Review balances below approved retainer thresholds

What you need

Your firm-approved AI assistant · prepared files

• 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.
• Use synthetic inputs first. Keep real data in firm-approved accounts and processing, with appropriate access, confidentiality and retention controls. Aliases alone do not anonymize records. Never paste credentials, API keys or unnecessary client details.

How to use

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

1. 1

   Obtain the named report, with its real scope

   Clio Manage; optional Manage AI report link · Diamond/gem > AI Launchpad > Ask a question; or Reports > Classic reports > Reports > Client > Trust management

   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.

   Clio Manage; optional Manage AI report link promptOpen the Trust management report for [APPROVED PERIOD AND SCOPE]. Return its report link; do not change records or infer missing data.Copy step 1 prompt

   Expected output

   Native Trust management CSV and a saved scope/control note. The kit schema is a later staff mapping.

   Next step

   Inspect the actual report and source items before creating a separate deidentified workbook.

   Check before continuing

   Report/AI availability varies by plan and permissions. A returned link is not an arbitrary data-query result; verify the report name and filters.

   Step documentation 1 ↗Step documentation 2 ↗Step documentation 3 ↗
2. 2

   Map the observed records to the starter input

   Excel and authorized staff · Separate analysis workbook > Home > Format as Table

   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.

   Next step

   Check the mapping against each original source before using AI.

   Check before continuing

   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.

   Step documentation 1 ↗
3. 3

   Review the bounded evidence with Copilot

   Excel Copilot, optional · Approved analysis workbook > Copilot icon at lower right > Chat only

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

   Excel Copilot, optional promptReview 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.Copy step 3 prompt

   Expected output

   Threshold exception queue with scope/approval gaps.

   Next step

   Copy the draft exception list to the reviewer; retain row references.

   Check before continuing

   Check every flagged row and the scope. A fluent answer is not evidence of completeness; no automatic workbook or source-system edits.

   Step documentation 1 ↗Step documentation 2 ↗
4. 4

   Approve the review result

   Final human review

   Responsible staff reviewer · Reviewed local worksheet

   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.

   Next step

   Any external message, source change, payment or deletion requires its own authorized process.

   Check before continuing

   Never net one client’s shortage against another client’s funds, or treat unbilled work as an approved trust disbursement.

   Step documentation 1 ↗

What you’ll get

Approved assistant workspace or Excel; internal threshold-review.csv only, never a payment request.