Fix time entries before the bill goes out

Fields

• Time entry narrative
• Matter type

Questions

1. Is the narrative a description of work actually done? Yes / No

   Read the time entry narrative. Does it describe work done on the matter, in words written for this entry? Yes: The narrative describes work, however briefly or badly. No: The narrative is blank, a placeholder such as "TBD", "see above" or "time", or template text not written for this entry.

2. Does the entry group two or more distinct tasks under one time charge? Yes / No

   Rule 1 of the billing guidelines forbids block billing. Read the time entry narrative. Does it describe two or more distinct tasks in one entry without saying how the time splits between them? One task described with several verbs, such as "draft and revise motion", is one task. Yes: Two or more distinct tasks appear and the time is not split between them. No: The narrative describes one task, or gives the time for each task separately.

3. Is any task in the narrative too vague for the client to tell what was done and why? Yes / No

   Rule 2 of the billing guidelines asks every narrative to state what was done, on which document, issue or witness, and why. Read the time entry narrative task by task. Is any task described so generally that a client reading only this narrative could not tell what was done or what it was for? Yes: At least one task is described only in generic words such as "work on file", "attention to matter", "review documents" or "research". No: Every task names what was done and the document, issue, witness or purpose it concerned. A task that points back to the one before it, such as "re same", takes that task's subject.

4. Does the entry include clerical or administrative work the client does not pay for? Yes / No

   Rule 3 of the billing guidelines excludes clerical and administrative work at any rate. Read the time entry narrative. Does any part of it describe scheduling, calendaring, filing, copying, scanning, printing, Bates labelling, organising files, binders or exhibits, data entry, updating the firm's systems, or work on the firm's own bills? Yes: At least one task in the entry is clerical or administrative work of that kind. No: Every task in the entry is legal or substantive work. Reviewing or analysing documents for their content is not clerical.

5. Does the entry include a meeting, call or email among the firm's own people? Yes / No

   Rule 4 of the billing guidelines excludes meetings, calls and emails among the firm's own lawyers and staff. Read the time entry narrative. Does any part of it describe communication only among people at the firm? Treat a person as firm staff when the narrative calls them an associate, partner, paralegal, colleague or team member, or says "internal" or "office conference". Yes: At least one task is a meeting, call or email among firm people, and the narrative does not say the client asked for it. No: No such task appears, or every communication in the entry is with the client, opposing counsel, an expert, the court or another outside party.

6. Does the entry include work the guidelines exclude other than clerical work and internal meetings? Yes / No

   Rule 5 of the billing guidelines lists further work the client does not pay for: time for a timekeeper new to the matter to learn the file, training and continuing legal education, local travel, conflict checks and engagement letters, answering the client's audit of the bills, overtime meals and other overhead. Read the time entry narrative. Does any part of it describe work on that list? Clerical work and internal meetings are asked about separately and do not count here. Yes: At least one task in the entry is work on the rule 5 list. No: No task in the entry is on the rule 5 list.

7. Does the narrative contain anything unfit for the client's lawyers to read? Yes / No

   Rule 6 of the billing guidelines: the client's in-house lawyers read every narrative. Read the time entry narrative. Does it contain a remark about the client or its staff, a joke, a complaint about workload, or a statement that work was redone because of the firm's own mistake? Yes: The narrative contains at least one such remark or admission. No: The narrative is neutral and factual throughout.

8. Which UTBMS litigation task code fits the main work in the entry? Choice

   Read the matter type and the time entry narrative. Choose the UTBMS litigation task code for the main work in the entry: the task that most of the narrative is about. If the entry is block billed, code the task described in most detail. Choose "Not litigation work" when the matter or the work is transactional, advisory or otherwise outside litigation.

   • L110 Fact investigation and development Finding out the facts: interviewing the client or witnesses informally, gathering and reading background records outside formal discovery.
   • L120 Analysis and strategy Thinking about the case as a whole: case theory, strategy memos, assessing claims, defences and risk.
   • L130 Experts and consultants Finding, retaining and working with experts or consultants before expert discovery begins.
   • L140 Document and file management Managing the matter's own documents and databases, as distinct from producing documents to the other side.
   • L150 Budgeting Preparing or revising the budget for the matter.
   • L160 Settlement and non-binding ADR Settlement analysis and negotiation, mediation and other non-binding dispute resolution.
   • L210 Pleadings Complaints, answers, counterclaims, third-party claims and amendments to them.
   • L220 Preliminary injunctions and provisional remedies Temporary restraining orders, preliminary injunctions, attachment and other interim relief.
   • L230 Court mandated conferences Preparing for and attending scheduling, status and pretrial conferences the court requires.
   • L240 Dispositive motions Motions to dismiss, for judgment on the pleadings and for summary judgment.
   • L250 Other written motions and submissions Non-dispositive motions before trial that are not discovery motions, such as motions to transfer, amend or stay.
   • L260 Class action certification and notice Class certification motions and notice to class members.
   • L310 Written discovery Interrogatories, requests for admission and requests for production, served or answered.
   • L320 Document production Collecting, reviewing and producing documents, and reviewing documents the other side produced.
   • L330 Depositions Preparing for, taking, defending and summarising depositions of fact witnesses, including deposition outlines and exhibits.
   • L340 Expert discovery Expert reports, expert depositions and other discovery about experts.
   • L350 Discovery motions Motions to compel, for protective orders and other discovery disputes before the court.
   • L410 Fact witnesses Preparing fact witnesses for their trial testimony.
   • L420 Expert witnesses Preparing expert witnesses for their trial testimony.
   • L430 Written motions and submissions at trial Motions in limine, trial briefs, proposed jury instructions and other written submissions for trial.
   • L440 Trial preparation and support Trial preparation not tied to a witness or a written submission, such as trial exhibits and logistics.
   • L450 Trial and hearing attendance Attending trial or an evidentiary hearing.
   • L460 Post-trial motions and submissions Motions for a new trial, for judgment as a matter of law, and on costs after trial.
   • L470 Enforcement Enforcing or collecting on a judgment.
   • L510 Appellate motions and submissions Notices of appeal and motions in the appeal court.
   • L520 Appellate briefs Researching and writing the briefs on appeal.
   • L530 Oral argument Preparing for and presenting oral argument on appeal.
   • Not litigation work The matter or the work is transactional, advisory, regulatory or otherwise not litigation, so no litigation task code applies.

9. Which UTBMS activity code fits the main work in the entry? Choice

   Read the time entry narrative. Choose the UTBMS activity code for the main work in the entry: the task that most of the narrative is about. If the entry is block billed, code the task described in most detail.

   • A101 Plan and prepare for Getting ready for a later task, such as a hearing or a meeting, where no document is being drafted.
   • A102 Research Legal or factual research.
   • A103 Draft or revise Writing or editing a document, including outlines, memos, pleadings, motions and letters.
   • A104 Review or analyse Reading and analysing documents written by someone else.
   • A105 Communicate within the firm Meetings, calls and emails among the firm's own people.
   • A106 Communicate with the client Meetings, calls and emails with the client.
   • A107 Communicate with other outside counsel Communication with other firms acting for the same client or for co-parties on the same side.
   • A108 Communicate with other external parties Communication with opposing counsel, experts, court staff and other outsiders.
   • A109 Appear for or attend Attending a hearing, deposition, meeting or trial in person or remotely.
   • A110 Manage data or files Organising, coding and managing documents and data.

10. What should billing ask for before this entry goes on the bill? Choice

    Read the time entry narrative against the billing guidelines in the context. Suggest the step a billing coordinator should take before the entry reaches the client. A person makes every change; this only suggests where to start. When more than one step fits, choose the one lowest in the list.

    • Bill as written One specific task the client pays for, with nothing vague, excluded or unfit to read.
    • Ask the lawyer to rewrite it The work is billable but the narrative is a placeholder, is too vague, or contains a remark the client should not read.
    • Ask the lawyer to split it The entry groups several tasks under one time charge, and every task in it is work the client pays for.
    • Send to billing review for excluded work Part or all of the entry is work the guidelines exclude (clerical work, internal meetings or other excluded work), whether or not it is also block billed or vague. A person decides whether to mark it no charge.

Lens columns

is_real_narrative, is_real_narrative_probability, block_billed, block_billed_probability, vague, vague_probability, clerical_task, clerical_task_probability, internal_conference, internal_conference_probability, other_excluded_work, other_excluded_work_probability, unprofessional_content, unprofessional_content_probability, task_code, task_code_probability, activity_code, activity_code_probability, suggested_step, suggested_step_probability