Regulated accounting
Trust accounting: the regulatory guide Dossio does not pretend to automate yet
Tracking a retainer, showing a matter balance, and keeping proper trust accounts are not the same thing. This guide summarizes the main records and controls to plan for before choosing a tool.
Regulatory guide, Dossio does not yet offer a trust accounting module
Read this first
- A trust account becomes necessary when a lawyer requests advances for fees or disbursements or handles money in trust for a client.
- Administration and trust accounting must remain separate and be supported by the required books, records, and vouchers.
- A monthly accounting report must be completed for each general trust account held during the month and accompanied by the financial institution statement.
- Dossio does not currently produce those records or reports. Its retainer tracking must not be used as trust accounting.
When a trust account becomes necessary
The Barreau du Québec states that a trust account is mandatory when a lawyer requests advances for fees or disbursements or handles money in trust for a client. A general trust account must be opened at a Quebec branch of a financial institution meeting the regulation.
Money received in trust must be deposited upon receipt. A special trust account can also be required where the client wants the income produced by an amount paid to them. Its opening and transactions follow specific rules.
The accounting records to distinguish
Swipe the table horizontally to view every column.
| Item | Purpose | Control to look for in software |
|---|---|---|
| Trust cash receipts and disbursements journal | Record money entering and leaving the account in chronological order. | Complete traceability with date, amount, client, matter, purpose, and supporting voucher. |
| General trust account client ledger | Maintain a separate balance for each client and matter. | No mixing between clients; total must reconcile to the general account. |
| Special trust account client ledger | Track money and income in an account opened for a specific client. | Explicit link to the general account and retained opening documents. |
| Monthly accounting report | Check the journals, client ledgers, and statement for each general account. | Reproducible reconciliation, explained differences, attached statement, and locked period. |
| Annual accounting report | Present the prescribed information for the relevant 12-month period. | Complete format compliant with section 42 and available for export when requested. |
| Register of other trust property | Record non-monetary property entrusted to the lawyer. | Documented description, owner, receipt date, safekeeping, and return. |
The monthly control your system should demonstrate
- 01
Close the period entries
Confirm that every receipt and disbursement is complete, tied to the right client, and supported by a voucher.
- 02
Compare client ledgers
Add all client balances and immediately investigate any debit balance or difference.
- 03
Complete the bank reconciliation
Compare the journal to the statement while accounting for outstanding cheques and deposits.
- 04
Explain and correct differences
Keep the explanation, correction, and approval trail instead of overwriting an entry.
- 05
Retain the report and statement
Produce the monthly report for each general account, attach the statement, and follow retention periods.
What to require from trust accounting software
A button labelled “trust” does not establish compliance. Have the vendor produce the reports using your own scenarios.
- Structural separation between administration and trust accounting, with separate permissions.
- A client and matter ledger that totals exactly to the general trust account.
- An audit trail that preserves corrections and approvals without erasing history.
- Monthly reconciliation of the bank statement, journal, and client ledger balances.
- Exportable monthly and annual reports containing all prescribed information.
- Management of special accounts, other property, signatories, and supporting vouchers.
- Complete export, backup, restoration, and retention for at least the applicable period.
- A migration process proving that every client balance agrees on the cutover date.
Frequently asked questions
Does Dossio offer trust accounting?
No. The current version does not produce the required journals, client ledgers, and reports. Retainer tracking in Dossio is limited to billing.
Is a monthly accounting report required if the account had no activity?
The Barreau instructions state that a monthly report must be completed for every general trust account held during the month. Check your situation against the regulation and Barreau resources.
How long should the records be retained?
The Barreau identifies a minimum seven-year retention period for several journals, registers, reports, and supporting documents, with different starting points depending on the record. Review the applicable sections before configuring deletion.
Regulatory and professional sources
Sources consulted on August 20, 2026
- 01Regulation respecting accounting and standards of professional practice of advocatesLégisQuébec
Official French text; LégisQuébec does not list an English title for this regulation.
- 02Barreau du Québec
- 03Barreau du Québec
- 04Barreau du Québec
General information only. The complete regulation, Barreau guidance, and the facts of your practice prevail. Have your system and procedures validated by the appropriate professionals.