How to Invoice as a Lawyer
A step-by-step guide to legal invoices: one matter per invoice, clear time entries, costs on their own lines and a steady billing date. Check your state bar's rules first.
In the US, the Bureau of Labor Statistics' Occupational Outlook Handbook (page last modified August 27, 2026) says "Lawyers advise and represent clients on legal proceedings or transactions." A legal invoice has to show the client which matter the work was for, who did it, how long it took and what costs were paid on their behalf.
This guide covers the mechanics of the invoice: the fee basis, matters, time entries, costs, flat fees, the billing date and payment. It doesn't cover the rules on fee agreements, retainers, advance payments or client trust accounts. For those, check your state bar's rules and ask your bar's ethics resources if you're unsure.
Worked example (sample figures): in March a lawyer records 4.2 hours on one matter at $300.00 an hour, or $1,260.00, and pays a $150.00 filing fee for the client. The March invoice shows $1,260.00 in fees and $150.00 in costs on separate lines, for $1,410.00 in total. Use your own rate; these are only an illustration.
Step-by-step invoicing guide
- 1
Start from the engagement letter
Before the first invoice, make sure the engagement letter states the fee basis, such as hourly billing or a fixed fee, and how costs are billed. Your invoices should follow it line for line. Check your state bar's rules on what the letter must say.
- 2
Give each matter its own invoice
Bill each matter separately, with the matter name or number at the top, so the client can route it to the right budget or file. Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it." and "From the project dashboard you can invoice one task or several at once."
- 3
Record time as you work
Billed's help article on time tracking says: "You can start the timer anytime to track the time of your projects or daily tasks." Billed's time tracking page says: "Log time for each task as you work, and see how much time goes into each project." Write each entry so the client can tell what was done, such as the document drafted or the call held, and with whom.
- 4
Show costs apart from fees
Filing fees, courier charges and similar costs you paid for the client go on lines of their own, apart from your fees. Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice." and "The expense will appear as a line item in the invoice."
- 5
Bill flat-fee matters by stage
For a flat-fee matter, invoice it at the points the engagement letter sets out. Billed's projects page says: "Track your flat rate projects with Billed." and "Invoice your client for the project from the dashboard whenever you want." Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." Its steps include: "Fill out the payment amount and due date of each payment."
- 6
Send invoices on the same date each month
Pick a billing date, such as the first business day of the month, and keep to it. Billed's help article on timesheet invoices says: "Billed allows you to generate invoices against billable time log entries." Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay."
- 7
Take payment and follow up
Billed's mobile app page says: "Invoices carry a pay button when Stripe or PayPal is connected, so clients can pay by card the minute they receive it." Its invoice software page says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place." Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." and "You can send up to three reminders."
Tips for lawyer invoicing
- Read each invoice before it goes out as the client will, and fix any entry that only makes sense inside your office.
- Show the billing period at the top, which lets the client file each invoice against their own records.
- If a client asks for invoices in a set format, ask for their billing guidelines in writing at the start of the matter.
- Keep entries for different matters apart, even for the same client.
- Number invoices in sequence. Billed's help article on creating an invoice says: "Each new invoice number will be one number greater than the previous invoice number."
Common invoicing mistakes to avoid
- Writing entries like research or review with no subject, which can leave the client unable to check the time.
- Mixing two matters on one invoice when each is paid out of a separate budget.
- Rolling costs into the fee total, which hides what was spent on the client's behalf.
- Billing on a different date each month, so the client may not be able to plan for it.
- Billing in a way the engagement letter doesn't describe.
How this works in Billed
Time Tracking by Task
Billed's help article on time tracking says: "You can start the timer anytime to track the time of your projects or daily tasks." Billed's time tracking page says: "Log time for each task as you work, and see how much time goes into each project."
Hourly Rate Projects
Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it." and "From the project dashboard you can invoice one task or several at once."
Costs on the Next Invoice
Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice." and "The expense will appear as a line item in the invoice."
Payment Schedules
Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." Its steps include: "Fill out the payment amount and due date of each payment."
Payment Reminders
Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." and "You can send up to three reminders."
Frequently asked questions
Start Invoicing as a Lawyer
Set up your account and send your first invoice with Billed.
At a glance
- Before the first invoice: the engagement letter sets the fee basis and how costs are billed.
- Each invoice: one matter, with its name or number and the billing period.
- Time: dated entries with who did the work, the hours and what was done.
- Costs: their own lines, apart from fees.
- Rules on fees, retainers and trust accounts: check your state bar's.
When this isn't for you
This guide covers the layout and timing of legal invoices. It isn't legal or ethics advice: for fee agreements, retainers, advance payments and client trust accounts, follow your state bar's rules.