Every day each attorney and paralegal turns in a timesheet with entries for every client matter. Each entry specifically records what work was performed. Time entries are very detailed and specific. With such detail clients know specifically what services were provided.

Monthly as cases proceed, I review what I call “prebills”, which are computer generated timesheets. I carefully review and edit each prebill, often eliminating time entries or marking time entries down to reflect events such as there might be a learning curve involved in a case and not all time worked should be billed; sometimes reflecting data entry errors. I edit time entries to make them easier to understand. Time entries on a client invoice should read like a case diary so Invoices make sense to clients.

After editing a prebill, it is finalized as an Invoice and sent to the client. Payment is expected within 30 days from date of Invoice or interest may apply under the terms of our Engagement Letter with a client.

Invoices are sent monthly. If a matter is of short duration, an Invoice might not be sent until the very end of the matter, which might be a shorter or longer than a month. When cases involve key events, Invoices may be sent after such events, for example after an appearance at a Planning Commission meeting or Circuit Court, Court of Appeals or Supreme Court hearing. When real estate closings are handled, I usually have Invoices available at the time of closing so the legal fees can be paid out of closing funds. Sometimes I bill after the closing, if agreed and that works better for the client.

Expenses are billed monthly in addition to our legal fees. Expenses include appraisals, and filing fees (which I ask the client to advance), exhibit preparation, photocopying, and so forth.

Normally I do not expect to be paid a retainer up front because most clients are well known locally or nationally or because of ongoing relationships. On occasions when a client is new or a project is especially risky, for example a client decides perhaps to proceed against unusually difficult circumstances; I may request a retainer in advance.

We are a small firm and place such a high emphasis on the importance of fair, consistent, thorough billing. I am flexible regarding billing. This approach has over time for our clients.