1.Overview

The billing workflow transforms captured time entries into professional, evidence-supported invoices. Effective time entry organization, narratives, and review ensure accurate billing and client acceptance.

2.Time Entry Organization

Time entries are organized by:

  1. Matter: All time entries are assigned to specific matters
  2. Billing Code: Each entry is assigned to billing code (corresponding to specific services)
  3. Date: Entries are organized chronologically
  4. Provider: Organized by attorney or staff member providing services

3.Time Entry Components

Each time entry includes:

  • Date: Date services were provided
  • Duration: Time in hours and tenths of hours
  • Provider: Name of attorney or staff member providing services
  • Billing Code: Category of services provided
  • Narrative: Description of work performed
  • Matter: Matter to which time should be billed

4.Time Entry Narratives

Effective time entry narratives are critical for client understanding and invoice acceptance.

Narrative Quality

Poor Examples: “"Research and drafting" (vague, insufficient detail). "Work on motion" (insufficient detail regarding nature of work).”

Excellent Examples: “"Research regarding enforceability of non-compete clause in employment context under [State] law; reviewed case law; drafted analysis email to client regarding enforceability risk." "Review of opposition brief filed by plaintiff; analysis of new arguments raised; email to co-counsel regarding counter-arguments and reply brief strategy."”

Narrative Improvement Through Background Billables

Since Background Billables generates narratives from actual activity (email subjects, document names, etc.), the system produces narratives that are more specific and detailed than manual entries:

Automatic Narrative Example

“Email subject automatically captured: "RE: Settlement offer from plaintiff". Narrative generated: "Email to client regarding settlement offer from plaintiff; analysis of proposal; request for client instructions regarding counteroffer".”

5.Time Entry Review and Adjustment

Before invoicing, all time entries undergo review and adjustment:

  1. Completeness Check: Ensure all time entries have complete information and narratives
  2. Reasonableness Check: Verify that time entries appear reasonable for work described
  3. Duplicity Check: Identify potential duplicate entries where same work might be captured twice
  4. Categorization Check: Verify correct billing code assignment
  5. Matter Assignment Check: Verify correct matter assignment

Time Entry Adjustment

As part of review, time entries can be:

  • Approved: Entry is correct and should be billed
  • Modified: Time duration is adjusted (e.g., 1.5 hours reduced to 1.0 hour), narrative is clarified, billing code is corrected
  • Deleted: Entry is non-billable and should be removed
  • Marked as Reduced: Time entry is marked with notation that time was reduced due to over-service or efficiency

6.Bulk Review Capability

The system provides efficient bulk review:

  1. Filter by Matter: Review all time entries for specific matter
  2. Filter by Date Range: Review time entries from specific date range
  3. Filter by Provider: Review all entries by specific attorney
  4. Batch Actions: Approve multiple entries simultaneously or make bulk adjustments

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.