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Retainer payment confirmation routing

Use an authoritative payment-system event for an engagement to create a reviewed payment status and onboarding task. The design keeps source references, uncertain matches, and approval decisions visible to the responsible legal professional. It coordinates an administrative handoff with version checks and an exception queue. The workflow does not determine trust treatment, transfer funds, or reconcile a client trust ledger by itself.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

Start with an authoritative payment-system event for an engagement. A successful handoff produces a reviewed payment status and onboarding task. Define the accountable owner before connecting systems. The workflow does not determine trust treatment, transfer funds, or reconcile a client trust ledger by itself. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Verify the payment event

Authenticate the provider and preserve the event ID for durable deduplication.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Resolve client and engagement

Use approved mappings and the correct entity rather than matching names loosely.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Read current payment state

Distinguish pending, settled, refunded, disputed, and partial outcomes.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Request accounting review

The authorized person confirms treatment and any conditions for opening work.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Record the approved handoff

Link the reviewed status to onboarding and keep reversals visible.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
payment_event_id	payment_event_id	Resolve the stable source reference in the correct client, entity, and engagement.
engagement_id	engagement_id	Resolve the stable source reference in the correct client, entity, and engagement.
current_payment_state	current_payment_state	Resolve the stable source reference in the correct client, entity, and engagement.
accounting_approval	accounting_approval	Use the authorized owner or reviewed decision; unknown values stop the handoff.

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

A disputed payment cannot remain silently cleared.A pending event does not count as settled funds.A repeated source event creates only one current review task.A changed source version invalidates an earlier approval.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.