PRACTICAL GUIDE · 19-PAGE PDF
A practical framework for the decisions that shape better outside counsel relationships, cleaner invoices, and more predictable spend.
Includes a sample guideline appendix
Billing Guidelines
Updated September 2026. Free to download, no form required.
EDITABLE TEMPLATE · WORD
A ready-to-customize template covering matter setup, budgets, staffing, rates, invoice standards, expenses, and AI use.
Bracketed placeholders speed up customization
SAMPLE LANGUAGE
Sample clauses from the template
Six clauses taken word for word from the Word template, bracketed placeholders included. Use them as written, or as the starting point for language your firms will actually follow.
NARRATIVE DETAIL
Each time entry must contain a detailed narrative describing the specific task performed, enabling meaningful review. Vague descriptions (e.g., “Legal research,” “Analysis,” “Meeting”) are insufficient.
From the template section: Invoice content and format
BLOCK BILLING
Each time entry must represent a single task or activity. Grouping multiple distinct tasks into a single time entry (“block billing”) is prohibited.
From the template section: Invoice content and format
RATE APPROVAL
All timekeeper rates must be agreed upon in writing at the start of an engagement or matter. Requests for rate increases are permitted no more than annually and require [Notice Period, e.g., 90 days] advance notice.
From the template section: Billing rates and alternative fee arrangements
EXPENSE PRE-APPROVAL
Pre-approval from the supervising [Company Name] attorney is required for any single expense exceeding [Dollar Threshold, e.g., $500] or for specific categories as noted above.
From the template section: Expense management
MAXIMUM HOURS PER DAY
Time billed by any single timekeeper should not exceed [Number, e.g., 10] hours in a single calendar day without prior written approval from the supervising [Company Name] attorney.
From the template section: Billing process and compliance
USE OF AI
Outside counsel must disclose the use of generative AI tools for substantive legal work performed on [Company Name] matters, specifying the tool used and the task performed.
From the template section: Use of artificial intelligence
Every clause is editable, with bracketed placeholders for your own terms and thresholds.
WHAT STRONG GUIDELINES CLARIFY
01
Matter setup and budgets
Define who can open matters, what must be approved, and when budgets need to be updated.
02
Staffing and ownership
Set expectations for team structure, leverage, continuity, and responsibility for the work.
03
Rates and fee arrangements
Clarify approved rates, rate changes, alternative fees, and when exceptions require consent.
04
Invoice detail and data
Require narratives and coding that are clear enough to review, compare, and analyze.
05
Expenses and exclusions
Draw clear lines around pass-through costs, administrative work, and prohibited charges.
06
AI use and oversight
Address disclosure, confidentiality, supervision, efficiency, and pricing when firms use AI.
FROM POLICY TO PRACTICE
Poppy turns your guidelines into consistent invoice checks, approvals, allocations, and reporting.
01
Customize the standard
Choose the rules that match your team, risk, and operating model.
02
Align your firms
Confirm expectations, exceptions, and ownership before work begins.
03
Review consistently
Apply the same rules to every invoice and improve them with what you learn.
COMMON QUESTIONS
Billing guidelines, answered
What in-house teams ask before they write, revise or enforce their guidelines.
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