Law Firm Billing Best Practices

Billing Practices That Strengthen Fee Requests and Reduce Disputes

Clear, consistent, and well-documented billing practices are critical for law firms. Courts, insurers, and clients increasingly expect billing records that articulate what was done, why it was necessary, and how the time spent aligns with the demands of the case.

Many fee disputes arise not because the underlying work was unreasonable, but because the billing records do not clearly explain the effort involved. Adopting strong billing practices improves transparency, enhances client trust, and increases the likelihood that courts will approve requested fees without significant reductions.

1. Provide Clear, Descriptive Time Entries

Courts consistently emphasize the need for detail. Effective time entries should:

• Identify the specific task performed.
• Explain the purpose and context of the task.
• Avoid vague language such as “attention to file,” “work on case,” or “research.”
• Avoid block billing whenever possible.

Detailed entries help courts connect the attorney’s efforts to the results obtained, which is often a central factor in fee awards.

2. Use Staffing Efficiently

Appropriate delegation and task allocation are essential to demonstrating billing reasonableness. Courts often expect:

• Junior lawyers to handle routine legal tasks when possible.
• Paralegals to handle administrative and procedural tasks.
• Senior attorneys to bill primarily for strategic or high-level work.

Over-staffing or repeatedly involving multiple lawyers in the same task is a common basis for substantial court-ordered reductions.

3. Demonstrate Billing Judgment

Courts expect attorneys to review their own billing with a critical eye before submitting fee petitions. Strong billing judgment may include:

• Voluntarily writing off excessive, duplicative, or unproductive time.
• Reducing time spent on internal conferences when multiple lawyers billed for the same discussion.
• Reviewing staffing choices and adjusting entries that are disproportionate to the value of the task.

Demonstrating proactive billing judgment strengthens the credibility of the entire fee request.

4. Maintain Organized, Consistent Timekeeping

Courts and clients place significant value on consistent timekeeping habits, including:

• Entering time daily rather than reconstructing entries later.
• Using standardized task codes or categories when appropriate.
• Ensuring that each entry includes date, timekeeper, task description, and duration.

Consistency demonstrates professionalism and reduces the likelihood of missing or unclear entries that undermine the reliability of the billing record.

5. Avoid Patterns That Trigger Red Flags

Courts frequently identify and reduce time associated with common billing pitfalls, such as:

• Heavy block billing across long periods.
• Serial re-review of the same documents.
• Multiple attorneys billing for routine events, hearings, or calls without explanation.
• Clerical or administrative work billed at professional rates.

Identifying and addressing these issues early reduces the likelihood of broad percentage reductions by the court.

6. Connect Work to Results Whenever Possible

Courts heavily weigh the results achieved relative to the time spent. Strong billing practices include:

• Explaining how major efforts advanced the client’s objectives.
• Clarifying the necessity of substantial time investments.
• Highlighting efficiencies or strategies that reduced overall litigation burden.

Framing billing entries within the narrative of case progress strengthens fee petitions and improves judicial reception.