Professional standards and techniques for accurately tracking, documenting, and billing client work hours to ensure fair compensation and client transparency.
Billable hours best practices ensure accurate client billing, protect revenue, maintain professional standards, and provide transparency. Proper time tracking is essential for lawyers, consultants, accountants, and other professionals who bill by the hour.
Core Principles
1. Track Everything
Record all client work, no matter how small
Capture time immediately or within same day
Include emails, calls, research, and thinking time
Don't rely on memory—use timers or real-time tracking
2. Be Specific
Good: "Reviewed contract sections 3-7 re: liability clauses; drafted memo to client on risks (2.3 hours)"
Bad: "Worked on contract (2 hours)"
3. Track in Minimum Increments
Common: 6-minute (0.1 hour) increments
Some firms: 15-minute minimums
Round ethically (not always up)
4. Separate Billable from Non-Billable
Billable:
Direct client work
Client communication
Research for client matter
Document review and drafting
Non-Billable:
Administrative tasks
General learning/CLE
Business development
Internal meetings
Billing and collections
Time Tracking Methods
Real-Time Tracking
Start timer when beginning client work
Most accurate method
Prevents forgotten time
Tools: Clio, TimeSolv, Harvest
Contemporaneous Notes
Write down time spent immediately after task
Include task description
Still very accurate if done promptly
Reconstruction (Least Preferred)
End of day, recreate what was done
Less accurate, not recommended
Only if no other option
Documentation Standards
Task Descriptions Should Include:
What: Specific action taken
Why: Purpose or issue addressed
Result: Outcome or next steps (optional)
Examples:
"Telephone conference with opposing counsel re: settlement terms"
"Research state law on non-compete enforceability; drafted memo"
"Reviewed and revised contract sections 1-5 per client feedback"
What NOT to Include:
Excessive detail (invades work product)
Personal opinions
Confidential strategy (invoices may be discoverable)
Vague descriptions
Ethical Considerations
Avoid "Block Billing"
Wrong: "Research, draft motion, call with client, review discovery (8.5 hours)"
Right: Separate line items for each task with individual times
Don't Double-Bill
Can't bill two clients for the same hour
If working on multiple matters, apportion time fairly
Be honest about time spent
Don't Bill for Overhead
Travel time within reason (check firm policy)
Don't bill for learning basic skills
Administrative tasks generally non-billable
Value Billing Considerations
Sometimes appropriate to bill for value, not hours
