About This Automation
Retainer replenishment is a manual, repetitive process where finance staff check client balances, draft emails, and log payments across multiple systems. Manual balance monitoring and payment tracking create delays, errors, and constant context switching.
Automation monitors retainer balances daily, sends top-up requests automatically when thresholds are breached, and logs payments directly from payment processors. The result is same-day requests, zero manual entry errors, and finance staff freed from daily balance checks.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
The automation checks all active client retainer accounts daily at a scheduled time, comparing each balance against the firm's minimum threshold.
The system filters clients whose retainer balance is at or below the threshold and prepares a list for the next step.
A templated email is sent automatically to the client contact, including the current balance, requested top-up amount, and payment instructions.
A notification is posted so the finance team is aware of the request sent and can monitor for payment.
When the client makes a payment or a linked payment gateway, the transaction is captured automatically.
The payment is automatically recorded against the client retainer account with the correct date, amount, and method.
The payment is automatically logged for accounting reconciliation and financial reporting.
A confirmation email is automatically sent to the client acknowledging the top-up and displaying the new retainer balance.
Most popular tool stack used
— the complete tool combinations companies use
Clio
Stripe
Slack
Google SheetsWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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