Trust Replenishment

Trust Replenishment

Recurring Replenishment

When clients sign their engagement letter, they may consent to recurring replenishments in order to keep a balance in their trust account. When this is part of the engagement letter, it is imperative to have the client sign and submit the Payment Authorization form with their engagement letter. The client can use credit or debit cards or direct eCheck payments, as well as set a date the charge will take place. You can find a copy of the payment authorization form attached. 

If you would let to set up recurring replenishment after the engagement letter is signed, submit a ticket to finance under Category: AR/Collections Sub Category: Trust Replenishment. Finance will ensure the proper authorization is on file. If authorized, we will make the initial payment and set up recurring payments for subsequent months.

Cancelling Recurring Charges

We can set an 'end date' for recurring charges, or can stop them upon the attorney's request. If a client requests to end their automatic trust replenishment, we will not do so without attorney approval. 

Ad Hoc Replenishment

Clients may be requested to deposit funds into trust at any time, including: 
  1. Due to a large event coming up, such as mediation or trial
  2. Spotty or unreliable previous payment history with Gravis Law
  3. For a specific cost or settlement
When you need the client to pay a specific amount into trust, you have two options: 
  1. Submit a ticket to finance under Category: AR/Collections Sub Category: Trust Replenishment. If the client has paid into trust previously with their card, we may be able to process the payment automatically. We will need to know: 
    1. How much the client should pay
    2. If the client has agreed to the payment, or if we need to get consent 
    3. What the payment deadline is 
  2. Contact the client and take the payment 
    1. If you have a good relationship with your client and would like to initiate the trust payment yourself, you may do so by entering the payment information directly into LawPay. Steps to do so can be found in the Knowledge Base article Taking Payments. 

FAQ

  1. What is my client's trust balance? 
    1. See Trust Balance Inquiry
  2. How do I take a payment? 
    1. See Taking Payments
  3. I need to refund my client's trust payment. 
    1. See Trust Refunds

    • Related Articles

    • Trust Replenishments and Advance Fee Policy

      Summary Overview To ensure clients and attorneys have the most up to date information about their Trust accounts and advanced fees, Gravis Law created the following policy. Attached to this article is the PDF procedure, or how accounting and billable ...

    • Trust: Disbursement Approval Process

      Summary Overview When requesting a disbursement or release of funds from a Gravis Law trust account, there is a specific approval chain which must be followed depending on the amount to be released.  The goal is to mitigate risk of fraud and human ...

    • Applying Trust When Approving Invoice

      If the matter associated with the invoice has trust enabled on it (“Has Trust” is checked), then the attorney will be prompted whether they should apply trust funds to the invoice. This will appear even if there is no trust funds currently available. ...

    • Trust: Balance Inquiry

      Balance Inquiry During the month, a clients trust balance may fluctuate as costs are paid and payments are made by the client into trust. The Trust Ledger is updated in Power BI at least three times a month. Once before invoicing, once after ...

    • Trust & Escrow: Settlements, Disbursements, and "On Hold" Funds

      Summary Occasionally Gravis Law receives client funds which must be held in trust for a specific purpose outside of normal invoicing and client costs. We call these balances "Hold Funds" and include that reference tag in our internal procedures.  ...