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      1. Steno Videographer Help Center
      2. General

      Steno Billing & Materials Submission Guidelines

      Familiarize yourself with how to bill Steno and submit your video materials after your job.

      Table of Contents:

      Billing Steno for Services

      Invoice Requirements

      • Invoice Requirements:

        • You MUST include the Job ID on all invoices. 

        • All line items must be itemized.

        • Include the total billable hours with the applicable hourly rate.

        • All invoices must be saved as PDF files before submitting.

        • When billing a minimum, please include the minimum hours and applicable rates.

      • Travel Fees:

        • All travel expense estimates must be communicated to our Video Scheduling Team before final job confirmation.

          • Exception: Incidentals, such as parking, do not require advance communication and approval. 

        • All travel costs must be accompanied by a receipt when applicable.

      ➡️ Click here to download our sample invoice.

      CANCELLATIONS:

      • Policy:

        • Steno considers a late cancellation to be any job that cancels after 5 pm local time to the proceeding, the business day prior.

      • Jobs Canceled Day Before:  
        • If the client cancels multiple jobs for the same day, Steno will pay at most one cancellation for the entire day, regardless of the number of jobs or sessions. Steno considers cancellations to be billed daily, not per job number or witness. If you are scheduled for back-to-back jobs and at least one of them proceeds, we will not accept cancellations for the jobs that do not.
      • Remote Jobs Canceled Day Of Proceeding: 
        • If multiple remote jobs are canceled the day of, Steno will pay one cancellation total for the day. If you are scheduled on back-to-back jobs and at least one goes forward, we will not accept cancellations for the jobs that do not.
      • In-Person Jobs Canceled Day of Proceeding: 
        • If multiple in-person jobs are canceled the day of, Steno will pay one cancellation per am/pm session for a total of two cancellations. We will only pay one cancellation for multiple jobs within the same session. If you are scheduled back-to-back jobs and at least one goes forward in a session, we will not accept cancellations for the jobs that are not in that session.
      • Wait Time: 
        • If you are present for an in-person or remote deposition and the client requests that you wait, we will pay for wait time from the scheduled start time to when you are released or when the job actually begins. Time in between jobs does not qualify as wait time. If a job is billed as a cancellation, we will not accept wait time charges in addition to the cancellation fee.
      • Back-to-Back (B2B) Jobs: 
        • Jobs included in a Back-to-Back should be on separate invoices by Job ID. Billing minimums should not be applied on a per job basis. Costs should be handled as though they are all the same job, with costs split across invoices.
      • Billing for Certificate of Non-Appearance (CNA):
        • If counsel declined video services for the CNA, you may bill for time worked but not for any media fees.
        • If counsel requested a video of the CNA, you may bill as usual.

      PAYMENT:

      • We endeavor to pay as quickly as possible. While most payments are processed within a few business days of invoice submission, please allow 10 business days for payment.

      • Our payments are processed through bill.com. Upon submitting your first invoice, you will receive an invitation from our accounts payable department to create and link an account through bill.com and submit your W9.

      Turning In Your Materials

      After you complete your job, you are expected to email all materials, including your Video Worksheet, invoice, and video files (if applicable*), to concierge@steno.com. 

      Video files are only required for in-person jobs or when specifically requested in advance.

      If you are doing multiple jobs for us, materials for each job should be sent in separate emails, one email per Job ID. Please do not include job materials for multiple jobs in one email, as they may get missed. 

      Material Turn-in emails must include the Steno Job ID in the subject line.

      Material Requirements:

      Naming Conventions

      • All materials must include the Job ID.

      • Save & Name the Worksheet PDF as:

        • STENO Job [JOB ID] - [Your FULL Legal Name] - [DATE: YYYY.MM.DD]

      • Include the worksheet PDF with your corresponding video files (if applicable).

      • Submit all files to concierge@steno.com within two (2) business days (unless expedited).

      Expedited Jobs: If attorneys request an expedited order, files must be submitted ASAP.

      FAQ

      Why does bill.com charge fees?

      Creating a Bill.com account is entirely free—there are no monthly, annual, or per-transaction fees. However, Bill.com may promote additional features via marketing emails, some of which do include fees. We recommend avoiding the following optional services:

      • Instant Transfer – You may receive an email offering to receive payments a day early through Instant Transfer. This feature typically comes with a fee.
      • Vendor Direct / Virtual Card – Avoid enrolling in Vendor Direct, as it issues payments via a virtual gift card. Most users encounter issues redeeming the funds and must contact Bill.com support to cancel the card and request a reissued payment.
      • Loan Offers – Bill.com may offer personal or signature loans. We advise you not to engage with these offers unless you have a specific need and fully understand the terms.

      Do I need to edit my video recording?

      No, you do not need to edit your recording. Please only send us your uncut video files. Steno will edit your video recording and produce the final video for the client. 

      When should I turn in my materials?

      Non-expedited orders:

      All materials must be submitted to Steno (concierge@steno.com) within two (2) business days of the job date. 

      Expedited orders:

      All materials must be submitted to Steno (concierge@steno.com) as soon as possible, no later than one business day after the job date. 

      What video specs does Steno require?

      Please record your video accordingly:

      • MP4 format

      • 1080p

      • 30fps

      • Timecode burned into the video

      How do I submit updates to my rate card?

      If your rates have changed, please email your updated rate card as soon as possible, so our team has time to review and approve before your next job.

       ➡️ Click here to download our sample rate card. 

      📝 PLEASE NOTE: We do not accept invoices with rates that differ from the latest agreed-upon rate sheet. Updated rate cards must be submitted to Steno before invoice line item charges are updated.

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