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Allison Lemasters

What Is Attorney Time and Billing Software?

May 21, 2025 By Allison Lemasters Leave a Comment

Attorney time and billing software helps law firms better manage their billing process by assisting with time tracking, invoice generation, expense monitoring, collections, and more. Timekeeping software for lawyers offers features that typical accounting software does not — features essential for compliance in the practice of law, such as monitoring billable hours and accommodating trust accounting.

Legal time and billing software brings a new level of efficiency, accuracy, and security to the billing process for attorneys. Keep reading to learn the basics of time and billing software for law firms and what benefits this software can provide your practice.

How Do Attorneys Keep Track of Their Time Using Software?

Attorney time and billing software has several features for legal time tracking — namely, digital timers that can be categorized by client, matter, and activity. This allows legal professionals to log time as they work on various tasks throughout the day, easily stopping and starting different timers as they switch tasks. When it’s finally time to prepare an invoice, the timers provide a clear record of what was done.

Rather than needing to remember each task and guess how long it took to perform, time tracking software makes it easy to record the time you spend on each task, even sorting it according to different hourly rates in your firm. Additionally, quality time tracking software often comes with a mobile app version, which lets you track time whether you’re in the office or leaving a court appearance. Switching between matters is as simple as stopping one timer and starting another.

How Does Legal Billing Work Through Software?

Once you’ve completed time entries for your billable tasks, legal billing software helps you quickly convert those entries to invoices. The most helpful features for this process include:

  • Flexible rate structures to accommodate hourly rates, flat fees, or any other alternative fee arrangements.
  • Customizable formatting to better match your firm’s brand or format aesthetics.
  • Batch invoicing to simplify billing for ongoing services or high volumes of transactions. 

From there, billing software can also assist with sending out invoices, collecting payment, and even issuing client reminders on automatic schedules. By removing much of the repetitive, time-consuming parts of the billing process, you have more time and mental energy to devote to your clients as well as billable tasks. 

Software also speeds up the prebill review process with automation that catches errors and cuts down review time. Plus, it helps firms collect payments faster by giving clients a secure portal with 24/7 access to view and pay invoices online.

What Really Sets Good Time and Billing Software Apart for Attorneys?

The most important traits for time tracking software are convenience, reliability, and user-friendliness. The complex nature of legal billing makes it critical that any support software is simple to navigate, so you can find the information you need when you need it. 

Some of the best features of a great billing software include:

  • Automatic Payment Reminders | Rather than chasing down every unpaid invoice and having to track what’s been paid, schedule reminders to each client for collections
  • Client Portals | Quickly see each client’s key information, including open matters, client budget, and billing rates that are specific to them
  • Cloud-Based Software | Using a cloud-based program means less upfront cost, less infrastructure, and far more flexibility — including smartphone-compatible solutions to use on the go
  • Reporting and Analytics | Get a better sense of your firm’s expenses, overhead, and which matters bring in the most success for your business
  • Trust Accounting Management | Legal billing software works for lawyers in unique ways, including features that accommodate specific needs, such as IOLTA accounts

Legal billing software simplifies the way you track time, generate invoices, and collect payments. It also eliminates the work of transferring time logs to invoices by consolidating both processes to the same place. But also, and perhaps more importantly, it’s designed to fit the way you work. 

Good billing software won’t add steps to your day or create more headaches, but quite the opposite: it will remove friction from your billing process, eliminate repetitive tasks, and leave a lot less room for error. Most software is also now cloud-based, meaning that if you have an internet-enabled device of any kind — be it phone, desktop, or laptop — you can start using this software as soon as today.

Bill4Time: The Best Timekeeping and Billing Software for Attorneys

Lawyers need their software to be intuitive, easy to navigate, and compliant with legal ethics. At Bill4Time, we place a strong focus on making solutions that make your job as a legal professional easier: by simplifying, streamlining, and securing the billing process. 

Bill4Time lets you spend less time managing, and more time practicing — by automating the most time intensive billing processes and ensuring you always have access to client information, both in and out of the office.

Ready to make your billing process a whole lot easier? See for yourself what Bill4Time can do, and sign up for a free trial today. You can also click the button below to schedule a free custom demo, and we’ll walk you through how Bill4Time would work for your firm.

Get a Custom Bill4Time Demo

Filed Under: Blog Tagged With: legal billing, time tracking

What Is the Best Attorney Time and Billing Software?

April 16, 2025 By Allison Lemasters Leave a Comment

The best attorney time and billing software supports the natural rhythm of your practice: accurately tracking hours, sending polished invoices, and getting you paid on time without taking more of your time.

In the practice of law, a few minutes can be the difference between profitability and burnout. Every tool you choose matters, even those that track your work. But the “best” software for your practice doesn’t always mean the most popular or even the one with the most features.

The real question is: which software works the same way you do?

If you’re looking for a solution that’s simple to run and gets the job done, this article is for you. Below, you’ll find tips for finding software that fits how you bill time as an attorney, so you can focus on your practice knowing the essentials are, quite literally, accounted for.

How to Choose the Best Attorney Time and Billing Software for Your Firm

How to Choose the Best Attorney Time and Billing Software for Your Firm

To find an ideal billing software, start by looking at how you keep track of billable hours today.

  • What kind of billing do you do? (hourly, flat fee, contingency, a hybrid model, etc.)
  • How many people need access to billing features and data?
  • Are you frequently out of the office?
  • How much help would you need with learning new software?

All of these factors are essential for figuring out how to maximize billable hours with software. Let’s look at each of these questions individually and how software should help answer these questions.

What Kind of Billing Do You Do?

Most firms don’t rely on a single billing model. You may bill hourly for litigation, use flat fees for estate planning, or negotiate contingency arrangements for plaintiff-side work. Many practices even mix their approaches based on matter type or client preference. 

The billing software you use should handle that complexity without added friction. Whether you’re toggling between fee structures in the same matter or managing hybrid arrangements across multiple attorneys, flexibility is non-negotiable. For example, software like Bill4Time allows for customized billing setups that reflect real practice demands, down to rate changes, matter-specific rules, and detailed audit trails, so your billing adapts as your matters do.

How Many People Need Access To Billing Features and Data?

That number might be more than you expect. Even if you’re the only one sending invoices, billing touches nearly every aspect of your firm. Your paralegals and attorneys log time, your admin staff follows up on payments, your partner reviews reports, maybe you even have a billing specialist… the list goes on.

Effective billing software supports this division of labor without compromising data integrity. Look for platforms that allow granular, role-based access so each user can view or manage only what they need. That kind of structure helps protect sensitive financial data while still keeping your team productive and aligned.

Are You Frequently Out of the Office?

Mobility adds another layer to the timekeeping challenge. If your practice takes you from the courtroom to client sites to depositions in different cities, logging time from your desk isn’t realistic. Writing things down to enter later increases the risk of forgetting the details or misallocating time entirely.

The best providers of legal software also have a mobile app for time tracking, so you can log time in real time. Being able to capture time entries on the spot, switch matters mid-task, or review what’s unbilled while you’re still in motion helps you stay accurate without disrupting your schedule.

How Much Help Would You Need With New Software?

No matter what you choose, software will only be as effective as your knowledge of it — and that comes back to onboarding. Having support staff to help, as well as additional learning resources to access on your own time, ensures you know what the software can do. More importantly, it helps you integrate the software into how you practice, rather than adjusting your practice to match the software.

After you consider the needs of your firm, you next want to figure out which features are the most important to you. You can focus on evaluating these as you test different platforms to avoid feeling overwhelmed.

What Features Set the Best Attorney Billing Software Apart

What Features Set the Best Attorney Billing Software Apart?

The most critical features of billing software include:

  • Matter-Based Time Entry | You need to link time to the right matter with precision, especially when multiple matters exist for the same client.
  • Native Payment Processing | Using one system to track time, another to generate invoices, and a third to collect payment is inefficient and risky. When payments run through the same system that generated the bill, reconciliation is simpler and cleaner.
  • Multiple Timers Option | Your software should let you easily switch between timers without breaking stride.
  • Editable, Flexible Invoicing | You’ll want to be able to adjust language for clarity, redact internal notes, or break down line items differently for a client with specific preferences.
  • Invoice Customization | Branded invoices signal professionalism and help set expectations with clients. You should be able to control how your bills look without hiring a designer or fighting a formatting tool.
  • Insightful Analytics and Reporting | Time and billing reports should help you spot trends, track write-offs, and evaluate staff performance, not just show how many hours you worked.
  • Batch Invoicing Capabilities | When you’re billing dozens of clients at the end of the month, sending invoices one at a time burns hours you’ll never get back. Your software should let you generate and send multiple invoices in one go.

For billing software, the most important traits overall are accuracy, efficiency, and security. A software that addresses the above factors will help you print accurate invoices the first time, at a much quicker rate, within a much safer framework. If your billing process is simple, clean, and secure, that creates a better experience for you and your clients.

How Should Attorneys Keep Track of Their Time With Billing Software?

Here’s what an ideal day-to-day could look like with the right software to assist your billing:

  • Start each day with a fresh timer, or view upcoming calendar events and tasks to see what needs to happen first. From there, you can set up different timers for each task.
  • Your timer runs in the background as you work; at any moment you can pause or switch timers if you change to a new task, keeping each timer linked to the right matter.
  • Once you finish a task, you can stop the timer and add quick notes about what you did. You can also enter time manually, if you missed logging something earlier in the day.
  • Speaking of missing things… ever worry about forgetting to invoice for something? Good software will have easy ways for you to see what tasks you haven’t billed for yet.
  • Once your time entries are approved, they’ll automatically populate the invoice template connected to that matter. From there, you can easily make edits.
  • Sending the final invoice is as easy as an email or message via the client portal. Then, you can collect payment with that same software, keeping it all in a secure, closed loop.

Make Your Practice Run Smoother With Time and Billing Software

Your billing process is the engine that keeps your practice running. And when your tools are clunky, slow, or hard to collaborate with, that engine sputters and your practice suffers. But with the right software, your firm doesn’t just keep up; it sails smoothly.

At Bill4Time, we understand the rhythm of running a law firm. With us, you can simplify the tedious, automate the repetitive, and get back more time to focus on your clients. Whether you’re a solo attorney or a small team, Bill4Time has the flexibility, transparency, and security to keep your billing as professional as the work behind it. Our software is especially efficient when multiple parties are working on the same cases, making collaboration that much easier.

Ready to run a tighter ship without running yourself ragged? Bill4Time might be the smoothest move you make this year. Sign up for a free trial, or click the button below to set up a free demo customized for your firm.

Get a Custom Bill4Time Demo

Filed Under: Blog Tagged With: legal billing, time tracking

How to Find the Best Legal Time Tracking Software in 2025

January 29, 2025 By Allison Lemasters Leave a Comment

How do you keep track of your billable hours? Many lawyers have switched from paper to software, and some have even found time tracking software specifically tailored to the practice of law. 

Legal time tracking software is becoming all but essential for today’s attorneys. This is especially true when it comes to billing practices, where many lawyers mistakenly leave money on the table. Even back in 2019, the American Bar Association was citing timekeeping and invoicing as the top two reasons lawyers lose money, and these tasks aren’t getting any easier. How lawyers track their time is often a difference maker for running quick, accurate billing processes that clients can trust.

For any attorney, time tracking software plays a critical role in their success — and choosing the right software matters. But what is the best time keeping app for lawyers to use, and why does it matter which software you pick? And why not just stick with a desk timer? A lawyer’s job is already complicated; won’t software just make it more complicated?

Time tracking software today is not just a digital version of what lawyers did in the past; it’s a virtual assistant that supports the entire billing process, all the way to accepting the client’s last payment. Below, you’ll find more information about what this software does and what features make up the best legal time tracking software for lawyers.

How Do Attorneys Keep Track of Billable Hours Using Software?

Attorneys using time-tracking software start and stop digital timers for each billable task, with the software automatically recording the time and linking it to the appropriate client or matter. You can also present hourly rates for tasks, allowing the software to categorize billable hours by attorney, case, or other criteria. Switching between tasks is easy as well, as you can pause and resume timers throughout the day, reflecting the realities of a lawyer’s multitasking workflow.

Software like Bill4Time greatly simplifies the repetitive, rote steps of the billing process, particularly when creating invoices. For example, the software automatically translates minutes into decimal increments — like making 9 minutes a 0.2 of an hour — so you don’t have to convert the time to decimals manually. 

It also lets you use shortcuts like auto-text, where you set up shortcuts for commonly used phrases. For instance, you could set up ‘disc’ to expand it into ‘Drafted and reviewed discovery responses,’ making it easier to record detailed descriptions without retyping the same phrases repeatedly. Auto-text also encourages continuity in phrasing across your firm’s invoices, making billing descriptions uniform and professional.

What To Look for in Time Tracking Software for Law Firms

Time tracking software should be more than a glorified stopwatch. At its best, this software acts as a support system for your entire billing process. And the most important features for doing that come back to three concepts: security, flexibility, and organization. The best software for time tracking, then, will embody all three of these qualities. 

Here are a few common features of high-quality time tracking software that adhere to these qualities:

  • Encrypted data storage for confidentiality and compliance with legal standards
  • The ability to assign different hourly rates based on the user, client, or matter
  • Easy ways to manually edit your past recorded entries
  • Options to pause and resume timers for accurate tracking during interruptions
  • Built-in tools to generate customizable reports, offering insights into time allocation
  • Design fit specifically for use in law firms — for example, LEDES or UTBMS formatting
  • Separate tracking for billable and non-billable tasks to give insights into firm operations
  • Seamless integration into your billing system for easy invoicing and accepting payment

How Should Lawyers Keep Track of Their Hours Out of the Office?

The best way for lawyers to track their hours out of the office is by using legal time tracking software with a corresponding mobile app. A mobile app ensures that everything you log while on the go syncs with your primary system, so you can pick up right where you left off when you return to your desktop or laptop. This approach eliminates the hassle of manually transferring notes or reconstructing your workday later.

A good mobile app lets you start, stop, and pause timers for specific tasks directly from your phone. For example, if you’re attending an off-site client meeting, you can start a timer as soon as you walk in and stop it when the meeting concludes. Once you’re back at your desk, that entry will already appear in your time log, along with any notes or details you added at the time. 

Offline functionality is another feature to consider. In some situations, like visiting a client in a remote area or working in a courtroom with poor cell service, you may not have internet access. A mobile app that works offline lets you log your time and then sync your entries when you reconnect.

Having mobile access to your time records is also wonderful for fostering healthy timekeeping habits. Poor timekeeping habits, such as waiting until the end of the day/week to record billable hours all at once, can cost you as much as 50% of your billable time through guesstimating and forgetting individual tasks you worked on. When you can enter your time right away on a mobile device, you’re more likely to capture all of your billable time accurately.

What Is the Best Invoicing Software for Law Firms Specifically?

While there are a lot of options for time tracking software, most of them don’t cater to the complex nature of billing for a law firm. Legal-specific software must not only account for varying rates but comply with strict ethics and formatting processes. Ideally, the software should also be connected to a firm’s billing and invoicing system, minimizing the steps needed to go from a timesheet to a finished invoice.

Eliminating manual data entry is one of the most important parts of using time tracking software. Rather than transferring data from software to software (or worse, paper to software), it’s best to have an all-in-one, enclosed system for billing. Not only does this save time, it makes for a more secure and accurate billing process.

In addition to the things above, other key features that make for the best software include:

  • Invoice templates: Pre-set designs make creating invoices faster, so you don’t have to start from scratch every time. You can even customize them to fit your firm’s brand.
  • Client communication portals: These give clients a place to log in, check their bills, and send payments without needing to go back and forth over email or the phone.
  • Native e-payment processor: Clients can pay you right through the system, whether they prefer a credit card or an ACH transfer. No extra tools needed.
  • Batch invoicing capabilities: If you’re billing multiple clients at once, this feature helps you send out all the invoices in one go instead of doing them one by one.
  • Automatic payment reminders: These alerts nudge clients to pay overdue invoices, so you don’t have to spend extra time chasing payments.

How Much Does Legal Time Tracking Software Cost?

Prices for legal time tracking software generally range from $30 to hundreds of dollars per month / per user, depending on the provider. Each software has its own set of features and benefits, so you’ll need to do some comparing and contrasting to find what’s best for you. Keep in mind that price is not necessarily an indicator of function or quality; the best software is not necessarily the most expensive one, and vice versa. That said, you should avoid any free or freemium options — the best legal time tracking software will not be free.

Most legal time tracking software providers will have a tiered subscription plan, with each higher tier providing access to more and more features of the software. For example, Bill4Time offers four tiers of pricing plans depending on user needs.

To illustrate, a solo attorney might prefer a plan that covers basics like tracking hours and creating invoices, while a midsize firm might need additional features like customizable fields or advanced reporting. Larger firms might prioritize options for batch invoicing or compliance-friendly billing formats like LEDES. The best plan will always depend on the size of your practice and the specific tools you rely on daily.

What Is the Best Free Legal Time Tracking Software?

Unfortunately, a free time tracking app for lawyers is almost certainly not going to be worth your time or effort to use. Attorney time tracking requires high-functioning software that’s secure, well-designed, and tailored specifically to the needs of the legal industry. And no software is going to provide any of these traits for free, much less all three of them. They certainly won’t provide much in the way of customer support (if at all), which is more or less critical to ensure you make the most of using the software.

Even if free software does offer some use for attorneys, it’s most likely going to be a “freemium” version of the provider’s software, which is typically designed to frustrate you into paying for the software. The freemium version will limit your usage — either by blocking essential features, limiting data storage, or removing security measures that are required to maintain compliance. Many free options will ultimately require pairing with other software to make them work at all, which defeats the purpose of not paying for software in the first place.

You should expect to pay for legal time tracking software. But you should also expect to make that money back, and much more, in the time and effort you save for your billing process. Paying for this software is not an expense, but an investment — one that’s well worth making if you want to run a successful, efficient, ethical practice.

Practice More And Manage Less With Bill4Time

An efficient, streamlined process for billing can make all the difference in running a successful practice — and with the right software, that’s more than achievable. 

Bill4Time not only offers the best in time tracking but also a complete practice management solution. Keeping your billing and case management in one system means your time entries and case details are always connected, making it much easier to create accurate invoices. There’s no need to transfer data between programs, which reduces the chances of mistakes and saves time. And thanks to Bill4Time’s native payment processor, collecting payments can be just as easy and secure, for both you and your clients.

Ready to spend less time billing and more time practicing law? Check out Bill4Time today with a free trial, or click the button below to schedule a free demo. Once you see how Bill4Time works, you’re going to want it in your firm — and we’ll be there to help every step of the way!

Get a Custom Bill4Time Demo

Filed Under: Blog Tagged With: time tracking, time tracking for lawyers

Attorney Time Tracking Template Best Practices

December 4, 2024 By Allison Lemasters Leave a Comment

In the legal profession, your time is one of your most important assets. Every moment spent researching case law, drafting documents, or advising clients contributes directly to your firm’s success.

Keeping track of those moments, however, is often easier said than done. Time tracking frequently gets pushed aside, relegated to quick notes at the end of a long day or overlooked entirely during a busy week. Without consistent and accurate time tracking, billable hours—and, by extension, your revenue—can slip through your fingers.

Many attorneys rely on free timesheet templates in Word, Excel, or Google Docs, but these tools often fall short when applied to the nuanced workflows of a law firm. Others use paper systems that are even more prone to error. If you’ve been asking how to track time as a lawyer, the reality is that modern legal time tracking software offers a more reliable solution.

This guide gets into every aspect of attorney time tracking templates, exploring their uses, limitations, and how they stack up against specialized time tracking software. If your current time tracking method feels outdated, you’ll find practical advice here for improving accuracy, saving time, and increasing revenue. We’ll cover the following below:

  • The importance of time tracking
  • Methods of time tracking and using templates
  • What should go on a billable hours spreadsheet template
  • Attorney time tracking template examples in Word, Excel, and Google Docs
  • How to use time tracking software

First, Why Is Time Tracking Important for Lawyers?

Tracking time helps lawyers turn their daily work into revenue while maintaining transparency, efficiency, and accountability. From managing client relationships to maintaining professional standards, effective time tracking has benefits that go beyond simple billing, such as:

Bringing Visibility to Your Work

Every phone call, email, and hour spent preparing for a case holds value. Without clear documentation, much of that effort can go unnoticed or unbilled. Time tracking helps you capture the complete picture of your work, making sure no effort is overlooked. It also provides a way to connect the hours you invested with the outcomes you delivered.

Protecting Your Reputation and Staying Transparent

Incomplete or sloppy time records can lead to client concerns—or worse, claims of overbilling. For a profession built on trust, accurate time tracking provides the transparency your clients expect. It also protects your reputation by demonstrating adherence to professional standards.

Discovering Where Time Is Wasted

Time tracking is a chance to see where inefficiencies exist. Maybe you spend too many hours on tasks that don’t require your legal expertise, or administrative work is eating into valuable client-facing time. Identifying these patterns can help you reclaim hours that could be put to better use.

Building Stronger Client Relationships

Clients often have little visibility into what their attorney is doing behind the scenes. Detailed time records can change that. When clients see how their case is progressing and where you’re spending your time to achieve their goals, it fosters confidence and strengthens the relationship. And if that client has friends or family that need an attorney, chances are they’ll likely recommend you.

Despite its clear advantages, time tracking is often treated as an afterthought. Many lawyers delay time tracking, leading to significant losses in billable hours—up to 15% by day’s end, 25% by the next day, and 50% by week’s end. If law firms want to improve their operations and deliver exceptional service, they need to rethink how they approach timekeeping. Better methods lead to more accurate billing, stronger ethics, and smarter growth strategies.

How Do Lawyers Track Their Hours?

Lawyers typically use one of three methods to log billable hours: manual tracking, templates, or specialized software. Each option offers different levels of accuracy and convenience, with templates often acting as a middle ground between old-school methods and modern tools.

1. Manual Timekeeping

Many attorneys still use notebooks or scraps of paper to jot down their hours, often filling in the details after the fact. While this low-tech method requires no fancy tools, it’s full of challenges. You can forget tasks, lack details in your descriptions, and easily leave billable time out completely. Beyond that, manual tracking can create inconsistencies across a firm, making it harder to stay organized and run smooth billing processes. For many lawyers, this approach ends up costing time—and money.

2. Template-Based Tracking

For those seeking more organization, an attorney timesheet template in Word or Excel offers a structured alternative. Templates should include pre-formatted fields for key details such as date, client name, task description, and time spent (you can find some examples in later sections of this blog). A lawyer timesheet template in Excel, for instance, might even include basic formulas to calculate totals.

However, templates come with limitations. They still require manual effort to input and manage data, leaving room for human error. Additionally, templates lack scalability and customization, often making them ill-suited for firms with multiple timekeepers or complex billing needs. Even an attorney timesheet template that’s free to use can feel cumbersome as workloads grow, highlighting the need for a more efficient system.

3. Time Tracking Software

For attorneys seeking both precision and convenience, legal time tracking software like Bill4Time bridges the gap. Unlike templates, legal software automates critical functions such as real-time tracking, task categorization, and invoicing. It also eliminates common pain points, like forgotten entries or inconsistent formats, by providing a unified platform tailored to legal workflows.

Features such as built-in UTBMS codes and detailed reporting capabilities make software the most comprehensive solution. While templates may suffice for solo practitioners or those starting out, software becomes essential as firms grow and face more complex demands.

Templates often appeal to attorneys who want an inexpensive option, but they tend to reveal their shortcomings quickly. When evaluating time tracking methods, it’s important to assess not just the upfront cost but also the long-term impact on accuracy, productivity, and client trust. Attorney time tracking templates offer a stepping stone, but many firms find that modern platforms like Bill4Time ultimately provide the consistency and efficiency they need.

For those considering free templates, let’s explore how these options compare and how they might work out for your firm.

What Is a Billable Hours Spreadsheet for Lawyers?

A billable hours spreadsheet or template provides a structured way for lawyers to log their work and manage billable time. Typically designed in Excel, these templates allow attorneys to track tasks and hours with predefined categories. They serve as an accessible starting point for organizing timekeeping, especially for solo practitioners or smaller firms. A standard template might include:

  • Date: Capturing when the work occurred.
  • Client Name/Matter: Clearly associating time entries with the relevant case or client.
  • Task Description: Summarizing the activity performed, such as drafting, court appearances, research, client meetings, etc.
  • Time Spent: Logging hours in standard increments like six or fifteen minutes to align with industry norms.
  • Rate/Total: Fields to calculate fees based on your hourly rate.

While these templates aim to bring order to time tracking, they often fall short of meeting the complex needs of a law firm. Unlike more advanced time tracking systems, a billable hours spreadsheet doesn’t account for interruptions, non-billable tasks, or UTBMS codes. These limitations make templates a stopgap solution, suitable for basic time tracking but insufficient for the detailed invoicing and compliance standards most firms require.

For attorneys exploring time tracking solutions, templates can be helpful for basic organization, but their static format and lack of automation often create inefficiencies. They highlight the need for a more adaptable and scalable system, especially as firms grow or handle increasingly complex billing requirements. An attorney time tracking template should ideally integrate into a broader system that streamlines processes, minimizes errors, and supports compliance.

If you’re looking for an attorney timesheet template, you may be tempted to download one of the many free options online. Let’s evaluate the strengths and weaknesses of these templates before comparing them to more modern solutions.

Does Word Have a Timesheet Template for Law Firms?

Word doesn’t seem to offer a time tracking template specifically for law firms, although you can find a few subpar examples online. For example, consider this one made in Word:

free attorney billing timesheet templates PDF

The immediate problems with this template may not be evident right away, but ask yourself this:

  • How do you know what the attorney’s hourly rate is?
  • How should timekeepers with different rates working on the same case handle their calculations?
  • How can you tell what the billing time increment is?
  • How should UTBMS codes be applied to specific tasks or line items?
  • How can an attorney accurately log time when a task is interrupted multiple times?
  • How do you differentiate between services, expenses, travel, etc.?
  • How do you calculate legal billable hours?

This template doesn’t address many of the challenges attorneys face, yet it’s been downloaded tens of thousands of times. Users have even pointed out that it doesn’t include basic Excel calculations, leaving them to manually total their billable hours.

Excel spreadsheet calculations

We understand the frustration, Linda. With everything attorneys have on their plates, manually calculating hours shouldn’t be part of the process. Unfortunately, even free Excel timesheet templates often fall short. Let’s explore why.

How Do I Create a Time Tracking Sheet in Excel?

If you’re set on building your own tracking system, “How do I create a simple timesheet in Excel?” is a common question. Consider this example that the Washington State Bar Association provides as a solution to people asking, “How do I create a monthly timesheet in Excel?”

This isn’t a bad start, but again, issues will likely start coming up as you use it, like:

  • It requires manual input, leaving room for errors and inconsistencies.
  • It doesn’t integrate with any billing systems, so invoices have to be created separately, and there’s no easy way to pull all the time for one client or matter.
  • Users must manually transfer recorded hours to an invoicing platform, increasing the risk of lost data or missed entries.
  • There’s no way to automatically capture time in real-time, making it easy to forget tasks.
  • Interruptions aren’t accounted for, so fragmented work is difficult to track.
  • You can’t easily pull reports or analytics to understand productivity or profitability.

For those with more complex needs, Excel’s versatility can be a double-edged sword. While you can tailor templates to fit your firm’s workflows, the process often requires advanced knowledge of formulas and formatting. And even then, creating an invoice from the template becomes a headache on its own.

So, what about Google Docs? Is there a better solution there? Let’s take a look.

Is There a Billable Hours Template in Google Docs?

Google Docs is another popular tool for free templates. A billable hours template in Google Docs mimics the functionality of Word with slightly easier collaboration features. While convenient, it suffers from the same limitations:

  • No built-in calculations or tracking
  • Lack of fields for legal-specific data like UTBMS codes
  • Potential inconsistencies across user-generated templates

These shortcomings often prompt attorneys to seek more robust solutions tailored to their profession.

How Do Lawyers Record Billable Hours Using Time Tracking Software?

Tracking time with templates or spreadsheets may work for small tasks, but it often leads to missed hours and unnecessary frustration. After exploring the limitations of manual systems, Word, Excel, and Google Docs templates, it becomes clear why many attorneys turn to legal time tracking software, like Bill4Time. Here’s how it works:

1. Log Hours as You Work

Manual methods often lead to legal professionals entering their time at the end of the day—or even later—which will result in forgotten details. Bill4Time eliminates this issue by allowing you to track time in real time. For example, if you’re interrupted by a client call while drafting a motion, you can pause one timer, start another, and pick up where you left off without missing a moment.

2. Make Billing Easier

Manual billing is tedious and leaves too much room for mistakes. With Bill4Time, recorded hours flow directly into automatically generated invoices, complete with task-specific rates for partners, associates, or paralegals. You can skip the hours of recalculating totals and instead generate detailed invoices with just a few clicks. 

3. Use Customizable Categories

Unlike most templates you’ll find on the internet, Bill4Time is built with legal workflows in mind. Attorneys can categorize their time entries by specific tasks, such as drafting, client meetings, or court appearances, and even use UTBMS codes for clients who require detailed, task-based billing. 

Additionally, these detailed categorizations make pulling reports significantly easier and more meaningful. Firms can analyze time spent by task type, client, or matter to identify inefficiencies, optimize workflows, and evaluate profitability.

4. Track Billable and Non-billable Hours

Attorneys don’t spend all their time on billable tasks—administrative work, team meetings, and training also take up hours. Bill4Time makes it simple to log both billable and non-billable time. Insight like this can help you identify inefficiencies, like excessive time spent on admin tasks, and make smarter decisions about delegating or reorganizing workloads.

5. Access from Anywhere

While templates can be stored on a cloud drive, their usability on mobile devices leaves much to be desired. Adjusting columns, scrolling through rows, and entering data on a small screen can be cumbersome and error-prone—especially for attorneys working in fast-paced environments.

Bill4Time, on the other hand, is cloud-based and optimized for desktop and mobile use, offering a seamless experience across devices. After a client meeting at the courthouse, you can easily log your time using the Bill4Time mobile app without struggling with clunky formatting or awkward data entry.

6. Pull Automatic Audit Trails for Transparency

Spreadsheets and templates won’t inherently offer a secure, tamper-proof way to track changes across different users or devices. With Bill4Time, every action—whether it’s creating, editing, or adjusting a time entry—is automatically logged. Having a built-in audit trail helps your firm stay transparent and resolve any client questions by knowing exactly who made changes and when. Plus, all the data is stored in one centralized system, making it far more reliable and accessible than scattered spreadsheets.

7. Track Time and Expenses in One Place

Many templates focus only on time and require attorneys to manage expenses separately. Bill4Time combines both, allowing you to log expenses like travel, lodging, or filing fees alongside your hours.

What Do Lawyers Use to Keep Track of Billable Hours?

For many attorneys, time tracking starts with templates—simple, easy-to-access tools that promise to bring structure to their day. But as we’ve explored, templates often reveal their limitations as workloads grow or billing needs become more complex. They’re a stepping stone, not the end solution.

Today’s legal professionals increasingly turn to software like Bill4Time, which not only offers robust time tracking but is also a full legal practice management solution (LPMS). Having your time tracking integrated directly into your LPMS streamlines every aspect of your firm’s operations, from case management and client communications to billing and reporting. With all your tools connected in one platform, there’s no need to juggle separate systems or risk errors from manual data transfers.

While templates can work as a temporary fix, they don’t grow with your firm’s needs or provide the holistic support of a complete practice management solution. Bill4Time does, combining time tracking with the tools you need to manage your firm effectively and profitably. Whether you’re working from the courthouse, the office, or home, Bill4Time makes tracking your hours—and managing your practice—effortless.

If you’re ready to experience a more efficient way to manage your time and billing, try a free trial of Bill4Time or click the button below to schedule your personalized walkthrough today.

Get a Custom Bill4Time Demo

Filed Under: Time Management Tagged With: time tracking

How to Define Your Firm’s Legal Billing Guidelines

November 20, 2024 By Allison Lemasters Leave a Comment

Just like any business, establishing clear and ethically compliant billing practices is crucial for law firms. Your billing practices directly affect not only your bottom line but also your firm’s commitment to transparency and the client experience.

But creating your firm’s billing guidelines — and enforcing them — is a challenge of its own. Modern legal e-billing software simplifies the process by organizing your policies in one place, promoting consistency, and making fee collection more straightforward. And with the right approach (which we’ll go over below), your firm can establish billing practices that are easy to follow and beneficial for both your team and your clients.

The Role of Legal Billing Guidelines for Lawyers

Whether you’re drafting these policies for the first time or improving what you already have, thoughtful billing practices set the tone for how clients see your firm. Effective billing policies can:

  • Help your team handle billing consistently and efficiently.
  • Reduce errors that could lead to client dissatisfaction or complaints.
  • Define roles so everyone knows who is responsible for each part of the billing process.
  • Promote timely payments by minimizing client questions about charges.
  • Directly affect your firm’s bottom line.
  • Reduce the chances of malpractice claims.

When your client gets their bill, they see beyond the numbers and start forming opinions about your firm’s organization and honesty. Confusing charges or unexpected fees can leave them doubting your transparency or, worse, unwilling to pay.

Additionally, there are numerous ethical standards at play when it comes to legal billing. Attorneys must follow the American Bar Association’s (ABA) Model Rules of Professional Conduct, which highlight issues regarding transparency and fairness in fee arrangements. For instance, double billing—a practice where time is charged to multiple clients for overlapping tasks—is prohibited in many jurisdictions and can lead to serious repercussions, including disciplinary action or fee disputes.

Overall, when you view your billing practices as part of your broader client service strategy, you elevate your firm’s reputation while ensuring compliance with ethical standards.

What Should Be In the Billing Guidelines for My Law Firm?

Your legal billing guidelines help ensure that the client and everyone in your firm are on the same page about all things related to payment. Here is a sample of legal billing guidelines you can incorporate:

1. Assign Billing Responsibilities

Define roles clearly across your team. Who enters billable time? Who reviews invoices for accuracy? What are your outside counsel billing guidelines? Establishing responsibility for each step prevents duplication of work and minimizes mistakes. For instance, junior associates might handle initial time entries, while senior attorneys review and approve invoices before they’re finalized.

2. Set Standards for Legal Billing Descriptions

Include expectations for detailed descriptions that reflect the value of the work performed. Encourage your team to avoid vague entries like “client correspondence” and instead specify tasks such as “drafted response to client inquiry regarding settlement terms.” You can even include some legal billing entry examples for more common tasks that your team can copy and paste as needed.

3. Create Policies for Billing Increments

Define what billing time increments your firm should use, whether in six-minute, fifteen-minute, or other increments. Include rules for how to calculate attorney billable hours and rounding practices to ensure consistency across all timekeepers. For example, specify whether a four-minute task can be rounded up to six minutes (if using six-minute increments) and how that applies to short activities like emails or quick consultations. You can even include an attorney billing cheat sheet for quick reference on breaking down billing increments (check out this blog for some charts you can save and print for this purpose).

4. Streamline Expense Documentation

Provide clear instructions on how to record disbursements, like filing fees, travel costs, expert witness payments, etc. Standardize the documentation process so everyone uses the same codes, categories, or software tools. Encourage thorough documentation, as this helps ensure accurate reporting and smooth client invoicing.

5. Create a Review Process

Outline how and when your firm reviews invoices before they’re sent. Assign responsibility for checking time entries, verifying compliance with client engagement terms, and double checking disbursements are categorized correctly. A multi-layered review process, with at least one senior team member involved, minimizes the risk of errors or ethical oversights.

6. Incorporate Ethical Safeguards

Your guidelines should reflect the ethical obligations attorneys face in billing. Prohibit billing at attorney rates for tasks like scheduling or administrative duties. Include measures to avoid accidental double billing or overcharging for standard tasks. Regular internal audits can help catch inconsistencies and reinforce compliance.

7. Set Billing Timelines

Define deadlines for every step of the billing cycle. Require attorneys to submit time entries daily, or at least weekly, to prevent last-minute bottlenecks. Establish a consistent schedule for generating and approving invoices. Predictability benefits your internal workflow and client expectations alike.

8. Include Legal E-Billing Software Protocols

Your internal billing guidelines should outline how your team uses legal e-billing software to support your billing practices. Specify which software your firm uses—for example, platforms like Bill4Time—and provide instructions on its key features, like time tracking, invoicing, and trust accounting. Include specific instructions on how to input data, such as tagging billable hours with clear descriptions or categorizing disbursements correctly. Bill4Time offers numerous training resources you can link to directly in your billing guidelines as well.

How to Communicate Your Legal Billing Practices to Clients

Billing guidelines can make it much easier to discuss billing issues with clients, as your team will have something to fall back on as questions arise. You can even include some pointers on communicating billing practices to clients, such as:

  • Set expectations early. Discuss your billing process during the initial consultation or engagement agreement review. Cover topics like hourly rates, billing increments, and any costs the client may be responsible for, such as the filing fee or paying any third parties involved.
  • Provide a written summary. Share a straightforward summary of your billing policies in the engagement letter or welcome materials. Use simple language to explain payment timelines, accepted payment methods, and where clients can access invoices.
  • Make space for client questions. Let clients know whom to contact if they have questions about their invoices. If your team has the bandwidth, assign a specific team member to handle all inquiries.
  • Address changes immediately. Notify clients as soon as there’s a change in the scope of work or cost expectations. Provide updates in writing to keep the communication clear and well-documented.
  • Use technology for transparency. Bill4Time, for example, provides a client-facing portal where they can access invoices and track payment statuses. If you plan to use such features, include instructions on how to access them.
  • Send regular payment reminders. Automate invoice reminders using your billing software to notify clients about upcoming due dates or overdue payments. Bill4Time’s automated payment reminders let you set customized schedules so clients receive timely notices while your team focuses on higher-priority tasks.
  • Incorporate client feedback. Act on feedback from clients regarding your billing process. Adjusting how you communicate based on their input helps build stronger relationships and ensures your practices remain client-friendly.

How Legal Software Can Support Your Firm’s Billing Guidelines 

Billing software transforms your firm’s guidelines from policies into practical workflows that your team can follow every day. These tools help your firm handle key tasks like tracking billable hours, creating accurate invoices, and collecting payments, all while staying consistent with your established practices.

For example, platforms like Bill4Time make it easy to automate routine processes, such as setting payment deadlines or sending reminders. Bill4Time’s client-facing features, like branded invoices and payment portals, also promote transparency and help clients stay on top of their obligations. By reducing manual work and centralizing your billing practices, you create a system that benefits both your team and your clients.

Bringing your billing guidelines to life is simpler when you have the right tools in place. Try a free demo of Bill4Time today and see how it can optimize your billing process, improve client satisfaction, and help your team work more efficiently.

Get a Custom Bill4Time Demo

Filed Under: Blog Tagged With: billing guidelines

8 Tips to Boost Law Firm Marketing ROI

October 30, 2024 By Allison Lemasters Leave a Comment

Marketing campaigns to generate leads are a significant investment for many law firms. In return, you expect your law firm’s marketing ROI (return on investment) tactics to produce higher client conversions and be worth the investment of time. Unfortunately, some firms lack the lead capture capability to nurture leads, wasting their marketing spend.

For high marketing ROI, your law firm must have tools and resources in place to effectively capture leads and convert them into clients. Here are eight tips to find the best marketing ROI formula for your firm.

1. Automate Lead Capture and Follow-Up

Effective lead capture relies on having strong intake tools in place. A legal practice management platform that includes customer relationship management (CRM) capabilities gives you an organized way to handle both new inquiries and timely follow-ups.

Consider a system that offers automated follow-up messages to help you reach each potential client as soon as they reach out. Setting up automated, personalized email sequences enables you to connect within minutes — well before any other firms respond. This kind of immediate outreach shows clients you’re attentive and accessible, boosting their trust in you from the start.

2. Track Lead Sources

Tracking the source of every lead gives you powerful insight into which channels truly bring in business. Marketing professionals recommend this approach as a way to keep your marketing budget focused on what works, cutting down on wasted spending and maximizing client acquisition.

Lead tracking tools and analytics can show you which platforms deliver the most reliable leads. If you’re seeing high engagement from organic search but lower conversions from paid ads, for instance, shifting resources toward search engine optimization (SEO) may boost overall client acquisition. Also, consider where your leads are converting to clients. A lead source with a high conversion rate, like a referral program, might deserve more attention and resources.

3. Build a Retargeting Strategy

A retargeting strategy helps your firm stay on the radar of potential clients who have shown interest but haven’t yet reached out. Start by adding a retargeting pixel to your site through platforms like Google Ads or Facebook (a web developer or ROI marketing agency can help you with this task if you’re uncertain how to do this). This pixel tracks visitors and lets you target ads specifically to them, appearing as they browse other sites. Tailor these ads to common client needs in your practice area so they remind visitors of your relevant services.

Choose where these ads appear based on your audience’s habits; Google Display, Facebook, and LinkedIn each offer different reach and targeting options. Regularly review your ads to see which messages bring visitors back and how many result in consultations. Adjust the ad content and targeting based on this data to improve results, keeping your firm top of mind when potential clients are ready to make a decision.

4. Share Useful, Client-Focused Content

Content that directly addresses client concerns and common questions builds trust while helping your site rank better in search engine results. Write blogs, FAQs, and case insights that tackle real issues clients face in your practice area. Many potential clients start by researching online, and when they find answers on your site, they’re more likely to see your firm as a trusted resource.

Incorporate relevant keywords throughout your content to boost visibility in search engines. For example, if your firm handles personal injury, include terms like “car accident claims” or “injury settlement process” naturally within your posts. You can use Google Keyword Planner to research more keywords that can guide your content. Using these targeted keywords draws in readers actively seeking guidance and encourages them to spend more time on your site, building confidence in your firm when they’re ready to take the next step.

5. Strengthen Your Local Search Visibility

One of the best ROI marketing examples for small law firms starts with a well-crafted Google Business Profile. Make sure your address, contact details, and business hours are correct, so local clients can reach you easily. Select service categories that fit your practice — like “criminal defense attorney” or “family lawyer” — to help your profile show up for relevant searches.

Additionally, on your website, include location-specific phrases like “Boston estate planning attorney” or “Seattle immigration lawyer” to help search engines recognize your location and services. Encourage clients to leave positive Google reviews (especially after you win their case or they express appreciation for your services), as these add credibility and can influence potential clients deciding between firms.

6. Offer After-Hours Support

When marketing campaigns drive high call volumes, especially after business hours, missing those calls can mean losing valuable leads. Many potential clients will keep calling firms until they find someone who can help immediately. To avoid this, consider adding an after-hours answering service to handle late calls, take down details, and assure callers they’ll receive a prompt follow-up.

If hiring an answering service isn’t in the budget yet, setting up an informative voicemail or auto-reply with key information—like office hours, emergency contact details, or links to your website—can help bridge the gap. You can also implement after-hours payment options through Bill4Time’s attorney-client portal.

7. Simplify Contact Options

How clients reach you can make all the difference in whether they follow through. Take a look at your website to ensure it clearly displays multiple contact options — phone, email, and a quick contact form are great basics. Including live chat or even a simple chatbot also helps answer questions around the clock, letting potential clients connect with your firm instantly, even after hours. Reducing any hassle in reaching out helps turn curious visitors into clients by keeping the process simple and inviting.

8. Measure and Refine Your Marketing Tactics Regularly

Checking in on your marketing performance at set intervals — monthly or quarterly — helps you see which efforts truly bring results. Rather than sticking with tactics out of habit, focus on tracking marketing ROI metrics that show where your budget delivers the most value, like cost per lead, client acquisition costs, and conversion rates. Use the insights from these reviews to redirect resources toward tactics with strong returns.

What Percentage of Revenue Should a Law Firm Spend on Marketing?

Deciding how much of their revenue a law firm should allocate to marketing depends on several key factors, including firm size, market competition, and growth goals. Most law firms spend 2-10% of their gross revenue on marketing, with adjustments made based on the firm’s specific objectives and their competition. Firms in growth mode or highly competitive markets might allocate even more, sometimes reaching 15-20% to stay competitive.

Smaller firms or niche practices may see a stronger impact with a 3-5% allocation, often focusing on SEO, social media marketing, and other cost-effective digital strategies. Mid-sized firms typically invest 5-10%, allowing for a more diverse marketing mix that includes content marketing, PPC campaigns, and sometimes in-person events. Large firms or firms in particularly competitive areas may need to allocate up to 15-20% to cover a wide range of strategies, including digital advertising, client relationship management, and public relations.

Boost Law Firm Marketing ROI with Bill4Time

Building reliable ROI from law firm marketing takes a focused approach and consistent follow-through on leads. To see real results, tracking each step helps you understand which marketing tactics bring value and which may need adjusting.

Using systems and workflows can help law firms achieve positive, repeatable ROI for long-term success. Bill4Time offers workflows like this, along with robust client management features, lead nurturing, and expense tracking that allow you to make informed business decisions about your marketing. Schedule a demo by clicking the button below, and one of our experts can show you how it all works.

Get a Custom Bill4Time Demo

Filed Under: Blog Tagged With: law firm marketing

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