Paralegal billing depends on supervised substantive work, and Everhour keeps matter time ready for review and reporting.
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A paralegal invoice supports billing for delegated substantive legal work performed under attorney supervision. The client relationship, legal advice, fee setting, and representation remain with the attorney unless a court or agency authorizes otherwise. Your invoice should show the matter, timekeeper role, date, task description, rate, amount, and any expenses or disbursements the engagement allows.
The strongest entries read like legal billing records, not diary notes. A line such as "Drafted first-pass discovery response summaries for attorney review, 1.8 hours" gives the reviewer the task, purpose, and legal context. Lines for copying, file organization, docket checks, or paper delivery belong outside recoverable substantive paralegal fees in fee-award contexts.
Paralegal invoices commonly distinguish substantive legal tasks from clerical overhead. NALA identifies recoverable paralegal fees as substantive legal work, not clerical functions such as organizing files, copying documents, checking dockets or court dates, updating files, or delivering papers. That distinction matters when a firm seeks fee recovery or needs a clean client bill.
A useful billing workflow forces the classification before the invoice goes out. Research, drafting correspondence for attorney review, witness interviews, investigations, deposition summaries, discovery support, and trial support can appear as paralegal time when delegated and supervised. Administrative tasks can still be tracked internally, but they should not be presented as substantive paralegal fees when the billing context requires that separation.
Corporate legal departments often require LEDES or UTBMS coding. Those standards classify legal services by task, activity, expense, and timekeeper type, including separate classifications for legal assistant and paralegal roles. A practical invoice app for paralegals should preserve those fields so the bill matches the client's e-billing expectations instead of forcing a later spreadsheet cleanup.
Engagement terms control rates, expenses, retainers, payment timing, and late charges. ABA Model Rule 1.5 requires the scope of representation and the basis or rate of fees and expenses to be communicated before or within a reasonable time after representation begins, preferably in writing. Advance fees for attorney-client matters belong in client trust until earned or incurred under ABA Model Rule 1.15.
A free invoice tool is enough for a single matter invoice when you already have approved time, agreed rates, reimbursable expenses, and client billing instructions. It can produce a clean document quickly, especially for a small firm that needs one invoice per matter and does not need ongoing time review, utilization reporting, or accounting handoff.
A managed workflow becomes necessary when paralegal time must be reviewed across matters, grouped by timekeeper, separated into billable and non-billable work, exported for accounting, or reported to supervising attorneys. Everhour Reporting gives legal teams customizable reports with 45+ columns, filters, grouping, exports, and scheduled email delivery, so approved paralegal time can support invoicing without rebuilding the record manually.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A paralegal should not establish the attorney-client relationship, set client legal fees, give legal advice, or represent a client before a court or agency unless authorized. In a law-firm billing context, the attorney supervises the paralegal's work and remains responsible for the client relationship and professional responsibility for the work product.
Substantive delegated legal work belongs on the invoice when the attorney supervises it and the engagement terms allow billing. Common examples include legal research, drafting documents or correspondence for attorney review, witness interviews, investigations, discovery work, deposition summaries, and trial support. Clerical work such as copying, organizing files, checking dockets, updating files, or delivering papers should be separated.
Client billing requirements decide whether LEDES or UTBMS codes belong on the invoice. Corporate legal e-billing commonly uses those standards to classify legal services by task, activity, expense, and timekeeper type, including paralegal and legal assistant classifications. Missing codes can delay review because the client cannot match the charge to its billing rules.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations are imposed by states and local jurisdictions, and service taxability depends on the state, the service type, nexus, and the place of sale. An invoice in the United States should not show a VAT or GST number because no United States VAT/GST registration number exists.
Retainer handling depends on the attorney-client engagement and the firm's trust-account obligations. For attorney-client matters, ABA Model Rule 1.15 says advance legal fees and expenses must be deposited in a client trust account and withdrawn only as fees are earned or expenses are incurred. The invoice should clearly distinguish earned fees, expenses, and any trust-account application.
Everhour Reporting turns logged matter time into customizable reports with 45+ columns, metadata filters, grouping, and exports. A firm can review paralegal time by client, project, task, member, billable status, invoice status, and date range before turning approved entries into a client-facing bill.
Track matter work, review billable entries, and send approved records into billing with Everhour Reporting, so paralegal invoices start from organized time instead of reconstructed notes.
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