Client/Trust to Office Transfers
Overview
This guide explains how to transfer funds from a Client/Trust account to an Office account, either individually (single matter) or in bulk.
- A Client/Trust to Office transfer performs both:
- Client/Trust payment
- Office receipt
in a single process.
- Optional manual approval workflow is available for receipting invoices.
Quick Flow
- Access the Transfer Screen
- Review invoices to pay
- Confirm transfer details
- Complete payment details
- Process the transfer
- (Optional) Approve invoices if manual approval is enabled
Reversals or edits after the transfer require audit review. Always verify totals before processing.
Single Matter Transfer
| Step | Action | Notes / Callouts |
|---|---|---|
| 1 | Access Transfer Screen | Navigate to the relevant Matter → Client/Trust Ledger → select Client/Trust Cash Account → Client/Trust to Office |
| 2 | Review Invoices | Matter details are pre-populated. Outstanding invoices show: - Balance payable - Unpaid disbursements - Total invoice amount Optional actions: Remove invoice → Bin icon; View more details → Select Invoices |
| 3 | Confirm Transfer Details | Check: - Total to Transfer - Remaining Client/Trust Balance - Office Cash Account |
| 4 | Complete Payment Details | Confirm Date of Transfer, review/update Payment Method (auto-filled by default), enter/update Reason for Transfer |
| 5 | Complete Transfer | Click Transfer to finalise |
Bulk Client/Trust Transfers
| Step | Action | Notes / Callouts |
|---|---|---|
| 1 | Access Bulk Transfers | Navigate to Accountant Dashboard → Pending Transfers. Click the widget for the relevant Client/Trust account |
| 2 | Review Transfer Screen | Displays all matters with: - Client/Trust balance - Outstanding invoices Defaults: all invoices selected. Options: deselect all via top checkbox or select/deselect individual invoices Totals: - Client/Trust Balance = total matter balance - Available to Transfer = balance minus retained/allotted funds - Transfer Total = total selected for transfer Expand arrow → view invoice breakdown |
| 3 | Select & Adjust Transfers | Tick matters to include, untick invoices to exclude. Adjust transfer amounts by editing the invoice total field. Optional: apply filters to refine selection |
| 4 | Complete Payment Details | Defaults: Date = today. Select: - Office Cash Account - Payment Method - Reason for Transfer (auto-generated if blank) |
| 5 | Export Transfer Report | Click Export → downloads Excel report. Important: Only opportunity to generate this format; save for audit purposes |
| 6 | Process Transfer | Click Transfer to complete. To view previous transfers → click History in the Pending Transfers widget |
Client/Trust to Office Transfer Approvals
| Setting | Behaviour |
|---|---|
| Enabled | Transfers are automatically approved |
| Disabled | Manual approval required before receipting invoices |
Manual Approval Steps
- Navigate to the relevant invoice
- Open invoice
- Toggle Approved for Receipt → ON
- Confirmation: “Invoice approved for receipt”
- Approved invoices appear in Pending Transfers and can be viewed via Invoices → All Invoices (add Approved for Receipt column via filters)
Required Permissions:
- Users must have Approve Invoice for Receipt enabled on their profile
- UK / Ireland: Manual approval must be enabled under Firm Settings → Auto Approve Invoices for Receipt → Disabled
Best Practices
- Verify Total to Transfer and Remaining Client/Trust Balance to prevent over-transfer
- Review invoices carefully; use Select Invoices to validate invoice and disbursement details
- Ensure the correct Office Cash Account and Payment Method are selected
- For bulk transfers: double-check selected matters and invoices
- Export bulk transfer report before processing – only one opportunity
- Use filters in bulk transfers to refine large datasets and reduce errors
- Maintain clear Reasons for Transfer for audit trails
- Ensure Auto Approve setting aligns with workflow needs
- Verify users responsible for approvals have correct permissions
- Monitor Pending Transfers and process approved invoices promptly
- Adjust transfer amounts manually only when necessary and document changes clearly
- Need to reverse a Client to Office Transfer? Follow the Reversing Client to Office Transfer Guide