How Medina McKelvey LLP improved their collections by 3 weeks with Clio

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Medina McKelvie

  • 2014

    Year Founded
  • 11-50

    Number of Staff
  • 2021

    Started Using Clio
  • Roseville, CA, USA

    Location
  • Contingency

    Flat Fee

    Hourly

    Fee Types
  • Advisory

    Compliance

    Employment

    Investigation

    Mediation

    Practice Areas

Impact of Using Clio

The Medina McKelvey team uses Clio to streamline processes, simplify workflows, and, ultimately, grow their practice.

  • Customer Story Icon - Payments

    Improved collections from 45-60 days to 21-24 days

  • Customer Story Icon - People

    Grew number of staff from 10 to 25+ people in 3 years

  • Increased billable hours potential by $10k monthly

  • Customer Story Icon - Time

    Decrease time spent on rate report by 2 weeks

Biggest Challenge They Were Looking to Solve:

How Clio Solved It:

For Medina McKelvey LLP, growth was a good problem to have—but it was a challenge nonetheless. After the pandemic, the full-service employment law firm found itself with more staff and clients than ever.

Yet, as the firm grew, it became harder to juggle the firm’s management and operations while using a mishmash of programs. Instead of using different software for time tracking, billing, and other tasks, the firm needed to find a robust solution to keep up with its growth and take the practice to the next level.

In 2021, Medina McKelvey adopted Clio. Since then, Data and Reporting Analyst, Jacob Stacy, and Accounting Clerk, Thomas Martin, have used Clio’s technology to help the firm improve processes and systems.

Specifically, with Clio’s centralized software driving efficiency, streamlining workflows, and providing valuable data and performance metrics, the firm has been able to grow and scale at a higher level.

Biggest Challenge They Were Looking to Solve:

For Medina McKelvey LLP, growth was a good problem to have—but it was a challenge nonetheless. After the pandemic, the full-service employment law firm found itself with more staff and clients than ever.

Yet, as the firm grew, it became harder to juggle the firm’s management and operations while using a mishmash of programs. Instead of using different software for time tracking, billing, and other tasks, the firm needed to find a robust solution to keep up with its growth and take the practice to the next level.

How Clio Solved It:

In 2021, Medina McKelvey adopted Clio. Since then, Data and Reporting Analyst, Jacob Stacy, and Accounting Clerk, Thomas Martin, have used Clio’s technology to help the firm improve processes and systems.

Specifically, with Clio’s centralized software driving efficiency, streamlining workflows, and providing valuable data and performance metrics, the firm has been able to grow and scale at a higher level.

How Clio Helped

Top 3 Ways Manage/ Grow/ Payments have Positively Impacted their Workflows

Streamlined billing processes save time and boost efficiency

“Clio cuts down so much of the time we spend on processes like billing and tracking time. With Clio, we’ve really been able to optimize processes. Now, we’ve found the processes that are most efficient for us and can continue to implement them.”
-Jacob

“By utilizing time tracking for non-billable time with Clio, we can see how much time we’re spending in meetings, education, and training of our staff. Being able to quantify this lets us see if we need to cut back on time in certain areas or devote time to other areas.“
-Jacob

Easier and more effective reporting

“One of the ways that Clio has empowered us is through reporting. The information for performance metrics, financial projections, and more are all made readily accessible through Clio. And Clio has only gotten better; when we first started with Clio, for example, running a rate report was a manual two-week endeavor. Now, thanks to Clio’s ongoing improvements we can get a rate report within minutes, and make changes within a few days.”
-Jacob

“With Clio, I’m able to get a firm-wide view of where we stand in terms of total outstanding and individual clients, even if they have multiple matters. I can compile that information into single totals for every single client and associate it with the partner who is responsible for that. It’s also easy to share reports with the partners, and to highlight key information. If we have a client that owes more than $5,000, for example, we’ll highlight it to the partner to allow the partner to communicate that to their client.”
-Thomas

“Clio provides excellent access to data, whereas before Clio, our data was fragmented and spread across several systems. Having a centralized database has allowed us to consolidate many tasks, and simplify workflows. It’s increased efficiency across the board.”
-Jacob

Clio’s integration with QuickBooks Online

“The Clio to QuickBooks Online integration has been great. I like the responsiveness, speed, and accuracy that it gives to our accounting workflows. If a payment is inputted, within five minutes if I put in a payment and I go into QuickBooks it’s always there right away.”
-Thomas

“With the integration, when you finalize an invoice, it’s sent directly from Clio to QuickBooks Online and it is associated with the appropriate client. When we receive a payment for that invoice, it gets sent over and pays the invoice in QuickBooks Online. We record in Clio, and then Clio talks to QuickBooks Online and pays the appropriate invoice associated with that.”
-Thomas

Other Benefits of Clio

Streamlined payments, billing, and collections result in increased cash flow

With Clio Payments, Thomas and the Medina McKelvey team are able to streamline the firm’s payments process. Using Clio Payments to accept payments via credit card, clients are able to pay their legal bills quickly and easily.

“Clio Payments makes the payment process easier, and it’s all in one place. On average, I usually see payments in about three business days. We’ve also been working this last year to reduce the amount of paper coming in and out of the office, especially checks.”
-Thomas

“Since time is typically billed at the end of the month, and the average collections time for our industry is 45 to 60 days, we would expect to see that money in about three months. With Clio, we’ve cut that down to 21 to 24 days, and most of our money is seen within the month we have issued the invoice. That has really allowed an improvement of our cash flow, and that helps the executive team make financial decisions for the firm. The sooner you have the data, the better your decision-making can be.”
-Thomas

A user-friendly interface makes staff adoption simple

“Ease of use of technology assists in the use of technology. Sure, technology may save you hours, but if someone isn’t willing to use it—or can’t use it, it won’t save you those hours. I like that Clio is easy to use and accessible for the firm.”
-Jacob

“With Clio, I can access case information, parties, notes, and docketing all in one place with a user-friendly interface. This helps me quickly find information to draft pleadings, understand the status of the case, manage tasks, review important upcoming deadlines, and track my billable time with ease. I am also able to set billable goals and see how I am progressing throughout the month and year towards that goal.”
-Jenelle Joyce, Senior Paralegal

“The firm’s use of Clio allows for transparency and organization for the whole team and everything we do.”
-Emmalee Bates, Executive Assistant

“Clio allows me to accurately memorialize vital case information in an accessible and searchable medium.”
-Evan Kania, Legal Office Assistant

What’s next

Moving forward, it’s clear that technology will continue to be a key ingredient for enabling Medina McKelvey’s ongoing growth and success. And, as Jacob notes, they hope to see Clio grow in tandem. “As Clio evolves, we can become even more efficient.”.

As for Jacob’s advice for other firms who are considering Clio?

“If a firm isn’t using Clio, they’re being left behind.”

Products Used by Medina McKelvey LLP

Clio Manage

Cloud-based legal practice management software that lets you run your firm, organize cases, and collaborate with clients from one place. Learn more.

Clio Payments

Make it easy for your clients to pay their bills, anytime, anywhere. Our built-in online and in-person payment processing solution gets lawyers paid faster—improving your collection rates and firm efficiency. Learn more.

QuickBooks Online

With QuickBooks Online and Clio, manage your firm’s financial information, trust transactions and disbursements, and online payments in one integrated cloud-based solution. Save time and reduce the risk of error meeting client, firm, bar association, and law society obligations. Learn more.

Interested in learning more about what Clio can do for your firm?

Book a Demo Today