Office to Client/Trust Transfer
Overview
This guide explains how to process an Office to Client (Trust) transfer from a matter.
This process is typically used by the accounts team to move funds from an Office account to a Client/Trust account, rather than raising a requisition.
What is an Office to Client Transfer
An Office to Client transfer moves funds from the firm’s Office ledger to a Client/Trust account linked to a matter.
Common uses:
- Returning funds to client account
- Correcting postings
- Moving credit balances
Why Use This Process
- Allows direct transfer without raising a requisition
- Ensures accurate movement of funds between Office and Client ledgers
- Provides a clear audit trail of the transaction
This should only be completed by authorised users (e.g. Accounts team).
Creating an Office to Client Transfer
Step-by-Step
- Navigate to the Matter
- Select Office Ledger
- Click Office to Trust Transfer
Transfer Screen Overview
| Field | Description |
|---|---|
| Office Credit Funds Balance | Displays available funds in the Office account |
| Credit Note Balance | Displays any available credit notes |
| Office Account | Select the source Office account |
| Destination Account | Select the Client/Trust account |
Entering Payment Details
- Select the Office Account (source)
- Select the Client/Trust Account (destination)
- Enter the following details:
| Field | Required Action |
|---|---|
| Date | Enter transfer date |
| Amount | Enter transfer value |
| Payment Method | Select method (e.g. bank transfer) |
| Reason | Provide clear description for audit trail |
Completing the Transfer
- Click Transfer
The transaction is now posted between the Office and Client/Trust accounts.
Managing & Reviewing Transfers
The transfer will appear in both:
- Office Ledger
- Client/Trust Ledger
Can be reviewed as part of matter financial history
Supports audit and reconciliation processes
Always double-check account selection before posting, as transfers impact both ledgers.
Best Practices
| Do | Don’t |
|---|---|
| Confirm available Office balance before transferring | Attempt transfer without sufficient funds |
| Select the correct Office and Client accounts | Post to incorrect accounts |
| Enter a clear reason for the transfer | Leave descriptions blank |
| Ensure transfers are completed by authorised users | Allow unauthorised processing |
| Review transactions post-transfer | Assume posting is always correct |
| Use this process for direct transfers only | Use instead of requisitions where not appropriate |
Need to reverse a transfer? Follow the Reversing Office to Client Transfer guide.