Legal Billing Invoice Template

Clients don't pay invoices they don't understand. If your invoice lacks detailed descriptions of the work performed, transparent time tracking, itemized expenses, and clear payment instructions, clients hesitate. They question the charges, ask for breakdowns that you should have provided upfront, delaying payment while waiting for answers you now have to send separately.

A legal billing invoice template needs specific components. And this guide will walk you through those components that should be in your template to ensure clients understand exactly what they're paying for and why. Plus, you'll get ready-to-use invoice templates for hourly billing, flat fee arrangements, and retainer work that you can download and customize immediately for your practice.

An invoice serves as a record of sale for both parties (attorney or client) and can be used for financial recordkeeping, tax purposes, and, potentially, as a legal document in the event of a payment dispute.

That means by providing professional invoices to clients, a law firm can establish a good cash flow, gain client confidence and transparency, and ensure that they are fulfilling legal and ethical obligations. These invoices also facilitate compliance with state and federal regulations and ethical guidelines, including the Model Rules of Professional Conduct established by the American Bar Association that address reasonable fees and trust accounting for lawyers.

Your law firm needs professional invoices that clearly communicate your charges for you to get paid on time. Here are all elements that should be included on every invoice for legal practice:

• Law Firm Information: The name of your law firm, address, phone number, email, and bar registration number should be displayed prominently at the beginning of the invoice for identification and contact purposes
• Client Information: The client's (or the client's business's) complete name, billing address, and the matter or file number should appear in the ‘Bill To’ section below the firm information. If the client provided a Purchase Order number, it should be included here as well
• Invoice Number: The invoice number should appear in the upper-right-hand corner of the invoice. This number is unique for tracking payments and will reference the associated client account
• Invoice Date: The date the invoice is issued should appear next to the invoice number, as it marks the start of your payment terms
• Payment Due Date: The expected payment date based on your terms (for example, 30 days from invoice date) should be clearly stated
• Service Descriptions: Detailed descriptions of each legal task performed should be listed in the main body of the invoice. Rather than listing all services under the heading ‘Legal Services’, you should be specific about each task. For example, ‘Completed Draft Motion to Dismiss' and 'Attended Meeting with Client Regarding Settlement’
• Date Services Performed: The completion date of each task should be shown alongside each service line item
• Time Breakdown: The number of hours worked for each service will be listed next to the corresponding service description; typically shown in 6-minute increments (0.1 hours)
• Hourly Rate: Your hourly billing rate for the services you provided must be displayed next to each service line item
• Line Item Totals: Each service's total fee (time worked multiplied by hourly rate) will be displayed at the end of that service's description
• Expenses And Costs: An itemized list of case-related expenses should be placed in a separate section below your services: court filing fees, process server charges, legal research costs, copying fees, postage, travel expenses, expert witness fees
• Subtotals: Provide separate subtotals for both legal services and expenses
• Tax Details: Your tax identification number and applicable sales tax rates should be clearly displayed on the invoice. Some states require sales tax on certain legal services while others exempt them entirely. Itemize taxable services (such as copying, postage, or administrative tasks) separately from non-taxable professional legal services to ensure compliance with state regulations
• Total Amount Due: The total amount due has to be displayed at the bottom right corner of the invoice
• Payment Terms: Payment methods you accept (checks, wire transfers, credit cards) and any late payment policies should be stated at the bottom before the total
• Payment Instructions: Details on where to send payment (mailing address, online portal link, bank details) should be included for client convenience

Law firm attorneys can download these professional invoice templates designed specifically for different legal billing scenarios. Each template includes all the essential components discussed above and can be customized for your law firm's needs:

General Legal Services Invoice

Use this when you're providing multiple types of legal services or when your billing doesn't fit into a specific category.

Hourly Billing Invoice

You can use this when billing clients by the hour for services like court appearances, depositions, legal research, or client consultations.

Flat Fee Invoice

This template can be used when you've agreed to a fixed fee for specific services like contract drafting, document review, or estate planning. The format focuses on service descriptions rather than hourly breakdowns.

Retainer Invoice

This template includes sections for total charges, retainer application, balance due, and remaining retainer balance. Use this when billing clients who have paid retainer fees upfront and you're applying charges against that retainer.

At the end, what we would suggest is to send invoices immediately after completing work. Because, over time, those details fade, and clients question charges they would have accepted without hesitation if billed promptly. Second, keep invoice language specific and jargon-free. Clients can understand ‘reviewed contract for potential issues’ better than ‘performed comprehensive legal analysis.’

Most importantly, when clients repeatedly ask questions about specific line items, you should add more details to those descriptions. Your template should be clear enough that clients can review, approve, and pay without needing to call your firm for clarification.