Trust Operations

Trust Operations is the firm-wide trust ledger. It renders the same unified trust ledger as the per-matter Trust tab — one sortable row per trust ledger entry (receipts, payments, transfers, reversals) — but across every matter, with a durable per-firm entry number (”#”) that stays fixed when you sort or filter. It is also the canonical surface for creating, reversing and correcting multi-matter trust transactions (one deposit or cheque split across several matters).

The ledger

One row per trust ledger entry, firm-wide, with the unified column model: Date · # · Type/Acct · Party/Matter · Method/Ref · Description · Receipts / Payments / Reversals · Balance. Sort by Date, #, Type, trust account or Matter; filter by Type and trust account. The running Balance is the per-trust-account chronological balance and ties to the consolidated trust ledger and the General Ledger.

• Per-row Matter link — every row shows and links to the matter it belongs to.
• Multi-matter rows — an allocation of a multi-matter receipt or cheque appears as its own per-matter row tagged with a teal Multi-matter chip; click it to see the parent transaction and every sibling allocation.
• Detail popover (the ⓘ button) — Status, full method, reference, notes, reconciliation and FX detail without leaving the table.

Exporting the ledger

Export ▾ (top-right of the ledger) downloads the ledger as CSV or PDF. The file uses the exact on-screen column model in order — Date, #, Type, Account, Party, Matter ID, Method, Reference, Description, Receipts, Payments, Reversals, Balance — followed by a totals row that matches the on-screen footer. The same Export control appears on the per-matter Trust tab and downloads that matter’s full trust ledger.

The export is the full scope shown (firm-wide on this page; the whole matter on the Trust tab); the on-screen Type and trust-account filters are not applied to the downloaded file.

Notes are a screen-only field and are intentionally excluded from every downloaded report (both CSV and PDF). Notes remain available on screen via the row’s notes icon and the ⓘ detail popover.

When to use this page

Scenario	Path
Review all trust activity firm-wide	Trust Operations (this page)
Single-matter receipt or payment	Matter → Trust Accounting tab (or here)
One settlement cheque covering several matters	Trust Operations (this page)
Bulk deposit allocated across several files	Trust Operations (this page)
Same-client matter-to-matter transfer	Matter → Trust Accounting → “Transfer to another matter”

Actions

Trust Receipt and Trust Payment use the same unified entry form as the per-matter Trust tab — identical field order everywhere you record trust money, so there is nothing new to learn between surfaces.

Trust Receipt

Records a deposit, optionally allocated across two or more matters. Form fields, in order:

• Trust account — source/destination account; its currency is shown read-only (you never type the currency).
• Date
• Method and Reference
• Payor participant (optional) — tag who sent the funds, or skip for ad-hoc payors — then the free-text “Received from” name.
• Allocations — one row per matter, each with amount, an inline retainer flag, and optional description. The form rejects allocation sets whose sum doesn’t equal the parent total.
• FX details — only when the deposit arrived in a different currency from the trust account (source currency excludes the account currency).
• Notes

Trust Payment

Same form and field order as receipts but the money goes out, and the participant field becomes the Payee participant (which surfaces that participant’s saved banking methods; banking details are required for methods the firm has flagged as needing them). Admins also get a negative-balance override field when it applies. Disbursements posted with method=cheque auto-claim the next sequence number on the source trust account; the Print cheque action generates the printable PDF.

Correct entry (reverse-and-replace)

The trust ledger is append-only — corrections don’t mutate the existing rows. Instead, the entry is atomically reversed and a fresh corrected entry is posted, linked back to the original. The original stays in the audit trail.

Reverse

The trust ledger is append-only — a reversal appends offsetting rows and never deletes the original. The reverse action is type-aware so a multi-matter row never hits a single-entry endpoint:

Row type	What gets reversed
Multi-matter allocation	The parent transaction and every sibling allocation, atomically
Matter-to-matter transfer	Both legs of the transfer pair, atomically
Ordinary trust entry	Just that entry

The per-matter ledgers show both the original and the offsetting reversal rows.

Status badges

Badge	Meaning
Cleared	Default for posted activity
Pending	Recorded but not yet reconciled against the bank statement
Reversed	The parent and all children have been atomically reversed
Override	Admin allowed the transaction to post even though one or more matter allocations would have gone negative (requires org-level opt-in under Settings → Trust → Allow negative trust balances)
Retainer / Retainer (partial)	One or more allocations are retainer contributions

Permissions

• View + create + edit + reverse + print — Owner, Admin, Accountant
• Negative-balance override — Owner, Admin only

Troubleshooting

Symptom	Likely cause
”Allocations must sum to the parent total”	The per-matter amounts don’t add up. Either adjust an allocation or change the parent total.
”Insufficient trust balance” on a disbursement	One of the matter allocations would go negative. Either reduce that allocation, top up the matter’s trust first, or have an owner/admin record a negative-balance override (org-level opt-in required).
Cheque sequence number skipped	The trust account’s next_cheque_number claims one sequence number per posted disbursement, regardless of whether the cheque is printed. Reversals don’t release the sequence number — they’re part of the audit trail.