How it runs for law firms and solo practitioners
The operating ledger follows, with costs advanced reconstructed by matter, fee income restated and bank and card accounts reconciled. Findings are reported to the supervising attorney as they arise, not at the end.
What is catch-up bookkeeping?
Catch-up bookkeeping is a one-time project that records and reconciles months or years of transactions that were never entered. The goal is a set of books where every bank, card and loan balance agrees with the statement and every period can be reported on. It ends when the backlog is current and reconciled, usually followed by ongoing monthly bookkeeping.
What we handle for law firms and solo practitioners
- Rebuild client trust ledgers and three-way reconciliations for every back month
- Identify negative client balances and unexplained trust movements immediately
- Reconstruct costs advanced by matter from vendor invoices and bank activity
- Reconcile operating, card and merchant accounts in date order
- Deliver a findings memo for the attorney after each block of months
The KPI that matters here
Trust ledgers rebuilt and reconciled for every back month before the operating catch-up begins, with findings reported within 2 business days of discovery.
Law firms compliance notes
IOLTA and trust accounting (US and Canada)
Client funds sit in a separate trust or IOLTA account with an individual ledger per client, and the firm may never hold its own money there beyond what the rules allow for bank charges. We support the supervising attorney by keeping the client ledgers current, preparing the monthly three-way reconciliation and flagging any negative client balance the same day. We never have signing authority on trust accounts and never move client funds; the attorney approves and executes every transfer.
SRA Accounts Rules (UK)
Firms regulated by the Solicitors Regulation Authority must keep client money separate, reconcile client account at least every five weeks, return client money promptly when there is no longer a reason to hold it, and obtain an accountant's report within six months of the period end unless exempt. We prepare the reconciliations and the working papers for the COFA and the reporting accountant; the firm remains responsible for the client account.
Retainers, earned fees and transfers
An advance fee deposit is a trust liability until the work is done and invoiced. We prepare the transfer schedule showing which earned fees may move from trust to operating after the invoice is issued and any required notice period, and the attorney authorizes the transfer. Revenue is recognized when earned, not when the retainer is received.
Costs advanced and disbursements
Amounts the firm pays on a client's behalf are recorded as a receivable from that client and matter, not as firm expense. In the UK, disbursements need correct VAT treatment depending on whether the firm acted as agent. We track each cost to its matter and confirm the VAT position with the firm's accountant.
Law firms software we work in
- QuickBooks Online
- Xero
- Bill.com
- Clio
- LeanLaw
- CosmoLex
- PracticePanther
- LawPay
- All 50 platforms
More for law firms and solo practitioners
Other services for law firms
Catch-up bookkeeping in other industries
Frequently asked questions
Can you rebuild trust reconciliations we never did?
Yes, from the trust bank statements, the practice management records and the engagement letters we reconstruct each client ledger and prepare the three-way reconciliation for each back month. Any negative balance, unexplained transfer or fee moved before it was earned is reported to the supervising attorney immediately, because deciding how to handle it is the attorney's responsibility.
How long does law firm catch-up bookkeeping take?
A firm with one operating and one trust account usually moves at about three back months per fortnight once statements and practice system exports are in hand, with trust work done first. Multiple trust accounts, several merchant accounts or missing statements extend that. We quote by scope within 1 business day and include a timeline.
Will you talk to our bar auditor or reporting accountant?
We prepare the working papers, reconciliations and findings memos that the attorney and the firm's reporting accountant or auditor need, and we answer their bookkeeping questions through the firm. We do not represent the firm to a regulator and we give no opinion on compliance; that remains with the attorney and the firm's accountant.
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