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Record an Invoice Payment by Trust Retainer

You can pay invoices from your trust retainer in two places:

  • Matters (for a single matter)
  • Activities (for single and multiple matters)

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From Matters

To apply trust funds to one or more invoices for a single matter:

  1. From the left navigation panel, click Matters.
  2. On the Matters screen, double-click the matter, or single-click it, then from the toolbar, click Details.
  3. From the Matters Details left navigation, click Billing.
  4. From the tabs atop the Billing screen, click Invoices.
  5. Beneath the toolbar on the Invoices screen, if the Applied Filters field does not display Status = Unpaid, use the Filter panel to select it.
  6. Single-click the invoice to which you want to apply a payment, highlighting it.
  7. From the toolbar, click Invoice Payment Using > Existing Trust Retainer
    The Invoice Payments from Existing Trust Retainers screen opens.
  8. Under the Funds Drawn From section, in the Bank Name field, the trust bank assigned to the matter will appear. If you have assigned more than one trust bank to the matter, they will display within the drop-down menu. 
  9. In the Date field, you can leave today’s date in place, or use the drop-down to click a different date. 
  10. In the Pay To field, enter your firm’s name. The Bank Balance field displays the trust account balance. 
  11. In the Amount field, enter the payment amount.
    The Remaining field indicates the remaining trust balance after the payment and updates based on the amount you enter.
  12. Type field will default to Deposit but can be changed as needed.
  13. In the Ref # field, enter a reference number, if desired.
  14. In the Method field, use the drop-down to choose the method.
  15. Use the Memo and Memo2 drop-downs to add memos to the payments, if desired. If left blank, Memo2 displays the matter count.
  16. Under the Funds Deposited To section, use the Bank drop-down to click the appropriate bank. 
  17. In the Applied Amount field, enter the portion of the payment you want to apply to this invoice.
  18. In the upper right corner, click Receive Payment.
    The Invoice Payment From New Client message box reads: Invoice payment has been applied.
  19. Click OK
  20. Repeat steps 17 – 19 for any remaining invoices to which you want to apply payment.
  21. The Invoice screen updates with the new invoice balances.

From Activities

You can apply trust funds to multiple matters and clients.

  1. From the left navigation panel, click Activities.
  2. From the Activities left navigation, click Invoices.
  3. Beneath the toolbar on the Invoices screen, if the Applied Filters field does not display Status = Unpaid, use the Filter panel to select it. 
  4. From the toolbar, click Invoice Payment Using > Existing Trust Retainer
    The Invoice Payments from Existing Trust Retainers screen opens. Here you will see all open invoices on Matters holding Trust funds.
  5. Under the Funds Drawn From section, in the Bank Name field, confirm the appropriate trust bank displays.
  6. In the Date field, you can leave today’s date in place, or use the drop-down to click a different date.
  7. In the Pay To field, your firm name will auto-populate. You can change this, if needed. 
  8. Type field will default to Deposit but can be changed as needed.
  9. In the Method field, use the drop-down to choose the method.
  10. Use the Memo and Memo2 drop-downs to add memos to the payments, if desired. If left blank, Memo2 displays the matter count.
  11. Under the Funds Deposited To section, use the Bank drop down to click the appropriate Operating bank to which the funds must be moved. 
  12. In the Funds Applied To section, to the far right of the matter’s invoice, check the box beside all invoices you want to pay. 
  13. In the Applied Amount field, it will automatically default to the total outstanding invoice amount. If a particular Matter doesn’t have the necessary Trust funds to pay off the invoice in full, it will apply whatever is available in trust for that Matter.
  14. In the Summary section, the Applied Amount will reflect the total of Trust funds being moved for all invoice payments. 
  15. In the upper right corner, click Receive Payment.
    The Invoice Payment From New Client message box reads: Invoice payment has been applied.
  16. Click OK.
    The Invoice screen updates with the new invoice balances.

Important to Know

  • You can click the Funds Applied To column headers to sort the columns.
  • When you select a matter from the list, the system applies its available trust funds to its unpaid balance if such funds exist.
  • As a default, payments apply to the oldest invoice first. Use the pencil icon to override this setting.
Updated on January 21, 2022

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