Professional guidelines for writing clear, detailed, and client-friendly time entry descriptions that justify billing, aid project management, and ensure transparency in professional services.
Time entry descriptions are the written explanations that accompany logged hours in timesheets and invoices. Well-written descriptions justify billing to clients, aid project management, and provide an audit trail. Poor descriptions lead to client disputes, reduced realization rates, and difficulty tracking project progress.
Why Descriptions Matter
For Clients
Understand what they're paying for
See value delivered
Verify work was done
Approve invoices confidently
Track project progress
For Service Providers
Justify billing
Reduce write-offs
Demonstrate value
Improve realization rates
Defend against disputes
For Project Management
Track what was accomplished
Identify scope creep
Understand time allocation
Improve future estimates
Document project history
Key Principles
Be Specific
❌ "Worked on case"
✅ "Reviewed deposition transcripts (pages 45-120) and identified key testimony regarding contract breach"
Include Actions and Results
❌ "Meeting"
✅ "Client conference call to discuss Q3 marketing strategy; aligned on budget allocation and timeline"
Reference Documents/Deliverables
❌ "Research"
✅ "Legal research on Delaware corporate law re: merger procedures; drafted 5-page memo summarizing findings"
Avoid Jargon When Billing Clients
❌ "Debugged API endpoint"
✅ "Fixed technical issue preventing payment processing from functioning correctly"
Template Structures
Action + Subject + Outcome
"Reviewed [document/item] and [what was done/decided]"
❌ "Review documents, draft memo, research case law, conference with client" (4 hours)
Better: Separate entries:
"Review contract documents and exhibits A-D" (1.5 hours)
"Legal research on breach of contract remedies" (1.0 hours)
"Draft memo summarizing findings" (1.0 hours)
"Conference with client to discuss strategy" (0.5 hours)
Too Much Detail
❌ "Opened email from client at 9:47am, read through 3-page attachment, made notes in margins, called paralegal to discuss at 10:15am for 12 minutes, then began drafting response starting with greeting..."
Better: "Reviewed client's 3-page proposal and drafted response addressing questions re: timeline and deliverables"
Industry-Specific Considerations
Legal - ABA Guidelines
Use task-based codes when required
Describe work, not expertise (avoid "experienced judgment")
No double-billing for multitasking
Redact confidential information if shared externally
Consulting - Value Focus
Emphasize outcomes and insights
Frame work in terms of client benefit
Quantify results when possible ("identified $200K cost savings")
Connect to strategic objectives
Agencies - Deliverable-Oriented
Specify what was created/delivered
Note revisions/rounds clearly
Reference client feedback incorporated
Link to project phases
Common Pitfalls
1. Using Same Description Repeatedly
"Work on XYZ project" for every entry looks suspicious
2. Over-billing Admin Time
Client doesn't want to pay for "organizing files" or "updating time sheets"
3. Describing Learning Curve
"Learning how to use new software" - bill time to yourself, not client
4. Vague Meetings
"Meeting" tells client nothing; always include purpose and outcome
5. Inconsistent Detail Level
Some entries detailed, others vague - appears arbitrary
