Creating Retainer Top-Up or Replenishment Request

Modified on Tue, 9 Sep at 1:10 PM

A Retainer Top-Up Request ensures clients maintain sufficient funds in their retainer accounts to cover ongoing legal services. Follow these steps to set up and create top-up invoices in Legal Accounting.

Configure the Billing Group

Go to Admin > Billing > Billing Groups.
Open an existing billing group or create a new one for specific files.
Expand the Retainer Arrangement section.
Choose the Retainer Location, whether funds should be deposited into the Operating or Trust account.
(Optional) Enable File is on hold until retainer threshold is reached to automatically place files on hold when balances fall below the set threshold.
Set the amount requirement for the billing group, or if you want to set it by file, toggle on Set in individual files:
- Threshold: Minimum retainer balance before new entries can be made.
- Retainer Target (Required): Desired balance for the file, used to guide replenishment efforts.
- Retainer Minimum (Required): Minimum balance that triggers a replenishment request on invoices.
  NOTE: Retainer Target and Retainer Minimum must always match

Apply the Billing Group to a File

Go to Contacts > File Manager > Billing Settings.
Locate the file.
Go to Billing Settings section.
Assign the updated billing group to the file.
Set file-specific retainer requirements if needed.
Click Save.

Create a Top-Up or Retainer Replenishment Invoice

Go to Billing > Request Invoice.
Enter the file number and send the invoice to Review Charges.
Click the PDF icon to get the prebill or draft first. The invoice will display:
- The Retainer Amount line item.
- The Please Pay total, including charges, previous balances, and the new retainer request.
If you're ready to finalize, set the Action to Finalize then click Process.

Stop Retainer Requests

To stop automatic retainer requests, set the Retainer Arrangement values to 0 in either the Billing Group or the File Manager.