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Billing Guideline Samples

Below are example billing guidelines to help you get started. These are meant to spark ideas and can be customized to fit your needs. We recommend writing your guidelines in clear, natural language to best guide your AI assistant.

Billing Guideline Examples

Narrative Guidelines

Avoid mutually-exclusive rules, e.g. conflicting (“Always start with a verb” and “Always start with Re”). Prioritize more important rules earlier. Keep short if possible, < 5 rules are most effective

  • Use the phrase 'review and analyze' instead of ‘research’
  • Include periods at the end of each description
  • Do NOT include case names or case numbers in descriptions
  • For mail entries, do not include users in the CC field in the participant list
  • When referring to other internal Firm_name employees, use their initials instead of full names (e.g. “MO” instead of “Mary Orville”)
  • Do not include full names, use the first initial then last name. For example, Bonnie Jones should be B. Jones.
  • For call entries, do not include “Guest User” if attendee is unknown.

Hidden vs. Shown Guidelines

  • Automatically hide email entries that are internal only (recipients are only within Firm_name and use the @firm_name.com domain)
  • Automatically hide emails that come from automation@email.com
  • Hide calendar entries that are labeled as “Internal”
  • Always show calls with title that includes “Client Call”

Client-Matter Matching

General guidance: use plain clear sentences, one rule/idea per line. Try to remove any conflicting and redundant rules. Where possible, use client and matter names as they appear in Billing list. Recommended to do periodic review: as clients, matters, and personnel change, prune conflicting rules.

Examples:

  • Guidelines based on stakeholders:
    • All emails from name@domain.com should be assigned to Client X and Matter Y'
    • Any message sent to name@xyz.co should be classified to “Client Z”.
    • All correspondence with <full name> should be assigned to “Client A”
    • Calls to <phone number> is associated with “Client F”
    • All meetings or conferences that include attendee x@company.com should be assigned “Client C”
  • Guidelines based on content:
    • Any message that mention <legal term, unique abbreviation, unique keyword, docket> should be assigned to “Client B” / “Matter B”
    • Any event that mention code “xyz12345” should map to “Client D” and “Matter E”