Flag matters approaching their approved retainer threshold
Get the source data and prepare the review

Documentation-checked proposed route; source collection and human approval required

WHAT WAS CHECKED
Official documentation checked; all routes are proposed and have not been run in a product account. No client data, account access, installs or account writes used. Native column names are distinguished from editorial kit contracts. Missing source evidence blocks completeness claims.

BEFORE YOU START
- Clio Manage access to Trust management report and the approved matter/client scope.
- Firm-approved threshold policy, currency and current trust-balance evidence; this is a replenishment review only.
- Firm-approved Excel; optional Copilot entitlement and tenant approval for the exact minimized data. Native Excel analysis can be done manually if Copilot is absent.
- Keep raw exports and identifying source pointers in a separate restricted location. The AI workbook contains only approved alias-based tables and visible policy/scope text, never raw client records on another tab.

DATA ACQUISITION LIMITS
- Trust management reports current client/matter trust funds, unbilled amount and configured threshold. A configured threshold still needs firm approval before use.
- Client funds may not be allocated to a specific matter; no duplicate allocation, cross-client offset or automatic deduction of unbilled work is permitted.

DECLARED INPUT CONTRACT
balances.csv: matter_alias, client_alias, currency, report_scope, as_of_date, balance, approved_threshold, unbilled_work_amount

STEP 1: Obtain the named report, with its real scope
Tool: Clio Manage; optional Manage AI report link
Open: Diamond/gem > AI Launchpad > Ask a question; or Reports > Classic reports > Reports > Client > Trust management
Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested.

If Manage AI is available, ask for the named report with the exact period, then open its report link. Otherwise use the native Reports menu shown. Set the actual filters, choose CSV under Output format and generate. Keep the original headers, filter settings, generation time and control totals. Inspect Client, Matter, Unbilled amount, Amount in trust, Minimum threshold and Amount below minimum. Capture actual generation time and whether each balance is client-level or matter-level.

PASTE THIS PROMPT
Open the Trust management report for [APPROVED PERIOD AND SCOPE]. Return its report link; do not change records or infer missing data.

Expected output: Native Trust management CSV and a saved scope/control note. The kit schema is a later staff mapping.
Use it next: Inspect the actual report and source items before creating a separate deidentified workbook.
Check: Report/AI availability varies by plan and permissions. A returned link is not an arbitrary data-query result; verify the report name and filters.
Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises.
Source documentation:
https://help.clio.com/hc/en-us/articles/9290078155803-Clio-Manage-Reports-Presets-and-History
https://help.clio.com/hc/en-us/articles/29658606211483-Manage-AI-Generate-Reports-and-Monitor-Performance
https://help.clio.com/hc/en-us/articles/14344842681115-Clio-Manage-Client-Reports

STEP 2: Map the observed records to the starter input
Tool: Excel and authorized staff
Open: Separate analysis workbook > Home > Format as Table
Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested.

Create balances.csv. Map Amount in trust to balance and Unbilled amount to unbilled_work_amount only for the same verified scope. Record matter_alias,client_alias,currency,report_scope and as_of_date. Copy approved_threshold from the policy/approved configuration, checking the native Minimum threshold. Keep client-level balances separate from matter-level values; ambiguous allocation blocks the row. In Scope state whether the approved trigger compares current balance directly or a separately approved projection. Create named tables for Balances. Put the policy and review scope in visible worksheets or paste them into the next prompt.

Expected output: Balances table with an explicit scope for every amount and approved trigger rule.
Use it next: Check the mapping against each original source before using AI.
Check: Aliases and missing policy fields are staff-created; do not relabel a native export as the kit schema. Unknown stays blank/unknown, not false or zero.
Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises.
Source documentation:
https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model

STEP 3: Review the bounded evidence with Copilot
Tool: Excel Copilot, optional
Open: Approved analysis workbook > Copilot icon at lower right > Chat only
Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested.

Use Chat only and submit the prompt. Without Copilot: compare verified same-scope balances and thresholds, preserving separate client/matter records.

PASTE THIS PROMPT
Review Balances under Scope. Flag rows below the supplied approved threshold and separately show unbilled_work_amount as context. Return matter_alias/client_alias,report_scope,as_of_date,currency,balance,threshold,arithmetic difference,rule and uncertainty. Do not subtract unbilled work unless the approved rule explicitly requires it, combine currencies, allocate client funds across matters or infer entitlement. No transfers, bills, collection messages or edits.

Expected output: Threshold exception queue with scope/approval gaps.
Use it next: Copy the draft exception list to the reviewer; retain row references.
Check: Check every flagged row and the scope. A fluent answer is not evidence of completeness; no automatic workbook or source-system edits.
Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises.
Source documentation:
https://support.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel
https://support.microsoft.com/en-us/excel/copilot/frequently-asked-questions-about-copilot-in-excel

STEP 4: Approve the review result
Tool: Responsible staff reviewer
Open: Reviewed local worksheet
Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested.

The bookkeeper checks the current account/matter balances and scope; the lawyer confirms the engagement and approved replenishment policy before any request.

Expected output: Reviewed threshold list, not authorization to withdraw or transfer funds.
Use it next: Any external message, source change, payment or deletion requires its own authorized process.
Check: Never net one client’s shortage against another client’s funds, or treat unbilled work as an approved trust disbursement.
Documentation limit: Editorial human-review gate; linked Excel documentation supports the worksheet used, not legal or accounting conclusions.
Source documentation:
https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model

ACCOUNT AND SOURCE CHECKS STILL NEEDED
- Actual account access, plan and source-data completeness have not been tested.

USING THE FILES IN THIS KIT
Use the exact files or source text named in the steps above. Native exports keep their own headers. The kit tables are editorial review worksheets; they are not a claim that a product exports those fields. Some routes use reviewed text directly or require additional original files. Never rename an unreviewed raw export to make it appear mapped. Keep expected-result files separate from inputs.

The source account, actual data, prompts and end-to-end workflow were not tested. Any final communication, filing, permission change, payment or publication needs its own authorized human action. This guide performs none.
