OUR PROCESS
From Signed to Compliant
in 48 Hours.
A transparent, step-by-step process built for law firms — secure onboarding, dedicated specialists, and monthly deliverables that keep you audit-ready, every single month.
T+1
Task Turnaround
All
US Jurisdictions Covered
OUR PROCESS
Four Steps to a Fully Compliant Firm
Every Ethnum engagement follows the same rigorous, transparent process — no surprises, no loose ends.
Scope of Work
A Living Document That Protects Both Parties
During onboarding, we create a Statement of Work tailored exactly to your firm’s needs. It’s not a one-time form — it evolves with your engagement.
Drafted during onboarding and agreed upon by both parties before work begins
Clearly defines scope, deliverables, timelines, and pricing for every service
Updated whenever scope changes — no silent scope creep, no surprises on your invoice
Both parties must approve any amendment before it takes effect
New charges begin only from the date the updated SOW is signed — never retroactively
Security & Confidentiality
Your Data Is Treated Like Client Funds — With Absolute Care
Law firms handle some of the most sensitive financial data in existence. We treat it accordingly — every access, every credential, every time.
NDA Before Day One
A mutual Non-Disclosure Agreement is signed before any credentials are shared or any work begins. Non-negotiable, every engagement.
Credentials in Zoho Vault
All access credentials are stored exclusively in Zoho Vault — a secure, encrypted password manager. Only your assigned project owner can access them.
Minimum Necessary Access
We request edit access to accounting and billing software, and view-only access to banking — nothing more than the work requires.
Dedicated, Isolated Access
Access to your accounts is limited to a dedicated specialist — no shared logins, no broad access, only controlled, purpose-driven entry.
Onboarding Checklist
What We'll Need From You
To start cleanly and quickly, here’s everything we’ll request during onboarding. No ambiguity, no back-and-forth.
Software & System Access
Your existing Chart of Accounts — we'll review and optimise if needed
View-only banking access via your online banking portal
Access to billing software if separate from your accounting platform
Login access to your accounting software (Clio, QuickBooks, Xero, CosmoLex, or equivalent)
Documents & Records
Bank statements from the date of your last clean reconciliation
List of all active trust clients and open matters
Any prior reconciliation reports or trust ledger exports you have available
Names and roles of all staff who currently have access to trust or operating accounts
Communication
Communication Is the Cornerstone
Clear, prompt, documented communication is how we build the kind of trust that legal accounting demands.
All formal communication, deliverable submissions, SOW updates, and documentation flow through email — fully tracked and timestamped for your records.
Chat
Quick questions, clarifications, and day-to-day coordination handled over chat for faster, more natural communication between your firm and your specialist.
Video Calls
Monthly reviews, onboarding walkthroughs, and escalation discussions handled over video — scheduled around your time zone, not ours.
T+1
Same-Day Acknowledgement. Next-Day Delivery.
The 10-hour time zone difference between India and the US works in your favour. Any task or query assigned before you close for the day is typically complete or responded to by the time you open your inbox the next morning.
Task Tracking
Full Visibility Into Every Task, Every Month
We don’t just do the work — we show you the work. Every task, every status, and every deadline is visible to you at all times.
Zoho Projects
Monthly engagement tasks, milestones, and timelines tracked with full client portal access. You always know exactly what's in progress and what's been completed.
Zoho Desk
Support tickets, queries, and ad-hoc requests tracked from open to resolved — every interaction logged, assigned, and SLA-monitored.
Reporting Cadence
Your Monthly Deliverable Pack — By the 10th
Every month, without fail, your complete financial package lands in your inbox by the 10th. No chasing, no delays, no reminders.
5th
of every month
Trust Compliance Pack
- Bank Reconciliation
- 3-Way Trust Reconciliation
- Client Ledger Summary
10th
of every month
Financial Statements
- Profit & Loss Statement
- Balance Sheet
- Cash Flow Statement
15th
of every month
Financial Report
- Reconciliation Accuracy Score
- Bar Rule Compliance Score
- Timeliness & Documentation Index
Billing & Invoicing
Simple, Transparent Billing
No hidden charges. No surprise invoices. Billing that mirrors precisely what was agreed in your SOW.
OUR PROCESS
When It Matters Most, We're Ready
Every engagement has a clear escalation path — from your first point of contact to senior leadership. You’ll always know who to reach and how fast to expect a response.
Year-End & CPA Coordination
Tax-Ready Books. CPA-Ready Handoff.
We don’t just close out the year — we hand it off cleanly so your CPA can hit the ground running from day one
Direct CPA Coordination
We work directly with your firm's CPA — answering queries, providing supporting schedules, and ensuring the books reflect any adjustments they require.
Complete Year-End Handoff
Full financial statements, reconciliations, and trust accounting records delivered in formats your CPA can immediately use — nothing missing, nothing to chase.
Tax-Ready Books, Always
We maintain your books with year-end in mind every month. Adjusting entries and corrections are made in consultation with your CPA — no April surprises.
Supporting Schedules
Depreciation, prepaid expenses, accruals, and partner capital accounts tracked throughout the year — ready for CPA review the moment the year closes.
Offboarding & Exit Policy
Your Data. Your Books. Always.
We hope you stay. But if you ever need to move on, we make the exit as clean as the books we kept for you. No lock-ins. No lost data. No hard feelings.
All your financial data and records returned in full — absolutely no questions asked
One month's written notice required — that's it
Zero exit fees or penalties
Transition support and handover training available — billed at a transparent daily rate
We'll brief your incoming bookkeeper or accountant directly if that helps
A Relationship Built on Trust
We earn your business every month. The one month notice period exists solely to give you a seamless transition — not to delay your exit.
Monthly Feedback
We Improve. Every Month. By Design.
Client feedback at Ethnum isn’t a formality — it’s the mechanism we use to get genuinely better at serving you.
Ready to See How This Works for Your Firm?
Schedule a free 30-minute discovery call. No pressure, no commitment — just a conversation about your trust accounting and whether Ethnum is the right fit.