This is a LeanLaw Pro exclusive feature.
Evergreen retainers are business arrangements with clients that requires a minimum balance in the client trust account. The minimum amount is reflected on invoices (in the trust memo), and in trust reports. Evergreen retainers in LeanLaw require manual replenishment, as there is no automated process. Clients need to be notified about replenishment manually using the Trust Request feature.
Note: Using Evergreen Retainers requires that your firm already be set up to track trust payments/deposits in LeanLaw. If you have not already done so, here is how to connect your trust account.
1. Enable Evergreen Retainers
This feature is disabled by default, so to get started you'll need to enable it. You can find it in the Trust Accounting section of your settings. Click the "Enable Evergreen Retainers" checkbox, save your changes, then you're ready!
2. Set the Evergreen Amount
Navigate to a Matter that you'd like to apply an Evergreen Trust amount for, then go to the QuickBooks tab. The form on that page contains the Evergreen amount, which can be edited to any amount, or removed.
Once the amount has been entered, click "Save."
3. Trust Memo
Invoices for clients that have trust balances will include a "retainer information" section in the invoice memo field. The text that is included is different for clients that have an evergreen amount set. However, it is important to note that the "memo" field is calculated by QuickBooks and is primarily for cosmetic purposes. For accurate financial data, refer to the Trust Summary or the client’s trust ledger in LeanLaw.
View or modify the text under Settings > Trust Accounting, by clicking on the Evergreen tab in the Invoice Trust Notice section, towards the bottom of the settings page. The default notice is shown here and can be edited by clicking "Customize".
4. Trust Report
When an Evergreen amount is defined for a client, another column with the amount will appear on the trust report. In addition, you can check the "Below Evergreen" box in the filters to view only matters with a trust account that is below the Evergreen amount you defined. For best practices, always use Trust Requests to manage replenishments and ensure accurate invoicing by comparing data in the Trust Summary with the memo fields when needed. A "Below Evergreen" filter ensures that clients with insufficient account balances are promptly identified for action. Additionally, ongoing management of retainer balances involves issuing Trust Requests, manually notifying clients for replenishment, and checking Trust Summary or the client’s trust ledger in LeanLaw for accurate financial records.
