Paralegal billing needs supervised, substantive time entries. Everhour keeps rates and tracked work ready for legal invoices.
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Use this page to prepare a paralegal invoice for delegated substantive legal work performed under attorney supervision. The finished invoice should connect each charge to a client, matter, date, timekeeper, task description, rate, and payment term. For legal teams, that detail helps the reviewing attorney confirm that the invoice matches the engagement terms before it reaches the client or e-billing portal.
A strong paralegal invoice does more than total hours. It separates paralegal time from attorney time, identifies expenses or disbursements, and keeps retainers or advance fees clear. For attorney-client matters, advance legal fees and expenses are generally held in client trust until earned or incurred under ABA Model Rule 1.15, so the invoice should show earned work with clean timing and descriptions.
Paralegal billing commonly covers legal research, drafting documents for attorney review, witness interviews, investigations, discovery support, deposition summaries, and trial support. Each line should describe the task in plain language, such as "Drafted first version of discovery responses for attorney review" or "Summarized deposition transcript for Smith matter." The attorney remains responsible for the client relationship and work product.
Clerical overhead belongs outside substantive paralegal fee lines in fee-award contexts. Organizing files, copying documents, checking court dates, updating files, and delivering papers should not be treated as recoverable paralegal fees when the invoice supports a fee claim. If the client requires LEDES or UTBMS billing, include the correct task, activity, expense, and timekeeper codes for paralegal or legal assistant work.
The engagement should communicate the basis or rate of fees and expenses before or within a reasonable time after representation begins, preferably in writing. Use the invoice to mirror those terms: hourly paralegal rate, flat matter phase, reimbursable expense policy, payment deadline, late-charge language, and any retainer application. Avoid setting or changing client legal fees from the paralegal invoice alone.
United States private-sector invoices do not follow one federal invoice-format statute or a national VAT/GST invoice regime. Sales and use tax obligations come from state and local rules, with taxability depending on the jurisdiction, the service type, nexus, and the place of sale. Federal contract invoices are different: FAR 32.905 defines proper invoice fields, and FAR 32.904 generally uses a 30-day payment timing standard.
A one-off invoice is enough for a single matter, a small batch of time entries, or a clean reimbursement request that needs a PDF for attorney review. It works when the rate is stable, the client does not require LEDES detail, and the invoice does not need to draw from a shared timekeeping system.
A managed workflow fits firms and legal teams that invoice recurring matters, use different paralegal rates by client or project, or need dated rate history. Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, and can price billable work by project, member, or task, so tracked legal work carries the right rate into billing.
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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Yes. Paralegal time can appear separately when the work is delegated substantive legal work performed under attorney supervision and the attorney remains responsible for the work product. Separate lines help clients see the timekeeper role, rate, task, date, and matter. Fee-award contexts also recognize eligible paralegal services at prevailing market rates when the work is substantive.
Clerical functions should stay off substantive paralegal fee lines in fee-award contexts. NALA identifies organizing files, copying documents, checking dockets or court dates, updating files, and delivering papers as clerical rather than substantive legal work. Put those costs in the correct administrative or expense category only when the engagement permits recovery.
Include LEDES or UTBMS codes when the client, insurer, corporate legal department, or e-billing system requires them. Those standards classify legal services by task, activity, expense, and timekeeper type, including separate classifications for legal assistant and paralegal roles. A standard PDF is usually enough when the client has no e-billing format requirement.
Show the earned paralegal work separately from the advance fee balance. For attorney-client matters, ABA Model Rule 1.15 says advance legal fees and expenses are deposited in a client trust account and withdrawn only as fees are earned or expenses are incurred. The invoice should make the applied amount, remaining balance, and earned time clear.
No. The United States does not use a national VAT or GST invoice regime, so there is no United States VAT/GST registration number for ordinary invoices. Any sales and use tax line depends on state and local rules, nexus, the service type, and where the sale is sourced. A state seller permit or sales-tax account applies only where required.
Everhour separates internal cost rates from client-facing billable rates, then supports default per-person rates and per-project overrides. Rate changes can be dated, so older legal billing reports keep their original calculations while new paralegal work uses the updated rate for the selected matter.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, using rates, time, and billable expenses while excluding non-billable work. Invoice lines can be grouped by project, task, person, date, or other available breakdowns to match the detail a legal client expects.
Track matter work with the right rates before invoice day. Everhour keeps billable legal time, rate history, and project overrides connected for cleaner paralegal billing.
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