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A prepayment (retainer) is an amount invoiced to the customer in advance, then deducted from their invoices. It’s linked to a matter, or to the customer only so it can be used on all their matters. It can cover fees, expenses or both (global).
- Prepayment management is turned on in Matter Setup (Activate Prepayment Mgt), with the prepayment items.
- Use Prepayment Before Payment makes the prepayment usable as soon as its invoice is posted; otherwise, only once the invoice is paid.
- On the Matter card (matter in progress) or on the customer card, choose Create Prepayment Invoice.
- Enter the fee amount, the expense amount or the global amount.
- Post the prepayment invoice that opens.
- On the matter’s proforma, a notification shows the available prepayment.
- Choose Apply Prepayment Matter and enter the amount to deduct: the matter prepayment is used first, then the customer’s.
- Post the proforma.
The deducted amount can’t exceed either the available prepayment or the proforma total. The history is available from Prepayment Entries on the matter card. To refund a prepayment, create a prepayment credit memo applied to its invoice.