1. Establish Consistent Billing Guidelines

Clarity is crucial when it comes to defining what counts as billable and non-billable time. Here are some steps to get your firm aligned:

• Outline Firm-Wide Definitions: Define clear rules for activities such as admin work, client communications, research, and travel. Ensure all team members understand these guidelines and document them in an easily accessible policy.

• Address Block Billing: Set parameters for block billing—where multiple tasks are billed as a single entry. While efficient, it can sometimes create transparency concerns. Decide whether this approach aligns with your client’s expectations and legal standards.

• Client-Specific Agreements: Some clients may have preferences for activities they’re willing (or not willing) to pay for. Align these expectations with your team early and revisit them during contract renewals or as circumstances evolve.

By addressing these aspects at the start of the year, you’ll reduce inconsistencies and disputes, ultimately fostering better client trust.

2. Define High-Quality Billable Time Entries

Not all time entries are created equal. Setting standards for what constitutes high-quality entries can help reduce client pushback and speed up payment cycles.

• Standardize Codes and Narratives: Use clear, industry-standard billing codes like UTMBS Codes  to categorize work. Include descriptive, precise narratives for each entry, detailing the task’s purpose and outcome.

• Review Language and Style: Be consistent with language, punctuation, and tense. Decide whether your firm’s entries should use present or past tense, and stick to it firm-wide. Ambiguous or inconsistent entries often raise client concerns.

• Analyze Historical Patterns: Look at past invoices to identify what’s worked well. Were certain narratives more likely to be approved or challenged? Use these insights to refine your current practices.

When your time entries are clear, accurate, and aligned with client expectations, it minimizes back-and-forth questions, saving time for everyone.

3. Streamline with the Right Tools

The tools your firm uses can significantly impact the efficiency and accuracy of your timekeeping and billing practices.

• Increase your digital footprint. As the industry moves towards more cloud-based solutions, many billable activities already have some digital footprint. For others, consider solutions like migrating your phone number to a VOIP-supported line, for better accuracy and accountability of your time.

• Reduce Manual Effort: Manual tracking often leads to errors and missed entries. Upgrade to passive timekeeping software, which captures your activities automatically and allows you to review and adjust them as needed.

• Leverage Automation Features: Many modern tools offer AI-driven suggestions for categorizing and tagging billable activities. These features save time and reduce the likelihood of oversight.

By adopting technology designed for modern legal practice, you can free up your mind to focus on high-value work rather than worrying about tracking every minute.