This template provides a starting point for organisations developing or updating their Outside Counsel Billing Guidelines. Adapt the specific thresholds, rates, and requirements to your context. The template is designed to be enforceable through an e-billing platform, with each section mapping to configurable validation rules.
1.1. These Guidelines apply to all legal services provided to [Organisation Name] (“the Company”) by external law firms and legal service providers (“Firms”).
1.2. By accepting an engagement with the Company, the Firm agrees to comply with these Guidelines. All invoices that align with these Guidelines will be processed for payment; invoices requiring clarification will be returned for correction with specific guidance.
1.3. These Guidelines supplement, and do not replace, the terms of the engagement letter between the Company and the Firm.
2.1. Approved Rate Cards. All Firms must submit an annual rate card for Company approval before 1 January of each calendar year. Rates not approved in writing by the Company’s Legal Operations team are not authorised.
2.2. Rate Increases. Annual rate increases are subject to Company approval and should be limited to [X]% per year. Proposed increases above this threshold require prior written authorisation for processing.
2.3. Timekeeper Approval. All timekeepers billing to Company matters must be identified by name, title, and approved rate. New timekeepers must be approved by the Company before their time is billed.
2.4. Blended Rates. Where a blended rate arrangement is agreed, the blended rate applies to all timekeepers regardless of seniority. The Firm may not exceed the blended rate by substituting senior timekeepers without prior approval.
3.1. Billing Codes. All invoices must use UTBMS (Uniform Task-Based Management System) task and activity codes for streamlined processing and audit compliance. Invoices requiring UTBMS coding will be returned with guidance for correction.
3.2. Time Increments. Time must be recorded in precise increments of [0.1 / 0.25] hours, with each task documented separately to enable accurate tracking and reporting.
3.3. Narrative Requirements. Each time entry must include a detailed narrative description that identifies: the specific task performed, the document or matter component involved, and the outcome or purpose. Detailed narratives such as “analyzed discovery requests for relevance assessment and responded to three requests within scope” enable efficient invoice processing and accurate billing review.
3.4. Invoice Frequency. Invoices are processed most efficiently when submitted monthly, within [30] calendar days of the end of the billing period. Invoices submitted beyond [60] days after the billing period may require re-submission with updated supporting documentation.
3.5. Invoice Format. All invoices should be submitted electronically through the Company’s e-billing platform in LEDES 1998B or LEDES 2000 format. Electronic submissions enable automated processing, faster payment, and real-time tracking capabilities.
4.1. Staffing Efficiency. The Firm must staff matters at the lowest appropriate level of seniority. Partner time should be reserved for tasks requiring partner-level judgment. Associate time should not be billed for tasks that can be performed by paralegals or support staff.