Things Paralegals Can Bill For That Most Offices Overlook

Many law offices miss out on thousands of dollars in legitimate, billable time each year simply because they don’t realize what paralegals can actually bill for. Attorneys often assume that certain tasks fall under “administrative time” and therefore can’t be charged to the client. But the truth is, a significant portion of what experienced paralegals do is billable — and ethical — under both federal and state billing guidelines, as long as it directly supports the attorney’s legal work.

Understanding What Counts as Billable Paralegal Work

According to ABA guidelines, a paralegal’s time is billable when it involves substantive legal work that would otherwise require the attention of an attorney. The key distinction is that the task contributes directly to the client’s case — not just to the operation of the law firm.

Commonly Overlooked Billable Tasks

Here are several examples of time that paralegals often perform — but many firms fail to bill for:

Client Communication: Emails, texts, or calls updating a client, gathering information, clarifying discovery responses, or reviewing case progress are all billable. Even brief client contacts are billable if they involve legal substance.

Case Organization and File Review: Reviewing, labeling, or summarizing evidence, pleadings, or exhibits is part of case preparation and absolutely billable.

Preparing Correspondence: Drafting cover letters, transmittal letters, or even letters to opposing counsel that discuss case issues or deadlines is considered legal work.

Discovery Management: Indexing discovery responses, preparing exhibit binders, and coordinating with clients or experts to gather responses are all billable.

Calendaring Legal Deadlines: When calendaring relates directly to litigation (hearing dates, discovery cutoffs, or trial deadlines), that’s case management — not admin time.

Witness and Expert Coordination: Communicating with witnesses or experts, setting up interviews, and obtaining declarations all qualify.

Research and Investigation: Online searches, social media investigations, or background checks to assist in litigation are billable paralegal tasks.

Drafting and Proofing: Reviewing attorney drafts, editing declarations, and preparing supporting exhibits are all part of the legal work process.

Court Filings and Service Coordination: Time spent e-filing or arranging service is often written off as admin time, but if it’s performed by a paralegal with legal oversight, it can be billed at the paralegal rate.

The Gray Area: Administrative vs. Substantive

True administrative tasks — such as scheduling office meetings, answering general phone calls, or ordering supplies — are not billable. But when a paralegal’s task directly advances the case (like calendaring a hearing or summarizing client documents), it qualifies as substantive work. Many firms lose revenue because they treat these hybrid tasks as non-billable when they’re clearly legal in nature.

The Contractor Advantage

This is also one of the many benefits of working with an experienced contract paralegal. Independent contractors typically provide detailed, comprehensive billing statements that clearly describe all tasks performed, allowing your firm to seamlessly incorporate those entries into your own legal billing or directly pass them on to your clients. This transparency not only supports accurate invoicing but also helps your firm maximize recovery of legitimate paralegal time while maintaining full compliance with ethical billing standards.

Final Takeaway

If your firm isn’t capturing the full scope of your paralegals’ work, you’re leaving money on the table. Review your billing policies, educate your team, and make sure every hour of legitimate, substantive work is billed — because every detail matters in both law and business.