Law firms must keep client funds completely separate from operating funds. In Florida, the Bar requires attorneys to maintain IOTA (Interest on Trust Accounts) accounts for client funds that are nominal in amount or held for short periods. Larger or longer-held client funds may require individual trust accounts. The core requirement is straightforward: never commingle client funds with firm money.

In practice, this means maintaining separate bank accounts, separate ledgers, and clear documentation for every deposit, disbursement, and transfer. Every client with funds in trust needs their own subsidiary ledger showing deposits, disbursements, and current balance. The sum of all client ledgers must equal the total trust account bank balance at all times. This three-way reconciliation between the bank statement, master trust ledger, and individual client ledgers should happen monthly at minimum.

When the firm earns fees, those funds must be transferred from trust to the operating account promptly. Leaving earned fees in trust is as much a violation as taking unearned fees out early. The timing and documentation of these transfers matters for both Bar compliance and accurate revenue recognition on your financial statements.

Common problems include failing to reconcile monthly, recording deposits to the wrong client matter, not transferring earned fees promptly, and inadequate documentation of disbursements. Any of these can trigger Bar scrutiny and create accounting headaches that take significant time to unwind.

The accounting for trust transactions doesn’t hit the income statement until fees are earned and transferred. Trust account activity appears on the balance sheet as a liability (client funds held) offset by the trust bank asset. When fees are earned and transferred, the liability decreases and revenue is recognized. Getting this wrong distorts both your balance sheet and your revenue timing.

Most law firm practice management software like Clio, PracticePanther, or CosmoLex includes trust accounting modules that automate the three-way reconciliation. Using these properly is essential, but the software only works if someone reviews the output and catches discrepancies before they compound.

Controller-level oversight catches problems before they become compliance issues. Monthly review of trust reconciliations, verification that transfers match billing records, and documentation review are standard controller functions for professional services firms like law practices. Many firms have internal staff handling day-to-day entries but lack the expertise to spot errors in trust accounting before the Bar does. Having someone review the reconciliations each month with fresh eyes prevents small mistakes from becoming serious problems.