Paralegal billing depends on supervised substantive work, and Everhour keeps billable and non-billable time separated.
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A paralegal invoice supports the practical job of billing delegated substantive legal work by matter, timekeeper, task, expense, and payment term. The attorney remains responsible for the client relationship and the work product, so the invoice should make supervision and review easy. A useful record separates legal research, drafting, interviews, discovery support, deposition summaries, and trial support from office administration.
The invoice should match the engagement terms for fee basis, rates, reimbursable expenses, payment timing, and late charges. For attorney-client matters, advance fees and expenses paid before they are earned or incurred belong in client trust under the lawyer's trust-account obligations. The invoice should show earned fees and incurred expenses clearly enough for the firm, client, and accounting file.
A strong paralegal invoice starts with ordinary invoice fields: firm or contractor name, client name, invoice number, invoice date, matter reference, service period, payment terms, and remittance details. The line items then carry the legal billing substance: date, timekeeper, role, task description, hours or units, rate, amount, expense detail, and any discount or adjustment agreed in the engagement.
A typical line can read: "March 5, 2026, paralegal, discovery response draft for attorney review, 2.3 hours, $125 per hour." Corporate legal clients commonly require LEDES or UTBMS task, activity, expense, and timekeeper codes, including separate classifications for legal assistant and paralegal roles. Use those codes when the client requires e-billing rather than adding them after rejection.
Paralegal billing turns on the type of work recorded, not the job title alone. NALA treats recoverable paralegal fees as substantive legal work, separate from clerical functions such as organizing files, copying documents, checking dockets or court dates, updating files, and delivering papers. A time entry should describe the legal task performed and the attorney review point when review applies.
This distinction matters most in fee-award, client audit, and corporate e-billing settings. Courts and clients can accept substantive paralegal work at prevailing market rates, but clerical overhead belongs outside substantive paralegal fees. A clean invoice avoids vague descriptions such as "case work" and replaces them with reviewable task language, such as "summarized deposition transcript for attorney trial outline."
A free invoice is enough for a single matter, a small client bill, or a quick record of a finished assignment. It works when the time entries are already approved, the rate is fixed, the client does not require LEDES detail, and the invoice will not need to feed a recurring billing process. The risk rises when entries come from several paralegals or matters.
A managed workflow fits firms that need tracked billable time per client and project to feed invoices without re-keying. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports that show billable time, non-billable time, billable amount, and cost before invoice creation.
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 invoice should include firm or contractor details, client and matter identifiers, invoice number, invoice date, service period, payment terms, line-item descriptions, timekeeper role, hours or units, rates, expenses, and amount due. Client-required LEDES or UTBMS codes should appear when the billing arrangement requires legal e-billing detail.
Paralegal time can be billed separately when it reflects delegated substantive legal work performed under attorney supervision. The attorney maintains the client relationship and professional responsibility for the work product. Fee-award contexts recognize eligible paralegal services at prevailing market rates, while clerical overhead should stay out of substantive paralegal fee lines.
Clerical tasks should not be treated as substantive paralegal fees in fee-award contexts. File organization, copying, docket checks, court-date checks, file updates, and paper delivery are administrative functions. Record them separately if the firm tracks them internally, but do not describe them as billable substantive paralegal work.
The United States has no national VAT or GST invoice regime, and no single federal private-sector invoice form. Sales and use tax rules depend on state and local law, nexus, the service type, and the place of sale. Legal services and related charges require state-specific review before adding a tax line.
Retainers and advance fees should follow the lawyer's engagement terms and trust-account obligations. For attorney-client matters, ABA Model Rule 1.15 says legal fees and expenses paid in advance must be deposited in a client trust account and withdrawn only as fees are earned or expenses are incurred. The invoice should show earned fees separately from remaining trust funds.
Everhour lets admins set project billing status, mark specific tasks as non-billable, use custom task rates, and set member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, with money-related columns visible to admins.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. Users can select uninvoiced time, preview the breakdown, group invoice lines by project, task, person, date, or another available structure, and export drafts to QuickBooks Online, Xero, or FreshBooks.
Track paralegal time by matter, separate billable and non-billable work, and keep invoice totals tied to approved entries, task rates, and admin-only financial reporting in Everhour.
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