial preparation
Conducting factual investigation
Coordinating document production
Preparing closing binders
Maintaining transaction checklists
Supporting regulatory filings
Communicating factual or procedural information as authorized
The lawyer should review whether the task involves independent legal judgment that cannot be delegated.
Commonly Non-Billable or Restricted Tasks
Client guidelines may prohibit or restrict charges for:
Photocopying
Scanning
Routine filing
Scheduling
Opening or closing files
Invoice preparation
Time-entry administration
Secretarial work
Basic document formatting
Training a new employee
Correcting internal errors
Excessive internal conferencing
Duplicative attendance
Some clients allow certain tasks only with advance approval.
The firm should not assume that every hour worked by a paralegal is billable.
Paralegal Billing Rates
The paralegal billing rate may be determined by:
Experience
Certification
Practice area
Market
Client agreement
Matter type
Approved rate schedule
Court rules
Fee application standards
The rate should not be set by the paralegal independently.
The firm should maintain:
Approved rate
Effective date
Client-specific rate
Timekeeper classification
Rate approval
Role description
Credential information where relevant
A lower rate does not justify unnecessary work or excessive time.
Writing Paralegal Billing Descriptions
A paralegal entry should explain the substantive work and its purpose.
Weak:
Worked on discovery.
Clearer:
Organized document production by custodian and prepared draft privilege-log entries for attorney review.
Weak:
Reviewed records.
Clearer:
Reviewed medical records and prepared chronology of treatment dates and providers for attorney analysis.
Weak:
Trial prep.
Clearer:
Prepared exhibit index and organized admitted exhibits for upcoming evidentiary hearing.
Weak:
Emails.
Clearer:
Corresponded with records vendor regarding outstanding subpoena response and production date.
The description should not imply that the paralegal provided legal advice or exercised authority reserved to a lawyer.
Billing Narrative Formula
A useful formula is:
Action + subject + purpose + supervision or work product where relevant
Examples:
Drafted initial discovery-response outline for supervising attorney review
Summarized deposition testimony concerning product testing and identified cited exhibits
Reviewed client records for responsiveness and prepared proposed production index
Prepared transaction closing checklist and updated status of outstanding deliverables
Organized factual chronology from correspondence for attorney case assessment
Task and Activity Codes
Paralegal entries may require UTBMS or client-specific codes.
Example:
Task: L320 Document Production
Activity: A104 Review/Analyze
Narrative: Reviewed collected records for responsiveness and prepared proposed production set for attorney review
The code should reflect the purpose of the work.
A paralegal reviewing a deposition transcript for witness preparation may use a different task code from a paralegal reviewing documents for production.
Billing Increments
Paralegal time may be recorded in:
Six-minute increments
Fifteen-minute increments
Exact minutes
Another client-approved unit
The firm should follow the engagement and outside counsel guidelines.
The paralegal should record actual time and avoid:
Automatic minimum charges not permitted by the client
Rounding that inflates time
Duplicate billing
Combining unrelated tasks when block billing is prohibited
Review Workflow
A practical workflow is:
Paralegal records the work promptly.
Correct client and matter are selected.
Duration is confirmed.
The description explains the substantive task.
Required codes are applied.
The system checks client guidelines.
The supervising lawyer reviews exceptions.
The entry is approved or corrected.
Approved time moves toward billing.
Client adjustments are tracked for training.
The level of review may vary, but the firm should define responsibility.
Frequently Asked Questions
Can paralegal time be billed to clients?
Paralegal time may be billed separately when the work, engagement, jurisdiction, and client requirements permit it.
What paralegal tasks are billable?
Substantive legal-support work performed under lawyer supervision may be billable. Routine clerical and administrative work is often excluded or restricted.
Can a paralegal set a billing rate?
A paralegal should not independently set legal fees. The firm and supervising lawyer manage rates under the engagement and applicable rules.
Should paralegal time entries mention attorney review?
It can be useful when the work product was prepared for attorney review, but the description should reflect what actually occurred.
Can MIRA automatically approve paralegal time?
MIRA can prepare and route entries, but the firm should maintain the lawyer-supervision and approval controls required by its policies and professional obligations.
