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Legal invoice template

Clients read a legal bill line by line, and so may a court or a bar regulator. This law firm invoice template records each time entry in tenths of an hour, with the date, the timekeeper, the rate and what was done, and keeps costs and the trust balance apart from fees.

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Legal invoice · example

FromPatel Chen LLP
ToBlue Heron Bakery LLC
CurrencyUSD
DescriptionQtyPriceAmount
22 Sep, J. Patel (partner): review landlord's draft lease amendment; prepare redline2.4$425.00$1,020.00
26 Sep, J. Patel (partner): call with client on landlord's counter-proposal0.6$425.00$255.00
29 Sep, M. Chen (associate): research enforceability of the assignment clause3.2$260.00$832.00
1 Oct, R. Diaz (paralegal): prepare execution version and signature pages1.5$150.00$225.00
Costs: courier to landlord's counsel, at cost1$38.00$38.00
Total$2,370.00

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How to use the legal invoice

  1. Enter the firm, the client and the matter name and number.
  2. Add time entries with the date, timekeeper, task and hours in tenths.
  3. List costs and disbursements at cost.
  4. Show the trust or retainer balance in the notes, then save and issue.

Anatomy of a time entry

Describe the task, not just the activity: "call with client on landlord's counter-proposal" can be checked, "telephone call" cannot. Avoid block billing, where several tasks share one time figure, because many clients and courts reduce or refuse it.

DateTimekeeper: taskHours x rateAmount
22 SepJ. Patel, partner: review landlord's draft lease amendment; prepare redline2.4 x 425.001,020.00
26 SepJ. Patel, partner: call with client on landlord's counter-proposal0.6 x 425.00255.00
29 SepM. Chen, associate: research enforceability of the assignment clause3.2 x 260.00832.00
1 OctR. Diaz, paralegal: prepare execution version and signature pages1.5 x 150.00225.00

What a law firm invoice should include

  • Firm name, address and tax ID
  • Client name, matter name and matter number
  • Billing period
  • Each time entry: date, timekeeper, task description, hours and rate
  • Fees subtotal, by timekeeper if the client asks for it
  • Costs and disbursements, itemised
  • Trust or retainer: balance before, amount applied, balance after
  • Total due and payment instructions

Questions

Why do lawyers bill in tenths of an hour?

A tenth (0.1) is six minutes, the usual minimum increment. A short email might be 0.1 and a 20-minute call 0.4, rounded up from 0.33. State your increment in the engagement letter so the client knows how time is rounded.

How should a retainer held in trust appear on the invoice?

Show the trust balance before the invoice, any amount applied to it and the balance remaining. Under the ABA Model Rules, which most states follow in some form, fees paid in advance stay in the client trust account and are withdrawn only as they are earned or expenses incurred. Follow your own state bar's rules on notice to the client before applying trust funds.

What are LEDES and UTBMS codes?

Corporate clients and insurers often require electronic bills in the LEDES file format, with each entry tagged by UTBMS task and activity codes. LuckPanda does not produce LEDES files; this template suits clients who accept a standard invoice.

Should costs be billed separately from fees?

Yes. Filing fees, court reporters, expert fees and couriers are passed through at cost unless the engagement letter says otherwise, and clients expect to see them apart from professional fees.

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