Following along in MyCase is recommended as you read the article.
Table of Contents
Overview
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.
Watch the video to learn how.
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.
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.
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 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 is where you can see the client’s available credit balance and how much has been used.
Click View to see details.
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 Credit History sub-tab.
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 Credit History on the client details page and via the main Transactions tab.
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 Credit History sub-tab.
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 withdrawal in the Credit History on the client details page and via the main Transactions tab.
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 as a refund.
Navigate to the client’s Contact Details.
Go to the Billing tab.
Select Credit History sub-tab.
Click View next to the remaining deposit(s) you want to refund.
Click Refund.
Enter the Refund Amount, Refund Date, Notes (optional).
Click Refund.
Please Note: Though the payment is marked as refunded, this is for bookkeeping purposes only and will NOT move funds.