Published on June 3, 2020 Last updated October 24, 2025 #FloridaProbate #VirtualParalegal #FloridaAttorney #ProbateLaw.

The Core Steps of Florida Probate Administration

Florida's probate process is detailed and statute-driven. Our paralegals have the expertise to navigate every stage efficiently, preparing all documentation based on your client's information for your final review and approval.

1.     Filing the Petition and Appointing the Personal Representative

The entire process begins with the Petition for Administration. We prepare this petition for your review, ensuring it is filed with the probate division of the circuit court in the correct county—where the decedent lived at the time of death. If the decedent left a will, we ensure it is validated and submitted simultaneously.

From there, we prepare the necessary orders and letters of administration to get the Personal Representative (PR) formally appointed and empowered to act, whether they are named in the will or appointed under Chapter 733, Florida Statutes.

2.     Mastering the Verified Inventory: Gathering Estate Assets

One of the most time-consuming tasks for the PR is compiling the verified inventory as required by Florida Probate Rule 5.340. This document lists all assets owned at the date of death and their estimated fair market values.

Our team provides comprehensive support to you and your client to gather the supporting documents for all estate assets. We help you organize and itemize:

• Real Estate: We assist in listing residential properties, commercial buildings, and vacant land, ensuring correct legal descriptions and appraised fair market values as of the date of death are included.
• Bank Accounts: Our team helps track down checking, savings, and money market accounts, flagging each by financial institution, account type, and exact balance on the date of death.
• Investment Portfolios: We help you compile records for stocks, bonds, mutual funds, and brokerage accounts, evaluating them using closing prices on the death date. We also track dividend reinvestment records where applicable.
• Tangible Personal Property: This broad category includes vehicles, jewelry, art, furniture, firearms, and collectibles. We help create the itemized lists, noting where an independent appraisal is required for high-value property.
• Digital Assets: In the modern estate, we assist in identifying and valuing cryptocurrencies, online payment accounts (like PayPal or Venmo), monetized social media channels, and domain names.
• Insurance Proceeds: We help distinguish between policies payable to named beneficiaries (which bypass probate) and those payable to the estate, such as certain life insurance, accidental death policies, or annuities.
• Retirement Accounts: Similar to insurance, we help verify if IRAs, 401(k)s, or pension plans are payable to the estate. We ensure that accounts with designated beneficiaries, which properly bypass probate, are excluded from the inventory.

3.     Identifying and Managing Debts and Liabilities

Before any distribution, the estate must settle all valid debts. We manage the crucial Notice to Creditors, ensuring it is published in accordance with F.S. §733.2121, and meticulously track all claims filed against the estate.

The Best Virtual Paralegal team also supports you by helping the Personal Representative clearly identify and report all outstanding debts. We assist in gathering statements and invoices to verify:

• Outstanding mortgages and lines of credit on estate-owned property.
• Unpaid credit card balances, reflected as of the date of death.
• Medical bills, especially those from a final illness.
• Personal loans, promissory notes, and automobile financing.
• Unpaid utilities or maintenance costs attached to estate real property.
• Pending lawsuits that could lead to potential financial liability.



We help ensure each liability is backed by documentation showing the amount owed and the creditor’s contact information. This information is critical for the final accounting, as these debts directly reduce the estate’s net value.

4. Preparing the Final Accounting: Tracking Income, Expenses, and Disbursements

The Final Accounting is a comprehensive financial report submitted to the court and beneficiaries. It must be perfectly accurate and transparent. Our team excels at this detailed work.

Track All Post-Death Income Generated by the Estate

We work with the PR, under your direction, to record every dollar earned by the estate during the probate period, including:

• Rental income from real property.
• Interest accrued on bank accounts and CDs.
• Dividends from stocks and mutual funds.
• Capital gains if estate assets were sold at a profit.

Our team helps organize the monthly bank statements, brokerage summaries, and lease agreements needed to prove the accuracy of all reported earnings. We will allow you to examine and approve every phase of the probate administration as we finish it before advancing to the subsequent stage since our services are an extension of your team's efforts.

Properly Document All Disbursements Made

Florida law requires the PR to list every single payment made from estate funds. We prepare these schedules for your review, ensuring each disbursement includes:

• The payee name and a clear description of the service.

• The date and amount of the payment.

• The authority for the payment (e.g., court order, statutory allowance).

We assist in documenting all typical disbursements, such as funeral expenses, legal and accounting fees, taxes, and utility bills related to estate property.

Apply Consistent Categorization for Transparency

We structure the final accounting to meet the requirements of Florida Probate Rule 5.400. We classify each receipt and disbursement, grouping revenues under "Rental Income" or "Asset Sales" and expenses under "Professional Fees" or "Creditor Payments." This structured approach gives the court and beneficiaries a clear financial picture at a glance.

Ensure All Payments Are Legally Allowable

Our team understands that the PR cannot disburse funds at will. We help you verify that every payment is lawful, necessary, and permitted under Chapter 733 of the Florida Statutes. We cross-reference payments with vendor invoices and court filings to add a layer of assurance that each transaction meets statutory obligations, protecting the PR from personal liability.

5. Final Distribution to Beneficiaries

Once all debts are satisfied, taxes are paid, and the final accounting is approved, the PR can distribute the remaining assets. We prepare the final distribution plans and all necessary closing documents, ensuring all assets are transferred correctly to the designated beneficiaries, whether according to the will or Florida's intestacy laws. You will also have the distinct advantage of examining all of the work we have completed before it is submitted to the court, and it will likely only require a few minor revisions.

How Best Virtual Paralegal Empowers Your Firm

Don't let the procedural details of probate administration slow your firm down. The Best Virtual Paralegal team integrates seamlessly with your practice to handle these essential, time-intensive tasks:

• Drafting all petitions, pleadings, and proposed orders.

• Assisting the PR in gathering data for the verified inventory and asset lists.

• Managing the Notice to Creditors and tracking all claim deadlines.

• Preparing the comprehensive final accounting and distribution plans.

• Organizing and maintaining the complete digital case file for your review.

By delegating these tasks to us, you reduce overhead, minimize the risk of costly clerical errors, and free up your valuable time to serve more clients and grow your practice.

📞 Let’s Talk Support

Stop drowning in probate tasks. Contact Best Virtual Paralegal today to learn how our specialized Florida probate support can transform your workflow.

And while we’re completing your probate practice, ask about our comprehensive Estate Planning Support services. We can help you serve your clients' needs from initial planning to final administration.