Outside Counsel Rate Card and Discount Policy Kit

Rates drift when nobody owns the policy.

This kit installs a simple rate card and discount policy so:

• timekeeper rates are governed
• discounts are consistent
• rate increases require approval
• exceptions are visible and limited

This is not legal advice. It is spend governance.

What you will produce

1. Rate card by role and level
2. Discount policy and exception rules
3. Annual rate increase review process
4. Rate exception request template

Beginner-safe definitions

Rate card: a standard list of allowed hourly rates by role and seniority.

Discount: a negotiated reduction from standard rates or list rates.

Exception: any rate or discount outside your policy.

Step-by-step implementation

Step 1: Define standard roles

Keep roles simple so invoices can be reviewed:

• partner or senior counsel
• associate
• paralegal
• analyst or support

Step 2: Set target rates by tier

Create 2–3 tiers (standard, strategic, specialist).

Step 3: Define discount policy

Example policy rules:

• standard discount expectations by vendor tier
• no “special” discounts without an approval trail
• clear treatment of blended rates if used

Step 4: Define annual increase rules

Make it explicit:

• vendors must submit increases by a deadline
• increases require a written justification
• approvals are centralized

Templates

A) Rate card (copy and paste)

Copyable template (TEXT)
Copy
Outside Counsel Rate Card

Owner:
Effective date:

Standard tier rates (per hour)
- Partner or senior counsel: $__
- Associate: $__
- Paralegal: $__
- Analyst or support: $__

Strategic tier rates (per hour)
- Partner or senior counsel: $__
- Associate: $__
- Paralegal: $__
- Analyst or support: $__

Specialist tier rates (per hour)
- Partner or senior counsel: $__
- Associate: $__
- Paralegal: $__
- Analyst or support: $__

Invoice rule:
- Any rate above the tier rate is non-compliant unless approved in writing.

B) Discount policy (copy and paste)

Copyable template (TEXT)
Copy
Discount Policy

Standard tier:
- Target discount: __ percent
- Minimum discount: __ percent

Strategic tier:
- Target discount: __ percent
- Minimum discount: __ percent

Specialist tier:
- Discounts negotiated per matter; must be approved in writing.

Exception rules:
- Any discount below minimum requires Finance approval.
- Any blended rate must be documented and approved.

C) Rate increase request (copy and paste)

Copyable template (TEXT)
Copy
Annual Rate Increase Request

Vendor:
Requested effective date:
Current rates:
Proposed rates:
Percent increase:
Justification:
Client value delivered (brief):
Approver:
Decision:

Common failure modes

• vendors use custom titles that hide seniority
• invoices do not list timekeeper level, so rates cannot be checked
• increases are approved informally and become permanent