Timesheets are one of the most essential tools for attorneys to ensure your firm accurately records every minute of a lawyer’s time. Accurate and clear timesheet descriptions are the cornerstone of effective time tracking and billing. Poor or unclear descriptions can lead to a cascade of problems, including reduced client trust, rejected timesheets, billing mistakes, data errors, and less productive team members.
In this blog post, we’ll introduce you to a task description method that’s designed to streamline your time tracking process and ensure crystal-clear descriptions. Plus, we’ll show you how to seamlessly integrate this method with Amberlo timesheet templates.
What are attorney timesheet templates?
Attorneys use timesheet templates to log the time they spend on various tasks. Since attorneys typically bill clients based on their hours worked, these timesheets enable precise tracking of each attorney’s time allocation to specific cases or clients. This detailed tracking ensures accurate billing, prevents disputes, and upholds client trust, all while offering valuable insights into the firm’s financial performance.
The significance of these templates lies in their ability to help your firm maintain consistent records of lawyers’ work for each case or client. Instead of doing it randomly, using standardized templates makes it easier to bill clients and saves your staff time by avoiding the need to search for task information.
What should an attorney timesheet template include?
When creating an attorney timesheet template, it’s essential to consider a comprehensive set of elements that will facilitate accurate time tracking, billing, and reporting. Here are the key components to include in your attorney timesheet template:
1. Client and Matter Information
- Client Name: Clearly specify the name of the client or the client’s organization.
- Matter/Case Name: Include the name or identifier for the specific case or matter related to the client.
2. Date and Time Entries
- Date: Record the date when the task or activity was performed.
- Total Time Spent: Automatically calculate or manually enter the total time spent on the task.
3. Task Description
- Detailed Task Description: Provide a clear and concise description of the task or activity performed. Use action-oriented language to convey the nature of the work.
- Task Category/Type: Categorize tasks based on their type or nature (e.g., research, client meeting, drafting documents).
4. Billable Hours & Non-Billable Hours
- Billable Hours: Specify the number of hours spent on billable tasks.
- Non-Billable Hours: Account for hours spent on tasks that won’t be invoiced to the client.
- Hourly Rate/Fixed fee: Indicate the billing rate or fixed fee for each task or client.
- Total Billable Amount: Automatically calculate or manually enter the total amount to be billed based on hours worked and rates.
By incorporating these elements into your attorney timesheet template, you can create a comprehensive tool that streamlines time tracking, enhances billing accuracy, and ensures consistent record-keeping for your legal practice. Tailoring your template to your firm’s requirements is key to optimizing efficiency and financial management.
Here’s an example of how a comprehensive timesheet might appear for entering all necessary information:
Why are clear timesheet descriptions important?
In the world of legal practice, the clarity and precision of timesheet descriptions hold immense significance. They serve as the bedrock of various critical aspects of legal work, making them indispensable for law firms and attorneys alike. Here are some key reasons why they are crucial:
- Transparency and Client Trust: Clear descriptions offer clients a transparent insight into the work performed, which in turn fosters trust in the billing process. When clients can easily understand and verify the tasks accomplished, it strengthens their confidence in the legal services provided.
- Avoid Rejected Timesheets. Ambiguity has no place in our timesheets. Clear descriptions prevent delays in billing and payments, ensuring that our hard-earned compensation is received promptly. When our timesheets are precise, we operate smoothly and efficiently.
- Billing Accuracy: The accuracy of billing is paramount in legal practice. Precise descriptions ensure that clients are billed correctly, preventing billing disputes and preserving positive client relationships. Clarity in timesheets eliminates the guesswork, leading to smoother financial interactions.
- Informed Decision-Making: Detailed descriptions in timesheets are a goldmine of information. They enable data analysis, allowing law firms to identify areas for improvement, assess resource allocation, and make informed decisions that contribute to the firm’s growth and success.
- Enhanced Team Efficiency. Within the law firm, clear descriptions benefit team members as well. They enable colleagues to understand each other’s tasks and responsibilities better, promoting collaboration and boosting overall productivity.
What are the key elements of a detailed task description in a timesheet?
Your client invoices should be clear and straightforward, but they should also include enough detail to avoid confusion. For example, simply noting a “25-minute case review call” without adding context can leave clients uncertain about the charge, something we should avoid.
Essential Components for Detailed Task Descriptions in Timesheets
Consider these key elements when composing a detailed task description, ensuring that both you and your clients easily understand what you did, how much time it took, and the associated cost:
ACTION VERB
Starting your task description with a strong action verb establishes the tone for what you accomplished. Verbs like “Researched,” “Drafted,” and “Reviewed” are not only descriptive but also add a sense of purpose to the task.
SUBJECT MATTER
The subject matter gives context to the action verb. For example, if you say you “Researched,” it’s essential to specify what you researched. Was it case law, statutes, or regulations?
OBJECTIVE
The objective answers the ‘why’ of the task. Whether you’re gathering evidence, preparing for a court hearing, or negotiating a settlement, stating the objective provides a complete picture of the task.
SPECIFICS
Being specific adds value to your task description. Instead of saying, “Researched case law,” you could say, “Researched case law on child custody disputes,” which gives a clearer idea of the task’s scope.
INTERACTIONS
If your task involves meetings or consultations, it’s good to mention who you interacted with and their role. This could be with clients, opposing counsel, or court officials.
OUTCOME
If applicable, stating the outcome of the task can offer closure and indicate the task’s effectiveness. However, be cautious not to include any confidential or sensitive information.
LOCATION
Billing for some tasks may vary based on their location. Mentioning the location is particularly relevant for tasks conducted in court or at a client’s office.
Examples of detailed description
Take a look at these illustrative examples of detailed descriptions that outline specific tasks and responsibilities carried out in diverse legal contexts.
- “Drafted Section 8 of the employment contract focusing on non-compete clauses.”
- “Researched state laws on intellectual property rights using Westlaw, focusing on software patents.”
- “Met with client John Doe to discuss case strategy for an upcoming trial.”
- “Reviewed and annotated 50 pages of discovery documents related to the Smith case.”
- “Participated in a 3-hour deposition with opposing counsel, representing a client in a personal injury case.”
How Amberlo can help?
Amberlo legal software not only simplifies the process of creating detailed task descriptions but also eliminates the need for manual data entry. Tailoring templates to your specific law practice needs is easy—simply configure your timesheet templates in the settings. This ensures that every employee has a relevant template, preventing any information gaps or confusion when entering data.
In this video, you’ll witness how effortlessly you can create a comprehensive timesheet description with Amberlo in action.
Amberlo also enables you to send out bills and reminders promptly, eliminating any reason to delay billing your clients. By consistently sending out smaller bills, you can reduce the impact of unexpected large bills, making it easier for clients to manage their payments. Moreover, this approach contributes to maintaining a smoother cash flow for your law firm, ensuring financial stability and client satisfaction.
Final thoughts
In the fast-paced world of law, every minute counts, and we cannot overstate the significance of attorney timesheets. These timesheets serve as indispensable tools, ensuring that your firm accurately records every invaluable moment of a lawyer’s time.
While the statistics may suggest room for improvement in time utilization, the solutions are within reach. By embracing standardized timesheet templates and modern software like Amberlo, attorneys can streamline their practices, reduce errors, and foster a culture of transparency.
The result? A more successful, financially robust legal practice where every minute is accounted for, ensuring that you can focus on what truly matters—providing exceptional legal guidance and delivering peace of mind to your clients.
If you’re interested in learning more about timesheet templates and how Amberlo can benefit your law firm, schedule a demo with us today.