February can leave many lawyers dealing with an overflow of work from January, and overrun with prep for the tax season – leaving little time for the essential process of onboarding of new clients
During the onboarding of clients, common mistakes such as repeat data entry and transfer, spelling errors and miscommunications should be avoided. Automation is key to effective client intake processes. Your practice management software should assist with these tasks, acting as your support system, onboarding solution, and legal assistant.
Clio users have the option of implementing not just one, but three different forms of automated client intake processing: via direct integrations, an API bridge with Zapier, or building their own.
1. Creating Intake Forms with Clio integrations
Allow your intake process to begin prior to your first consultation, or while your clients sit in the waiting room, with Clio integrations that allow for online signatures, data exports and dynamic time-saving.
- Intake 123 includes a database of ready-made templates for intake forms, with practice specific versions, that are easily integrated into Clio. Law firms can choose their layout or curate one from scratch.
- Forms created using Intake 123 can be embedded onto your firm website to capture leads, sent to prospects via a private URL, or used in-house.
- Lexicata is a CRM platform that allows you to build online intake forms, while integrating directly with Clio’s API. Simply build your form online, and complete with fields that sync to a contact, matter, or a custom Clio template.
- When the intake process is complete, you can export all the data with a few clicks, including the contact, matter, intake form, and a signed copy (by way of digital signature) of the document.
Tip: Going paperless is the key to easy automation of administrative intake tasks. Operating from a brick and mortar office? Speed up the process by providing your client with an iPad or tablet in the waiting room to create a paperless, client-facing data entry process.
2. Linking an Intake Form via Zapier.
Creative linking and syncing of apps to Clio through Zapier allows you to automate and customize as many features of your practice management as you choose, and fully utilize all your law firm’s resources.
- Create two Google forms from within Google Drive.*
- The first should include fields for all basic information necessary for onboarding a new client. The second should be matter-specific, with additional fields specific to your customizable Clio Contact fields.
- Open Zapier, “Make a New Zap”, select Google Sheets as the trigger application (“New Spreadsheet Row”), and Clio as the action. Continue to connect your Clio and Google accounts.
Tip: Clio Contact Custom Fields are also supported through Zapier, so you can create a form field for any of your Clio Contact Custom Fields – complete two tasks in one.
*Feature Update: Please note that since time of publishing, this step has been altered. One form can now be used to gather all information for Clio Contacts, Matters or other actions desired to be included in a Zap.
3. Building an Original Client Intake Form
- JurisPage offers an intake form service that fully integrates with Clio. Direct potential clients to customized, online intake forms that will automatically create a new client contact card in Clio.
- Connect your Clio account from within Jurispage, create a form to collect Contact Lead information from visitors to your website, curate your form fields and connect them to the related contact fields in Clio.
- For the coding literate lawyers, the extensive option of inserting a Github lead via code directly to Clio is there for our users.
Tip: A variety of other necessary forms should also be automated and integrated into your Clio platform such as new matter questionnaires. Leverage your processes by connecting forms filled in the initial onboarding to your accounting and client management software.
Clio software now includes a smorgasbord of integrations and automations; allowing you to add limitless functionalities to your legal practice management platform, collaborate with popular legal apps, and leverage your ability to practice law while your practice runs itself.