How to Invoice for Legal Support Work: A Practical Guide

Why Invoicing Matters

When you provide paid legal support — whether as a freelance paralegal, a McKenzie Friend, or an experienced informal helper — invoicing is not just an administrative formality. It is the mechanism by which your contribution is formally recognised, your rate is confirmed, and your right to payment is established. A well-structured invoice also provides a contemporaneous record of the work done, which is invaluable if there is ever a dispute about what was agreed or what was delivered.

What UK Law Requires on an Invoice

If you are VAT-registered, your invoices must comply with HMRC's requirements for VAT invoices. If you are not VAT-registered (which is the case for most individuals providing informal legal support), the requirements are less prescriptive, but a professional invoice should include:

• Your full name and address
• The client's full name and address
• A unique invoice number
• The date of the invoice
• A description of the services provided
• The period covered by the invoice
• The number of hours worked (broken down by task if possible)
• Your hourly rate
• The total amount due
• Your bank details for payment
• Payment terms (e.g. "Payment due within 14 days")

Timekeeping: The Foundation of Accurate Invoicing

The most common mistake made by people new to billing for professional time is failing to record their time contemporaneously — that is, as they go, rather than trying to reconstruct it at the end of the month. Reconstructed time records are invariably incomplete and, if challenged, difficult to defend.

The standard unit of time in legal practice is six minutes (one-tenth of an hour). Every task is rounded up to the nearest six-minute unit. This means:

A simple spreadsheet with columns for date, task description, time units, and cumulative total is sufficient for most informal legal support arrangements. Our Timekeeping & Invoicing Solution upgrade{:target="_self"} (£19.99) provides a ready-to-use template with all of this built in, along with an invoice template and guidance on record retention.

A Sample Invoice

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INVOICE

From: [Your Name], [Your Address]

To: [Client Name], [Client Address]

Invoice Number: 001

Date: [Date]

Period: [Start Date] to [End Date]

Payment due within 14 days. Bank details: [Sort Code] [Account Number]

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Getting Paid

The most effective way to ensure prompt payment is to agree payment terms in writing before the work begins, invoice regularly (monthly is standard), and follow up promptly if payment is not received by the due date. The Late Payment of Commercial Debts (Interest) Act 1998 entitles you to claim statutory interest on overdue invoices — currently 8% above the Bank of England base rate — which provides a useful lever if payment is delayed.

For a complete invoicing and timekeeping solution, including templates, guidance, and a record-keeping system, see our Timekeeping & Invoicing Solution upgrade (£19.99).