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. 

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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 by clicking on the pencil icon, 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.

3. In the Send Invoices By section, select whether you would like to send invoices by Email, Text Message, or Both.
4. Check the boxes to the left of those clients to whom you want to send low retainer reminders. 
5. In the lower right corner, click Next.
6. On the Low Retainer Reminder(s) screen:
   • For Emails: Edit the reminder email text and formatting, as needed. You can also change the email template settings at the firm level.
     Note

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

     

   • For SMS: You can edit the Editable message body, if needed. Do not edit the bracketed field [#LINK_TO_INVOICE_REMINDER#].

6. In the lower right corner, click Send.

For additional information, see Insufficient Retainer Balances Report.