Billing Guidelines

What are billing guidelines?

Billing guidelines are client instructions specifying how they want to receive invoices. While outside counsel guidelines are comprehensive, billing guidelines may be simpler documents covering just invoice format, timing, and content requirements. Even small clients may have preferences about detail level, billing frequency, or payment methods. Understanding and following billing guidelines improves client satisfaction and speeds payment.

Capturing billing preferences

Document billing preferences during client intake. Ask about invoice format, email versus mail delivery, required fields, and any approvals needed on their end. Note who receives invoices and who authorizes payment. Record any task codes or matter references they require on invoices. Store this information where billing staff can access it. Failing to follow preferences creates friction and delays payment.

Adapting your billing process

Standard templates may not work for every client. Build flexibility into your billing workflow to accommodate different requirements. Some clients want detailed narratives; others prefer summary invoices. Some need specific formats for their accounting systems. Train your billing staff on common variations. Review invoices against guidelines before sending. A little customization prevents write-downs and keeps clients happy.