You are typically expected to record both client time and “non-chargeable” time, often in 6-minute increments. There will usually be specific “matter numbers” (or “time recording codes”) assigned to each specific client project (i.e. there won’t simply be one general code for any work carried out for a particular client), as well as time recording codes for different types of non-client work. Non-chargeable time includes, for example, training, knowledge management, business development, graduate recruitment, HR administration etc. Time spent on these tasks/events should be recorded, as this provides evidence that you were at work and doing something useful with your time. Note that when you take annual leave, this should automatically feed through into your time recorder calendar/records. You should also record medical appointments and absences.

Firms typically require you to “close down” your time (i.e. write the relevant billing narratives and save the time entries to the firm’s internal system) within a certain time period and in some firms, failure to do so can actually affect lawyers’ bonus eligibility. From the very start of a training contract, make an effort to get into the habit of recording your time after each task/at the end of each day; it can otherwise be difficult to remember precisely what you did and how long each task took. Frequently recording your time may seem a little tiresome at the start, but recording time quickly becomes second nature.

There are certain principles to remember when recording time, although of course, prioritise any guidance provided by your firm:

• Don’t “self-censor” when recording time. It is not your job to decide how long something should have taken. Firms are aware that their trainees are not generally as efficient as their associates and accordingly, clients are typically offered discounts and hours are regularly written off (especially trainee hours).

• Record everything: It is best to record all the work you do (not least so that the firm/your team can keep track of your capacity and what you have been involved in) and leave the “writing off” to those who have the experience to make that call. This generally includes: printing, scanning, filing, creating bundles or bibles, researching, preparing a signing room, taking notes at meetings/during conference calls, delivering documents and so on.
• Do not “block” bill: each distinct task should be recorded separately, regardless of whether tasks relate to the same matter.

If you have had a particular administrative issue, for instance a 2 hour period during which you were on the phone to IT trying to sort out a computer issue (this is not unheard of!), then notify your supervisor and ask whether you should make a note in your billing narrative to write off a period of the time recorded.

Billing narratives

Billing “narratives” are the descriptions you attribute to the blocks of time that you record to a particular client file. Nowadays, clients tend to request these narratives along with the bill so that they can gain a deeper insight into what they are being charged for. For this reason, firms are increasingly particular about the content and level of detail included within billing narratives. Here are some guidelines you may want to consider when writing your billing narratives.

• Detail: explain in the narrative box what you have done and why. For instance, set out the subject matter of a meeting or call (rather than just stating that you attended a meeting/took part in a call). When mentioning documents, indicate the type of document/activity undertaken (e.g. “Reviewed amendments to the SPA”). Make sure you use different entries for each type of work (don’t lump together different categories of work into one narrative, for instance including meetings, phone calls, research and proofreading within a single time entry).
• Referring to other parties/companies: refer specifically to other parties with whom you have worked. Depending on your firm’s policy, using only initials may be ok, but stating the first initial and surname may be preferable. When referring to opposing solicitors, use the name of their firm. If there are a number of individuals, describe them as a group if possible. Also, indicate the company name when referring to the client or third parties, perhaps using the format “Name (Company)”.
• Confidentiality: this is usually not an issue for your narratives. Narratives only exist so that clients can see what their lawyers have done to generate fees (and potentially so your supervisors can keep track of what you have been doing). However, if in doubt, check with someone more senior.
• Clarity: make sure your narratives are clear. For contentious seats, certain costs may need to be carved out (e.g. if your client is later awarded costs by a court in relation to a particular part of the dispute), so the task you are working on must be identifiable. Clients will also want to see clear, easily understandable narratives. For this reason, trainees are often asked to go back through bills and tidy up the narratives.
• Jargon: avoid jargon/abbreviations/acronyms that the client may not understand.