Where to note fee quotes and/or retainers in Acumin so they are visible to leverage when billing

QUESTION: Is there a way to note quotes and/or retainers in Acumin?  Preferably in such a way that we can see them while we’re in the process of invoicing?

RESPONSE: There are a couple of options. For a soft quote that has visibility we would recommend including the information with the invoice instruction field in matter properties – Billing & Receivables – Invoice Instruction tab. The content is visible when the invoice properties is first launch as well as from within invoice properties.

For a hard quote (a fee limit) where the excess is automatically treated as a discount once the life-to-date fee limit for the matter is reached, you can use the “Fee Limit” option in matter properties - Billing & Receivables - matter planning sub-tab (bottom section). In this case we recommend that you set the fee limit in the Acumin Training database, so you do not do it in the real database for the first time.

For retainers you can use the retainer field in matter properties - other details tab - to set the amount, as well as segment your general pooled trust account internally to separate retainers from other trust funds for improved visibility. If licensed with BPR rules you can workflow an email process to replenish the retainer in trust and also related to the fee quote or limit (usage). This is more of a process leveraging several tools and BPR rules in Acumin which may require process engineering and training services beyond the scope of support. 

Let us know if you need additional information on any of these initiatives