Trust Accounting Tracking Features

Adding a Retainer/Prepayment

Under Operating Account & Time Tracking

Add a Retainer/Prepayment under the Operating Account & Time Tracking:

  1. Click on Books > Record New Payment

  2. Input the payment information into the New Incoming Payment window.

  3. Set the Case on which you want to enter the Retainer/Prepayment.

  4. Once you have input the Case name, you will be able to select the Payor. Be sure to select the correct payor. The amount of the Retainer/Prepayment can only be applied to Invoices whereby this Payor is the Bill To party.

  5. Ensure that you check the box which says Retainer/Prepayment. Selecting this will automatically create and attach this payment to a Placeholder Invoice for reconciliation purposes. Future invoices will pick up this overpayment as a balance forward.


When you go to the Operating Account & Time Tracking of the Case, you will see 2 line items created for the retainer. One is the Placeholder Invoice and the other should be the Payment applied to the Invoice. Moving forward, when you create Invoices in this Case, you will get an option to Apply Credit Balance to the invoices. This will apply the amount from the Retainer/Prepayment to the Invoice. You will get the Apply Credit Balance option on Invoices until the amount of the payment is all used up.

Under Client Account Ledger

Add a Retainer/Prepayment under the Client Account Ledger:

  1. Navigate to a Case File

  2. Click on $ > Client Account Ledger

  3. Click on Add Funds (Credit). When entering the payment, be sure to check the box which says: Retainer/Prepayment.

  4. Hit Save


Once you hit Save, you will see 2 entries for the posted payment. When you enter a Retainer/Prepayment , a Placeholder Invoice gets created. The Amount on the Placeholder is the amount of the payment. The Amount on the Invoice is ignored and the Invoice zeroes out. This leaves the payment applied to the invoice as a credit amount. The Retainer/Prepayment can be applied to Bills.