Trust Account Clerk

Places each deposit on your trust statement with the matter it names, and gives the person you name the allocation schedule to check and capture.

Trust and section 86 reconciliation Works from files you upload From R7,500 / month Up to 1 500 trust transactions a month included

Billed in South African Rand. Prices are indicative of a typical engagement – volumes and the number of systems move them.

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Hire a Trust Account Clerk

What the Trust Account Clerk actually does

The whole job, in the order it happens – not a feature list.

Reads the statement and the matters

Reads the trust bank statement and the list of open matters you upload.

Places each deposit

A deposit is placed with a matter only when exactly one matter's reference appears on the statement line.

Prepares the schedule

Lists each deposit and its matter, the deposits it could not place, and every payment out of trust — for the person you name to check.

Its rules

What it does on its own, what waits for a named person, and what it never does. These are checked against the process it runs, not just written here.

It does on its own

Reads the trust bank statement and the list of open matters you upload.
Places a deposit with a matter only when the statement line names exactly one matter's reference.
Prepares the allocation schedule: each deposit and its matter, the deposits it could not place, and every payment out of trust.

Only when a named person signs off

The schedule goes to the person you name to check. Your bookkeeper captures the approved schedule in the trust ledger — the worker captures nothing.
The person who signs off can never be the person who started the run.

It never

Records anything in your accounting package or trust ledger.
Allocates trust money against a fee invoice, or moves money between trust and business.
Places a deposit on a guess.

What it puts on your dashboard

A digital worker you cannot measure is one you cannot trust. Every run is logged, and the numbers below are reported without being asked for.

Statement lines read per run
Days since the trust account was last worked
How long the schedule waits on its check
Who checked each schedule, and when

And the systems with no API at all

Systems with no API — desktop Pastel, SYSPRO, a bank or portal you can only reach by signing in — are driven through their own screens by the Automize bot on your machine. That is the on-premise variant of this role and is set up with you separately; hiring installs the cloud worker described here.

This is the part a cloud-only tool cannot do. The Automize bot runs on your own machine, so anything a person can open, it can work in – the desktop accounting package, the bank portal, the supplier site with no integration.

Where it runs, and what you control

On your machine

The bot is installed where the work happens, so it can reach the systems that never got an API.

Credentials, your way

Keep passwords in the machine's own keychain, your AWS Secrets Manager, or our encrypted vault. You choose.

POPIA and GDPR by design

Client financial data is processed on your machine, and you choose what the bot sends. Our servers are in AWS Ireland.

Every step audited

Step-by-step logs, screenshots and timestamps for every run – and a record of who approved what.

How the platform is built Read the Trust Center

Questions about the Trust Account Clerk

Does it post to my trust ledger?

No. It prepares the schedule; your bookkeeper captures it. It never records anything in an accounting package or trust ledger.

Why not allocate against fee invoices?

Because money held in trust is the client's, not the firm's. Recording a trust receipt as payment of a fee invoice mixes trust and business money.

What about payments out of trust?

Every payment out of trust is listed for a person, whatever it says. The worker never decides about money leaving trust.

Works well alongside

Bank & Reconciliation Clerk

Matches the deposits on the bank statement you upload to the open Xero invoices they pay, and records only the payments the person you name approves.

FICA & Onboarding Clerk

Asks each new customer for the documents FICA requires, reads and checks every one as it arrives, screens every person and company against sanctions and PEP lists, and chases until the file is complete.

See all the digital workers

Put a Trust Account Clerk to work in 7 days

A trust reconciliation is a fixed monthly obligation with an audit behind it. Most firms do it late, and the ones that do it on time have somebody senior doing it.

Hire a Trust Account Clerk Start free See the 7-day proof-of-value