Trust Account Reconciliation Alert System
A done-for-you law firm automation built for the Trust Accounting Manager, connecting QuickBooks, Clio, and Slack so the work below happens on its own.
What this automation does, step by step
The automation runs a daily reconciliation check comparing trust account activity in the firm's accounting software against the ledger balances tracked in Clio, and the moment a discrepancy appears, whether it's a mismatched deposit or a disbursement that doesn't tie back to a client ledger, it automatically flags the account and alerts the trust accounting manager through Slack rather than waiting for the scheduled monthly reconciliation to catch it.
Each alert includes the specific matter, the amount involved, and the date of the discrepancy so it can be investigated immediately instead of requiring a manual line-by-line audit.
Resolved discrepancies are logged automatically in a Google Sheets audit trail for compliance records.
Catching trust accounting errors within a day instead of a month materially reduces the firm's exposure to a bar compliance violation, one of the most serious risks a firm can carry.
- QuickBooks Online or CosmoLex
- Practice management software (e.g., Clio, trust ledger)
- Zapier or Make.com
- Slack (discrepancy alerts)
- Google Sheets (audit trail)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without this system, a trust accounting manager manually pieces together information from different places, then has to relay it to everyone who needs it. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
Often built alongside this one
Matter Profitability & Unbilled Time Alert System
At the end of each week, this automation pulls every open matter the attorney has billed time to, compares total time captured against the retainer…
Vendor Invoice Approval & Payment Scheduling System
Every vendor invoice received by the firm (court reporter, process server, expert witness, office supplies) is automatically routed to the…
Retainer Balance Low Alert System
The automation continuously monitors each client's trust or retainer balance inside the billing platform, and the moment a balance drops below a…
Monthly Billing Invoice Auto-Generation
Throughout the month, as attorneys log billable time entries directly in Clio or TimeSolv, the automation automatically compiles every entry tied to…
Settlement Disbursement Checklist Automation
Once a settlement is marked approved in Clio, the automation automatically generates a disbursement checklist specific to that matter type, covering…
Client Cost Advance Tracking System
Every cost the firm advances on a client's behalf, filing fees, expert witness retainers, medical record requests, is automatically logged against…