How to Send Your First Invoice as a Solo Attorney (Step-by-Step)
You've done the work. Now you need to get paid.
For new solo attorneys, sending that first invoice can feel surprisingly intimidating. What should it include? How do you format it? What payment methods should you offer? How do you follow up without being awkward?
Here's the complete playbook.
What every legal invoice must include
At minimum, your invoice needs:
- Your firm information — firm name, attorney name, bar number, address, phone, email
- Client information — client name and billing address
- Invoice number — sequential numbering (e.g., INV-1001) for record-keeping
- Invoice date and due date — standard is Net 30 (due 30 days from invoice date)
- Matter reference — case name or matter number
- Itemized time entries — date, description of work performed, time spent, rate, amount
- Total amount due — subtotal, any adjustments, total
- Payment instructions — how to pay (check, bank transfer, credit card, etc.)
Sample invoice line items
Good time entry descriptions are specific and client-facing:
| Date | Description | Hours | Rate | Amount |
|---|---|---|---|---|
| 06/15 | Reviewed and analyzed opposing counsel's motion to dismiss; researched applicable case law | 1.5 | $350 | $525.00 |
| 06/16 | Drafted response brief to motion to dismiss | 2.3 | $350 | $805.00 |
| 06/17 | Telephone conference with client regarding case strategy | 0.3 | $350 | $105.00 |
Avoid vague descriptions like "Legal research" or "Work on case." Clients want to see what they're paying for, and detailed descriptions reduce billing disputes.
Billing in 6-minute increments
Most state bars expect attorneys to bill in 6-minute (0.1 hour) increments:
| Actual time | Billed time |
|---|---|
| 1-6 minutes | 0.1 hours |
| 7-12 minutes | 0.2 hours |
| 13-18 minutes | 0.3 hours |
| 19-24 minutes | 0.4 hours |
| 25-30 minutes | 0.5 hours |
A quick 3-minute phone call bills as 0.1 hours. This is standard practice and clients expect it.
Payment methods to offer
The faster you make it to pay, the faster you get paid. Offer multiple options:
Online payments (recommended)
Include a payment link directly in your invoice. Clients click, enter their card or bank info, and you're paid — often within 24 hours. This alone can cut your average collection time from 45+ days to under 7.
Traditional methods
- Check — still common with older clients, but slow (mail time + deposit time + clearing time)
- Bank transfer / ACH — include your routing and account numbers
- Zelle / Venmo — increasingly accepted for smaller invoices
Pro tip: Offer online payment as the default, with traditional methods as alternatives. Most clients will take the path of least resistance.
When and how to send invoices
Timing
- Monthly billing: Send invoices on the 1st (or last day) of each month for work completed in the prior month
- Matter completion: Send a final invoice within 1-2 business days of completing the work
- Retainer replenishment: Send when the retainer balance drops below a threshold
Delivery method
Email is standard. Send the invoice as a PDF attachment with a brief professional message:
Subject: Invoice INV-1023 — [Matter Name]
Dear [Client Name],
Please find attached the invoice for legal services rendered in [month]. The total amount due is $X,XXX.XX, payable by [due date].
[If you offer online payment: "You can pay securely online using this link: [payment link]"]
Please don't hesitate to reach out if you have any questions.
Best regards, [Your Name]
Following up on unpaid invoices
A simple follow-up schedule:
| When | Action |
|---|---|
| Day 1 | Send invoice |
| Day 14 | Friendly reminder email ("Just following up on invoice #X") |
| Day 30 | Due date reminder with firmer tone |
| Day 45 | Phone call to discuss |
| Day 60+ | Consider formal collection steps |
Most unpaid invoices aren't disputes — they're oversights. A polite reminder at day 14 resolves the majority of late payments.
Stop spending time on invoice formatting
If you're spending 15+ minutes per invoice formatting a Word document, calculating totals, and manually attaching payment instructions, you're doing too much admin work.
SoloFlow generates professional invoices from your tracked time entries in seconds — complete with automatic calculations, payment links, and email delivery. $29/month flat, 14-day free trial, no credit card required.