Services / Clio intake
New client to Clio matter, with nobody keying it in.
When a lead signs, the matter should already exist. We build intake automation that carries a new client from your CRM or forms into Clio as a complete matter: standardized, created exactly once, and assigned to the team that actually has room for it.
The problem
Most firms run intake as retyping. The client's details live in the CRM, then someone copies them into Clio, and every copy is a chance for a typo, a differently formatted phone number, or a state abbreviation that breaks a report six months later. On a busy signing day, the person doing that data entry is the bottleneck for the whole firm.
And when firms do wire it up with a no-code tool, a new failure shows up: a webhook fires twice and now there are two matters for one client, and nobody notices until both have work on them.
How we build it
Catch the signal fast
The webhook from your CRM gets acknowledged in under a second and the real work is queued behind it. The CRM never times out and never fires the anxious retries that timeouts cause.
Standardize on the way in
Every field is normalized before it touches Clio: states spelled out, dates in one format, phone numbers formatted one way. Your reporting stops fighting inconsistent data because inconsistent data stops getting in.
Create the matter exactly once
Creation is keyed on the contact, so a duplicate webhook or a retry can never produce a second matter. The Zapier flow this replaced had made two matters from one client more than once.
Assign by real workload
New matters get load-balanced across your teams based on who has capacity, and the CRM's notes come along as one clean matter note instead of getting left behind.
Where it runs today
A Social Security disability firm runs this on every new opportunity. The flow it replaced would occasionally duplicate matters and fail as a silent 500 in a Zapier history tab nobody was reading. This one creates one matter, and when something does go wrong it emails us the same day.
< 1s
to accept a new lead
Common questions
We don't use GoHighLevel. Does this still work?
Yes. The version in production today listens to GoHighLevel, but the pattern is CRM-agnostic: catch the event, standardize the record, create the matter once, assign it. We build against whatever your intake actually runs on.
What about our custom fields?
They get filled in when the matter is created, so nothing waits on someone remembering them later. Custom fields are usually where firms feel this most, because they're the fields reporting depends on and the fields humans skip when they're busy.
How is this different from connecting Clio to Zapier ourselves?
Zapier works until it doesn't: 30-second step limits, retries that duplicate records, and failures that only show up in a history tab. This is owned code with a queue behind it, idempotency on every create, and alerts when something breaks. The difference shows up on the worst day, not the first day.
Intake still typed by hand?
Book a free audit and we’ll walk your setup and tell you what this would look like at your firm, including what it would save.