1.Overview

Background Billables™ is the revolutionary time capture feature transforming legal billing by automatically capturing billable work that attorneys forget to log.

2.How Background Billables Works

The system continuously monitors attorney activity through Sque and integrated systems:

1. Email Monitoring

  • Every email sent related to a matter is captured
  • Email is categorized by type (client correspondence, internal discussion, external negotiation)
  • Time is assigned based on email volume and complexity
  • Example: Complex email exchange with opposing counsel discussing settlement terms might be assigned 0.25 hours

2. Document Analysis

  • Documents created or modified are monitored
  • Document type is analyzed (pleading vs. routine document)
  • Time is assigned based on document complexity and length
  • Example: 20-page motion might be assigned 4 hours; letter might be assigned 0.5 hours

3. Task Completion Tracking

  • Completion of assigned tasks is monitored
  • Task time is estimated based on task type and complexity
  • Example: "Review opposition brief" task might be assigned 2 hours based on brief length and complexity

4. Meeting and Call Tracking

  • Meetings and calls attended by attorneys are tracked
  • Duration of meeting is captured
  • Example: One-hour client conference call is captured as 1 hour billable time

3.Time Allocation Models

Background Billables uses customizable time allocation models:

Email Time Model

  • Brief email (< 100 words): 0.1 hours (6 minutes)
  • Standard email (100–300 words): 0.2 hours (12 minutes)
  • Complex email (300+ words, external/negotiation): 0.3–0.5 hours

Document Time Model

  • Brief letter/email (< 300 words): 0.25 hours
  • Standard document (1–5 pages): 0.5–1.0 hours
  • Complex document (5+ pages, legal analysis): 1.5–3.0 hours

4.Attorney Customization

Background Billables can be customized by practice area or attorney:

  • High-Volume Practice Areas: May adjust time allocations downward for high-volume, routine documents
  • Complex Practice Areas: May assign more generous time allocations for complex analysis
  • Individual Attorney Preferences: Attorneys may override time allocations for specific matters or time periods

5.Revenue Recovery Impact

Comprehensive studies demonstrate that Background Billables recovers:

  • 8–12% Revenue Recovery: Average recovery of 8–12% in annual revenue from previously unbilled work
  • 10-attorney firm: $150,000–$300,000 annual recovery
  • 25-attorney firm: $375,000–$750,000 annual recovery
  • 50-attorney firm: $750,000–$1,500,000 annual recovery
  • ROI on Sque Platform: Average ROI of 3x–6x within 30 days of deployment

6.Quality Assurance

All automatically captured time entries require attorney review:

  1. Review Period: Attorneys review captured time entries at least weekly
  2. Approval Workflow: Attorneys approve appropriate entries and modify or delete inappropriate entries
  3. Learning System: When attorneys modify entries, the system learns from corrections and improves future allocations
  4. Narrative Generation: System automatically generates narratives for captured entries based on underlying activity (email subject, document name, task description)

Frequently asked questions

Background Billables™ is Sque's automated time capture feature that continuously monitors attorney activity through email, documents, tasks, and meetings—automatically capturing billable work that attorneys forget to log. Studies show average recovery of 8–12% in annual revenue from previously unbilled work.

Background Billables uses customizable time allocation models for emails and documents. Allocations can be adjusted by practice area (high-volume vs. complex), and individual attorneys may override allocations for specific matters or time periods.

An Evidence Pack is automatically generated documentation supporting invoice line items—including time entry lists, supporting communications, documents created/modified, task completion documentation, and a proof-of-work summary. Evidence Packs improve first-pass approval rates by 25–35% and reduce invoice disputes by 30–50%.

Captured time entries are organized by matter, billing code, date, and provider. Entries undergo review for completeness, reasonableness, and duplicates before invoice assembly with rate application, expense addition, and Evidence Pack attachment for client delivery.