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Manage Evergreen Retainers

With our Low Retainer Reminder tool, you can track low retainer balances, also known as evergreen retainers, and generate replenishment reminders for clients. 

Alert

Before emailing low retainer reminders from CosmoLex, we recommend reviewing the low retainer reminders email template under Setup > Firm Settings > Email Templates > Email Invoice. Learn more about editing email templates.

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Setting Minimum Retainer Requirement

You can set a Minimum Retainer Balance Required when you add or edit a matter.

To set the minimum amount:

  1. From the left navigation panel, click Matters.
  2. On the Matters screen, begin the process to add or edit a matter.
  3. On the Add Matter or Edit Matter screen, click Advanced Settings.
  4. On the Advanced Settings section, in the Billing Info tab’s Options section, check the box beside Minimum Retainer Balance Required.
  5. Enter the minimum balance.
  6. In the upper right corner, click Save.

Low Retainer Reminder

The system flags matters with low retainer requirements once they meet the threshold you have set. You can use this feature to email retainer reminders to all clients at once.

To send out Low Retainer Reminders:

  1. From the left navigation panel, click Matters.
  2. From the toolbar atop the Matters screen, click Action > Low Retainer Reminder(s).
    The Low Retainer Reminder(s) screen opens, displaying key information regarding your matters with low retainers.

    Note

    You can update the client’s email address from this screen, if needed.

Reminder Letter Date
  • Today’s date
Only show replenish amounts higher than *
  • If you want to include only those matters that fall above a certain replenishment amount, enter that amount here, then click Show/Update to refresh the list.
Round replenishment amount to nearest $100
  • To round the replenishment amount to the nearest $100, check this box, then click Show/Update to refresh the list.
  1. Check the boxes to the left of those clients for whom you want to email retainer reminders. 
  2. In the lower right corner, click Email.
  3. Make edits to the Low Retainer Reminder email template, if desired. The fields in brackets will auto-populate based on the applicable matters.
Note

Any templates changes made on this screen impact only this email. Otherwise, you can customize your reminder letter template.

  1. In the lower right corner, click Send.
    The system emails each client a retainer reminder with their specific matter’s information and sends a copy to the firm’s email address.

For additional information, see Insufficient Retainer Balances Report.

Updated on May 24, 2022

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