Following along in MyCase is recommended as you read the article.
Non-trust retainers or Credits are used when a firm receives funds in its operating account that have not yet been earned or billed for. In MyCase, these funds can be deposited as Credits and used for record-keeping or applied to future invoices.
Enable Non-Trust Retainers and Credit Accounts in Your Settings
Note: You must be an Admin on your account to enable this function.
Click the Settings button.
Click on Client Billing & Invoice Settings under Firm Settings.
Select Edit Preferences, then check the box to 'Enable' Non-Trust Retainers and Credit Accounts.
Once enabled, you will see a Deposit into Credit button on your Billing Dashboard. You will also see a Deposit into Credit button on the contact's Billing tab, in Transaction History, when Operating is selected in the Bank Account drop-down.
Non-Trust Retainer Requests
In MyCase, you can request non-trust retainer funds online through the Client Portal. This feature is designed to be quick and easy for any billing user to request them.
To request non-trust retainer funds online, click the Request Funds icon on your Billing dashboard.
Your client will receive an email with a customized payment request and a View Request button.
When the client clicks the email link:
Logged into Client Portal: Opens a payment page for Credit Card or eCheck.
Not logged into Client Portal (but enabled): Opens a payment page for Credit Card. To pay via eCheck, they can click the Pay with eCheck link and log in.
Client Portal not enabled: Opens a direct payment page for Credit Card payment.
Note: You can also send reminders for any outstanding requests from outside the Client Portal.
To collect funds directly into the operating account without an invoice or the Non-Trust Retainers and Credit Accounts setting, see Quick Charge. These deposits appear in the contact's Billing tab, in Transaction History, when Operating is selected in the Bank Account drop-down.
Receiving Payments from Non-Trust Credit
If your contact has available funds in their credit account, you can apply their credit funds to an invoice. You can also show the credit summary or full credit history on the invoice to show your client where their money was applied and how much they have left.
You can apply their non-trust retainer or credit to an already-created invoice.
Open the invoice by going to the Billing tab and selecting Invoices.
Click the Record Payment button.
Select From Credit Account.
Select your client's name from the Select User Account dropdown, which shows their available balance.
Type in the Amount you would like to apply to the invoice.
Click the Make Payment button.
Accessing Credit Activity in Transaction History
You can review a client’s credit history to see how much prepaid credit the client has available, what’s been used, and what remains. This helps them ensure accurate billing, answer payment-related questions, issue refunds when needed, and confirm that all transactions are recorded correctly.
To view a client's credit history:
Navigate to the client’s Contact Details.
Go to the Billing tab.
The default Transaction History tab combines the former Trust History and Credit History sub-tabs. The Billing sub-tabs are now Transaction History, Requested Funds, Invoices and Trust Allocations.
In the Bank Account drop-down, select Operating. The list shows the client’s credit activity, including the available credit balance and how much has been used. The contact’s left panel also shows the Non-Trust Credit Balance.
Click View on the far right of the transaction's line item to see details.
After selecting the checkbox for "Credit History Only", you will then see the option to Export PDF to export the Credit History.
Making Deposits into Credit Account
You can record a retainer from a client that is held until it is earned.
Navigate to the client’s Contact Details.
Go to the Billing tab.
Select the Transaction History sub-tab.
In the Bank Account drop-down, select Operating.
Click Deposit into Credit.
Select Payment method, input the date, the amount of the deposit, and enter notes (optional).
Click Deposit funds.
Then, click Confirm Deposit.
You can view the deposit in the sub tab Transaction History (Bank Account: Operating) on the contact's Billing tab and via the main Transactions tab. Deposit into Credit requires the Non-Trust Retainers and Credit Accounts setting. Deposits directly to the operating account that do not use an invoice or this setting are supported through Quick Charge (see Quick Charge) and also appear in Transaction History (Operating).
Making Withdrawals from Credit Account
You can transfer funds from the client's credit account to the firm's operating account after the firm has earned the money.
Navigate to the client’s Contact Details.
Go to the Billing tab.
Select Select the Transaction History sub-tab.
In the Bank Account drop-down, select Operating.
Click Withdraw from Credit.
Select the Credit Account for withdrawal.
Select the date, if different from the default.
Enter the Amount.
Add Notes (optional).
Click Withdraw.
You can view the withdrawals in the sub tab Transaction History (Bank Account: Operating) on the contact's Billing tab and via the main Transactions tab. Withdraw from Credit requires the Non-Trust Retainers and Credit Accounts setting.
Please Note: Though the credit balance has lessened with a withdrawal, this is for bookkeeping purposes only and will NOT move funds.
Refunding from Credit Account
When a client has a remaining balance in their credit account that needs to be returned to them, you can issue it as a refund.
Navigate to the client’s Contact Details.
Go to the Billing tab.
Select the Transaction History sub-tab.
In the Bank Account drop-down, select Operating.
Click View next to the remaining deposit(s) you want to refund.
Choose online, or offline as needed.
Enter the Refund Amount, Refund Date, Notes (optional).
Click Refund.