The attorney has selected a firm. The work starts, but the first invoice reaches an inbox that cannot approve it. Outside counsel administration handles the details between that selection and a functioning engagement. Use this checklist to give the firm a usable brief and establish how the relationship will be maintained.
Check Items as You Prepare. Your Checks Stay on This Page.
Capture the Engagement Decision
Have the responsible attorney confirm the selected firm, scope, conflicts process and approved fee arrangement. Record which entity is engaging the firm and who may authorize a change in scope. Keep the signed engagement terms and accepted billing instructions together. The relationship partner, daily matter contact and billing contact may be different people.
Check the First Invoice Early
Test the billing route before the first cycle. Confirm that the firm has the correct matter reference and that the reviewer can access the invoice. A small coding error can become a recurring problem if nobody checks the first bill.
| Item | Completion Evidence |
|---|---|
| Scope | Attorney approved assignment or engagement |
| Fees | Accepted arrangement and authorized exceptions |
| Access | Matter specific workspace permissions |
| Billing | Correct entity, matter reference and submission route |
| Communication | Status cadence and escalation contact |
Keep Administration Current as Work Changes
Agree how a proposed change in staffing, rates or scope will be approved. Keep the current terms with the engagement record, including any approved exception. A replacement matter attorney should be able to find the arrangement without asking the firm to reconstruct it.
When the engagement ends, ask the matter owner to confirm unfinished work. Coordinate the final billing review and return or transfer of records. Have the access owner remove permissions that are no longer needed, and retain the closing instructions with the matter.
Agree How the Work Will Be Delivered
CLOC’s 2026 findings identify outside counsel and vendor management as an ongoing operational priority. Describe the output the firm is being asked to deliver and the work the internal team will retain. If AI will be used, the responsible attorney should address permitted information use and review responsibilities as part of that discussion. Keep the agreed delivery method and fee arrangement together.