Record an Invoice Payment by Trust Retainer

This article outlines how to record an invoice payment via your trust account.

You can access the Pay Invoices screen from:
- Quick Action
- Billing > Invoices
- Matters > Billing > Invoices
On the Pay Invoices screen that opens, in the Source field, click the radio button for Pay from Trust Account.
By default, the selection in the Payment section will be All, click the radio button to select from Client, Matter, or Invoice.
Enter, client name, matter name, or invoice number, as appropriate. If Trust Funds are available, the invoices will display below.
In the Received From section, enter the Payor name.
In the Memo field, enter a short description for the payment.
In the Date field, you can leave today’s date in place, or use the drop-down to click a different date.
In the Ref # field, enter a reference number, if desired.
In the description field, enter a description for your records, if desired.
Use the Method drop-down to specify the payment method.
Under the Deposit To section, use the Bank drop-down to click the appropriate bank.
From the invoices that display below, select the matter for which you want to record an invoice payment.
To show all the invoices for the matter, expand by clicking on the arrow to the left of the matter.

On the lower half of your screen, all unpaid invoices will be listed along with their balances.

By default all invoices will be checked. The applied credit amount will be applied in full from the first invoice onwards until the full payment is used up.
If you would like to edit the applied amounts, in the Applied Amount field, enter the portion of the payment you want to apply to any of the invoices.
At the top right of the section, click Pay Invoices.
The message box reads: Invoice payment has been applied. Your invoice(s) balance will be updated and a deposit will be recorded in the bank which was chosen.

Fields	Descriptions
Funds Drawn From
Bank Name	From Matters: 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. From Billing: Confirm the appropriate trust bank displays.
Date	You can leave today’s date in place, or use the drop-down to click a different date.
Pay To	Your firm name will auto-populate. You can change this, if needed.
Bank Balance	Displays the trust account balance.
Type	Defaults to Withdrawal.
Method	Use the drop-down to choose the method.
Ref #	Enter a reference number, if desired.
Memo	Use the drop-down to add a memo to the payment(s), if desired. Only the first 40 characters will be printed on the check.
Memo2	Add another memo to the payment. If you leave it blank, the system will automatically populate file# of different matters included in this transaction as a reference.
Funds Deposited To	Use the Bank drop-down to click the appropriate bank.
Summary Section	From Matters: When you select the invoice to which you have to apply funds, the system will automatically calculate the Applied Amount and Remaining Amount. From Billing: The Applied Amount will reflect the total of Trust funds being moved for all invoice payments.

In the upper right corner, click Receive Payment.
The Invoice Payment From New Client message box reads: Invoice payment has been applied.
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.

UpdatedMarch 15, 2025