How can I get credit for a payment I made if it doesn’t show up on my receipt or account statement? – North Carolina

Short Answer

In North Carolina, the fastest way to get credit for a missing payment is to provide proof of the transaction (such as a card confirmation, bank/credit-card posting, or processor receipt) and ask the firm to research the payment in its merchant and accounting records. If the payment was authorized but later failed, reversed, or was applied to the wrong matter, the firm can usually correct the ledger once the payment is verified. If the payment cannot be verified as received, the next step is typically to work with the card issuer or processor to trace the transaction and determine whether it was declined, voided, or charged back.

Understanding the Problem

Under North Carolina probate representation, the issue is whether a credit-card payment made for legal fees or costs was actually received and properly applied to the correct client ledger when it does not appear on a receipt or account statement. The decision point is whether the payment can be verified through independent transaction records (card issuer and payment processor) and then matched to the firm’s internal accounting entry for the correct matter. Timing often matters because card payments can show as “pending,” can be reversed, or can be posted days later depending on the processor and the card issuer.

Apply the Law

North Carolina lawyers must keep accurate records of client funds and must handle fee payments in a way that matches what was received, when it was received, and what it was for. In practice, a missing payment entry usually comes down to one of three issues: (1) the card transaction never completed (authorization only), (2) the transaction completed but was reversed later (void/chargeback), or (3) the transaction completed but was misapplied (wrong matter, wrong client, or posted to the wrong ledger category). When the payment is verified as received, the firm should be able to correct the client ledger and provide an updated statement showing the credit.

Key Requirements

• Verifiable transaction proof: A payment can be credited when there is documentation that the charge actually captured/posted (not just “pending” or “authorized”).
• Correct application to the right ledger: The payment must be matched to the correct client/matter and categorized correctly (for example, fees vs. costs, or trust deposit vs. operating payment, depending on how the fee agreement is structured).
• Accurate recordkeeping and correction: Once verified, the firm should correct the accounting entry and issue an updated receipt or statement that reflects the credit and the date applied.

What the Statutes Say

• N.C. Gen. Stat. § 45A-9 (Interest on certain trust/escrow accounts) – Establishes a North Carolina framework for interest handling on certain trust/escrow accounts; it reflects that trust/escrow funds are treated differently than ordinary operating funds and must be tracked carefully.

Analysis

Apply the Rule to the Facts: The facts describe a credit-card payment made in a particular month that does not appear on the firm’s receipt or account history. The first requirement is proof the transaction actually captured/posted (for example, a posted card statement line item with a transaction ID). Next, the payment must be matched to the correct probate matter and applied to the correct category used by the firm’s accounting system. If the payment was only authorized, later reversed, or applied to the wrong matter, the “missing” credit can usually be explained and then corrected once the underlying transaction status is confirmed.

Process & Timing

1. Who provides documentation: The client/payer. Where: to the firm’s billing department or the attorney’s office handling the probate matter in North Carolina. What: a screenshot/PDF showing (a) the posted transaction (not just pending), (b) the date, (c) amount, and (d) any transaction/authorization ID and merchant descriptor. When: as soon as the missing payment is noticed, because card authorizations and processor logs can be harder to retrieve as time passes.
2. Firm research step: The firm compares the proof to (a) the merchant processor batch/settlement reports for that date range and (b) the internal client ledger to see whether the payment is missing, reversed, or posted to the wrong matter. This step often resolves issues caused by timing (pending vs. posted) or misapplication.
3. Resolution: If verified as received, the firm posts a correcting entry and issues an updated receipt/statement showing the credit. If not verified as received, the next step is typically for the payer to contact the card issuer to trace the transaction status (captured, declined, voided, or charged back) and obtain a formal record the firm can use to reconcile.

Exceptions & Pitfalls

• Authorization is not a completed payment: Many “missing payment” disputes come from an authorization hold that never captured; a posted transaction is the best proof.
• Reversals and chargebacks: A payment can appear briefly and then disappear if it was voided, refunded, or charged back. Processor reports usually show this, but it may not look obvious on a basic receipt.
• Wrong matter or name mismatch: If the payer used a different name, email, or matter reference, the payment may be sitting on an unapplied ledger or applied to the wrong file until reconciled.
• Trust vs. operating treatment: Depending on the fee agreement and what the payment was for, the firm may have to treat the funds differently in its accounting records, which can affect where the credit appears on statements.
• Partial payments and split tender: If the payment was split across multiple charges or combined with another payment, the statement may not match expectations unless the transaction IDs are compared.

Conclusion

In North Carolina, getting credit for a payment that does not appear on a receipt or account statement usually requires confirming that the credit-card transaction actually posted and then matching it to the correct client/matter ledger. The practical next step is to provide a posted card statement entry (with date, amount, and transaction ID) so the firm can reconcile the processor batch records and correct any misapplied or missing entry. If the charge never posted, the next step is to trace the transaction with the card issuer.

Talk to a Probate Attorney

If there is a missing payment credit in a North Carolina probate matter, our firm has experienced attorneys who can help clarify what records to gather, how the payment should be applied, and what timelines may matter. Call us today at [919-341-7055].

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.