Effective billing language is crucial for attorneys to maintain a positive client experience, avoid payment disputes, and foster transparency in billing practices. In this guide, we’ll provide sample language for fee agreements and tips to ensure a seamless billing process.
Common Billing Language for Attorney Fee Agreements
Attorney fee agreements should include the following items to ensure a smooth invoicing process:
Fee Basis
Summarize your firm’s base fees, including descriptions of costs associated with referrals, work performed by others, new matters, and appeals.
Expenses
Outline the out-of-pocket expenses for which the client is responsible, such as court costs, filing fees, transcript fees, and deposition fees.
Calculation of Attorney Fees
Provide details about how your fees will be calculated and collected.
Sample Billing Language for Attorneys: 3 Essential Examples
Below is some sample billing language to consider including in your fee agreements or intake paperwork.
Attorney’s Billing Obligations
Inform clients when they can expect invoices and what information will be included.
- Example: Attorney will provide Client, at monthly intervals, an itemized statement setting forth in reasonable detail all services by Attorney on behalf of Client, and any costs that have been incurred and/or advanced by Attorney on behalf of Client in the above-referenced matter. The invoice will also show the application of prepaid fees to the monthly invoice, and any resulting balances of prepaid fees and/or unpaid fees.
Client’s Payment Obligations
Clearly state when payment is due and which forms of payment your firm accepts.
- Example: Your legal fees are due and payable [ex: upon receipt of the billing] to be paid no later than [ex: the last day of the month] and may be satisfied with any of the following payment options:
- By the application of funds held in the firm’s trust account for prepayment of fees, which the firm shall be entitled to transfer upon invoicing.
- By paying by paper check or ACH/eCheck (automated deduction from Client’s designated checking account).
- By the use of a credit card in person or online via the firm’s payment portal, provided that Client understands that by clicking “Submit Payment” the Client agrees to pay the entire payment amount for the bill selected, and authorizes the firm to charge Client’s designated payment method for the payment amount.
- By paying in cash at the offices of the firm, at which time a written receipt will be generated for you.
- For Client’s convenience, Attorney has created a portal through LawPay, a safe and secure credit card portal designed for lawyers, allowing Client to pay bills and replenish retainers online.
Promise to Pay Provision
Ensure the client understands their contractual obligation to pay for services rendered.
- Example: Once services are engaged, Client recognizes that they are contractually bound to Attorney for their entire fee. All fees paid are non-refundable and must be paid in full. Client understands that fees paid through the use of a debit card, credit card, or other electronic means cannot be revoked or reversed in any manner by the client after legal services are performed. Refunds, when appropriate, shall be paid by check or other electronic funds transfer from Attorney to Client.
Start Improving Your Law Firm’s Billing Language
LawPay is the trusted partner of over 55,000 law firms. With LawPay, you can optimize invoicing with an improved client experience, and customize billing templates, send recurring invoices, and securely accept payments online. Level up your law firm, and schedule a demo today.