sboghossian Matter Budget Template
When to use this
Use this skill when outside counsel needs to provide a client with a matter budget for a specific engagement, or when an in-house team needs to evaluate and document the expected cost of a new matter before instructing external counsel.
Triggers:
- "Prepare a budget estimate for litigating [matter]."
- "Our outside counsel sent a budget — help me review and structure it."
- "I need a matter budget template aligned to UTBMS codes."
- "Draft a transaction budget for the [acquisition] deal."
Required inputs
| Input | Why it matters | Default |
|---|---|---|
| Matter name and description | Identifies and scopes the budget | Ask user |
| Matter type | Litigation / arbitration / transaction / regulatory / advisory | Ask user |
| Phase/task breakdown | Core structure of the budget | Use standard UTBMS phases for the matter type |
| Timekeeper levels available | Determines which rate tiers appear in the budget | Ask user or use standard tiers |
| Approved rates | Either from OCG rate schedule or quoted rates | Ask user |
| Jurisdiction | Affects expected disbursements (court filing fees, expert rates) | Ask user |
Optional inputs
- Billing code standard: LEDES 1998B, LEDES 2000, LEDES Timekeeper, or non-LEDES
- Budget format: fixed fee / time-and-materials / phased capped / hybrid
- Alternative fee arrangement (AFA): fixed fee per phase, success fee, blended rate
- Risk adjustment: probability-weighted scenario analysis
- Currency
Budget template — Litigation / Arbitration
Matter Information
| Field | Details |
|---|---|
| Matter name | |
| Client | |
| Counsel / Firm | |
| Budget date | |
| Budget period | [Phase 1 only / Through first hearing / Full case] |
| Governing law | |
| Assumed venue | |
| Budget type | Time-and-materials (estimated) / Capped / Fixed fee |
Phase and Task Budget
For litigation use UTBMS L-codes; for transactions use UTBMS A/P codes.
Phase L100: Case Assessment, Development, and Administration
| Task | UTBMS Code | Lead Timekeeper | Hours (est.) | Rate (USD/hr) | Estimated Fee |
|---|---|---|---|---|---|
| Initial case assessment | L110 | Partner | |||
| Fact investigation | L120 | Sr. Associate | |||
| Legal research | L120 | Associate | |||
| Case strategy and planning | L120 | Partner | |||
| Document management / organization | L140 | Paralegal | |||
| Phase L100 subtotal |
Phase L200: Pleadings
| Task | UTBMS Code | Lead Timekeeper | Hours (est.) | Rate | Estimated Fee |
|---|---|---|---|---|---|
| Draft complaint / statement of claim | L210 | Partner / Sr. Associate | |||
| Draft answer / defense | L210 | Sr. Associate | |||
| Preliminary motions / jurisdictional challenges | L210 | Partner | |||
| Phase L200 subtotal |
Phase L300: Discovery / Disclosure
| Task | UTBMS Code | Lead Timekeeper | Hours (est.) | Rate | Estimated Fee |
|---|---|---|---|---|---|
| Prepare / respond to document requests | L310 | Associate / Paralegal | |||
| Document review | L320 | Associate | |||
| Depositions / witness interviews | L330 | Partner / Sr. Associate | |||
| Expert reports | L340 | Partner (coordination) | |||
| Phase L300 subtotal |
Phase L400: Trial / Hearing Preparation and Trial
| Task | UTBMS Code | Lead Timekeeper | Hours (est.) | Rate | Estimated Fee |
|---|---|---|---|---|---|
| Pre-hearing motions / briefs | L420 | Partner | |||
| Witness preparation | L450 | Partner / Sr. Associate | |||
| Hearing attendance (days × daily rate) | L450 | Partner + Associate | |||
| Post-hearing brief | L460 | Partner / Sr. Associate | |||
| Phase L400 subtotal |
Phase L500: Appeal (if applicable)
| Task | UTBMS Code | Lead Timekeeper | Hours (est.) | Rate | Estimated Fee |
|---|---|---|---|---|---|
| Notice of appeal | L510 | Partner | |||
| Appellate brief | L510 | Partner / Sr. Associate | |||
| Oral argument | L520 | Partner | |||
| Phase L500 subtotal |
Disbursements / Expenses
| Expense category | UTBMS Code | Estimated amount | Notes |
|---|---|---|---|
| Court / tribunal filing fees | E112 | Confirm current fee schedule | |
| Expert witness fees | E119 | Estimate from expert | |
| Travel and accommodation | E110 / E111 | Economy class per OCG | |
| Document production / e-discovery platform | E101 / E106 | Per-GB pricing estimate | |
| Interpreters / translation | If applicable | ||
| Process server / enforcement fees | E112 | ||
| Other | |||
| Disbursements subtotal |
Budget Summary
| Category | Estimated amount | Notes |
|---|---|---|
| Phase L100 | ||
| Phase L200 | ||
| Phase L300 | ||
| Phase L400 | ||
| Phase L500 (if applicable) | ||
| Disbursements | ||
| Fees + Disbursements subtotal | ||
| Contingency (typically 10–15%) | ||
| Total estimated budget |
Key Assumptions
State all material assumptions on which the budget is based. The budget is only as reliable as these assumptions; if they change, the budget should be revised.
- This budget covers Phase [X] only / the full case through [award/judgment].
- No third-party disclosure order is required.
- Number of witnesses to be deposed/heard: [X].
- Document volume estimate: [X documents / GB of data].
- Expert witnesses: [X experts in [X fields]; budget does not include expert fees unless separately stated].
- Settlement discussions: this budget does not include costs of mediation or settlement negotiation.
- Regulatory or parallel proceedings: not included unless specified.
- The other side does not bring a counterclaim of material complexity.
- Rates are per the approved rate schedule as at [date]; rate adjustments will be addressed by amendment.
Budget Update Triggers
Outside counsel undertakes to notify the client promptly if:
- Actual costs in any phase approach 80% of the phase budget
- An event occurs that materially changes the scope or complexity of the matter
- The matter proceeds to a phase not originally budgeted
Budget revisions require written agreement from the client before the new budget ceiling is exceeded.
MENA considerations
- Expert witnesses in UAE / KSA courts: court-appointed experts are common and can significantly affect the budget; include a line for responding to court expert reports.
- Arabic translation costs: all documents submitted to UAE or KSA courts must be in Arabic or translated with a certified translator; translation costs can be substantial for document-heavy cases.
- DIAC / ADCCAC arbitration fees: arbitration institution fees in MENA are calculated as a percentage of the claim amount; include institutional fees as a separate line item.
- Travel costs for MENA-based hearings: regional hearings in Dubai, Riyadh, or Beirut involve international travel for international counsel teams; estimate realistically.
Common mistakes
- Omitting the assumptions section: a budget without stated assumptions is meaningless; counsel will always find a reason why costs exceeded budget if assumptions are not pinned down.
- Not including disbursements: attorney fees are always presented; disbursements (expert fees, filing fees, translation) can add 20–40% to the total cost.
- No contingency: all litigation budgets should carry a contingency; absent one, the first complication produces a budget overrun.
- Not updating the budget when scope changes: a budget issued at case inception should be revised at each phase gate; use budget update triggers to formalize this.
Related skills
- [[prompt-pack-legal-budget-forecast]]
- [[prompt-pack-legal-invoice-review-checklist]]
- [[prompt-pack-outside-counsel-guidelines]]
- [[prompt-pack-legal-department-kpi-dashboard]]
- [[prompt-pack-matter-closing-procedure]]