Paralegal Invoice Template

Free invoice templates for Paralegals built for labor, filing fees, and postage and courier charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: paralegal invoice, paralegal bill, or legal assistant invoice.

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Download Free Paralegal Invoice Templates

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Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Paralegal Invoice Template

Best for:

Logo, client and matter IDs.

Editable Paralegal Invoice Template

Best for:

Edit scope, pages, rush, service.

Free Paralegal Invoice Template

Best for:

Matter, tasks, hours, filings, notes.

Printable Paralegal Invoice Template

Best for:

Totals, approvals, signatures, dates.

How to Invoice as a Paralegal

Keep time clean, track costs, and bill by matter so clients know exactly what they are paying for.

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In 5 Steps:

Open or confirm the matter and log every task in 0.1 hour increments the same day.
Record disbursements like filing fees, copies, postage, and courier, and check local rules on tax.
Note any agreed retainer or deposit to trust with what it covers and when to top it up.
Generate the invoice, group entries by date and task, and attach receipts or court confirmations.
Send the invoice with payment options, apply any deposit from trust, and show the new balance.

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What to Include in a Paralegal Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number
Invoice date
Law firm name and contact
Paralegal name and certification
Supervising attorney name and bar number
Client name and billing contact
Matter name and matter number
Service period covered
Time rate and unit
Disbursements summary with receipt references
Retainer or trust account ID and current balance
Payment terms and methods and tax note, check local rules

Billing Scenarios for Paralegals

How to label charges so every invoice makes sense the moment your clients see it.

Matter setup fee; Retainer deposit

New matter opened with an upfront deposit.

Covers opening the file and funds work to start without delays.

Drafting time; Court e-filing fee

Court filing submitted through e-filing system.

Separates your time from the third-party fee so totals make sense.

Rush fee; After-hours premium

Work requested on a tight deadline or outside standard hours.

Signals schedule pressure and sets the right expectation on cost.

Courier charge; Service of process fee

Documents sent using a paid delivery or process server.

State whether tax applies and why, and check local rules. Apply tax only to the items that require it.

Travel time; Mileage

Trip to courthouse or records office for filings or pickups.

Breaks out time spent traveling and the per-mile cost.

Scanning and OCR; Bates stamping

Flags production work and the per-page effort.

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Standard services and fees for paralegals

Itemize labor, filing fees, postage, courier, document prep, and court filings with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Paralegal hourly work

Time

Any paralegal task time

Hours × hourly rate. Track by task code and write clear notes.

Drafting pleadings & motions

Time

Preparing court-ready documents

Hours × hourly rate. List document title, purpose, and status.

Discovery review & indexing

Time

Sorting and labeling productions

Hours × hourly rate. Note custodian, date range, and tags used.

Legal research

Time

Researching statutes or case law

Hours × hourly rate. Cite key sources in the entry.

E-filing prep & submission

Item

Submitting via approved e-filing portal

Each submission × unit rate. Attach confirmation; bill court fee as separate pass-through.

Client intake & onboarding

Time

New matter setup and conflicts check

Hours × hourly rate. Document KYC steps and required IDs.

Service of process coordination

Item

Arranging a process server

Each serve × unit rate. Third-party server cost is pass-through as billed.

Court filing fee advance

Item

Paying a court fee for client

Pass-through as billed. Add matter number and receipt for audit trail.

Certified mail & courier

Item

Sending originals or served docs

Pass-through as billed. Record tracking numbers in the notes.

Exhibit binders & tabs

Item

Taxable

Producing physical exhibit sets

Qty × unit cost × (1 + markup%). Label sets with case caption and index.

Save and reuse your paralegal services and fees

Create a free account and save service lists, filing fees, and courier charges once, so nothing gets retyped.

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Common Paralegal Invoicing Mistakes

If invoices get kicked back, it is usually for clarity, compliance, or proof. Simple fixes prevent disputes and keep cash moving.

Mistake

How to fix it

Vague descriptions that hide the actual task, causing client doubts and write-downs.

Describe the outcome and the action in a short sentence with a date and matter. Use plain words like draft, file, summarize, schedule.

Block billing that bundles multiple tasks into one long entry, making review hard.

Split entries by task and by day with separate time for each. Keep increments consistent such as 0.1 hours.

Verify the matter name and number before sending. Keep a master list and copy it into the header every time.

State whether tax applies and why, and check local rules. Apply tax only to the items that require it.

No supervising attorney listed, which can break firm policy and client guidelines.

Include the supervising attorney name and bar number on every invoice for that matter.

Charging for training time or internal rework, leading to disputes.

Do not bill learning time or fixes to your own errors. Capture only client work that advances the matter.

Paralegals Invoice FAQs

Billing help for legal research, drafting, e-filing, mileage, retainers, rush fees, and pass-through costs for U.S. paralegals and legal assistants. Clear answers.

What should my invoice include for paralegal services?

List task, date, time, rate, and who supervised you if required. If you use the Paralegal Invoice Template, keep sections for labor and expenses. Example: “Legal research: 1.8 hrs @ $65/hr = $117.00.”

Can I bill for e-filing and court fees?

Yes. Treat them as pass-through expenses with receipts. Example: “E-filing fee: actual cost $14.00; Court filing fee: actual cost $435.00.”

How do I price legal research vs drafting?

Use separate time entries. Research and drafting can have the same rate, but keep them distinct. Example: “Research: summary judgment cases: 1.4 hrs @ $60/hr; Draft: separate statement: 2.0 hrs @ $60/hr.”

Do I charge for mileage, parking, and postage?

Yes, if agreed in your engagement with the firm. Use the current IRS rate for mileage and list actual costs for the rest. Example: “Mileage to county clerk: 22 miles @ IRS rate; Parking: $9.00; Postage: $4.78.”

How do I apply a retainer on the invoice?

Show time and costs, then subtract the retainer balance. Keep a running balance and note the remaining trust funds. Example: “Subtotal $680.00; Retainer applied $500.00; Balance due $180.00.”

What about rush requests or after-hours work?

Set a rush uplift or an after-hours rate in your terms. Get written approval from the attorney. Example: “Rush preparation of trial binders: 3.0 hrs @ $75/hr plus 20% rush = $270.00 + $54.00.”

How do I bill court time and waiting?

Bill travel, on-site time, and waiting separately. Rules vary—check local rules. Example: “Travel to Superior Court: 0.7 hrs @ $60/hr; Court waiting: 1.3 hrs @ $60/hr.”

Can I pass through Westlaw or Lexis charges?

Yes, with transparency. Either pro-rate by search or bill the vendor’s per-document fee. Example: “Westlaw charge: 3 docs @ $8.50 = $25.50.”