How to View, Manage, and Record Client Funds in Qunote
Qunote’s Client Funds feature allows users to track and manage funds held on behalf of clients. This ensures that funds received, adjustments, and disbursements are recorded accurately, providing a clear financial overview.
This guide covers:
- How to view client funds
- How to add or adjust client funds
- How to record disbursements
- How to export client fund statements
What is the Client Funds Feature in Qunote?
The Client Funds module is a financial management tool that helps users track money held on behalf of clients. It allows for:
✅ Tracking incoming funds (e.g., deposits, client contributions)
✅ Adjusting balances (e.g., corrections or fee deductions)
✅ Recording disbursements (e.g., expenses paid on behalf of a client)
✅ Exporting statements for reporting and auditing
This feature ensures transparency and accuracy when managing client finances.
Viewing Client Funds in Qunote
To access a client’s funds, follow these steps:
1️⃣ Navigate to the Client’s Profile
- From the Dashboard, search for or select the client.
- Click on the Client Funds section in their profile.
2️⃣ Review the Fund Balance
- At the top of the page, you’ll see a summary of the current balance, recent transactions, and adjustments.
3️⃣ Filter by Date Range
- Use the date fields to view a historical statement of client funds.
- The Opening Balance, Adjustments, and Closing Balance will update accordingly.
4️⃣ Check the Statement of Account
- A detailed breakdown of all transactions is available at the bottom.
- This includes fund deposits, adjustments, and disbursements.
Adding or Adjusting Client Funds
If you receive a payment towards a client’s funds, you need to record it in Qunote.
To Add Funds:
- Open the Client Funds section.
- Click “Add Funds” (top-right corner).
- Enter:
- Transaction Date
- Payment Method (e.g., bank transfer, cheque)
- Reference Number
- Amount
- Click Save to update the balance.
To Adjust Funds:
- Click “Make Adjustment” (top-right corner).
- Choose:
- Increase or Deduct Funds
- Amount
- Reason for Adjustment
- Click Save to update the client’s Statement of Account.
✅ All adjustments appear in the transaction history for transparency.
Recording Disbursements from Client Funds
What is a Disbursement?
A disbursement is an expense paid on behalf of a client using their funds (e.g., medical fees, reports, travel expenses).
How to Record a Disbursement
1️⃣ Go to the Client’s Filenotes
- Disbursements are recorded when adding a filenote for an activity.
2️⃣ Click “Add Expense/Disbursement”
- When filling out the filenote, scroll to the Expense section.
3️⃣ Choose Payment Method:
- Charge to Invoice (added to the client’s bill)
- Disburse from Client Funds (deducted from their account)
4️⃣ Save the Entry
- The amount will be deducted from the client’s fund balance and reflected in their Statement of Account.