5 Steps to Eliminate Lawyer Data Entry in Clio

Don’t you just hate doing data entry? Everyone does. It’s tedious, unrewarding work. The problem is, in today’s software driven business world, lawyer data entry has become inevitable. Clio is an incredibly powerful product that makes attorneys’ lives so much easier in so many ways, but in order to see any of those benefits, you’ve got to keep up with the data entry.

The good news is, most of that data entry can be streamlined and eliminated with the right intake process. With our robust Clio integration, and our newly added custom fields sync, here’s how Lexicata can help drastically cut down on data entry at your law firm in 5 steps.

Step 1: Build Online Intake Forms

Data is not just going to magically appear in your Clio account (at least not for the foreseeable future). It still has to be manually entered by somebody. But the good news is, the people who have most of that data in the first place (i.e. your clients) can input the data for you via online intake forms.

So the first step to eliminate data entry is to create online intake forms for each type of matter you handle. Lexicata has an easy-to-use, yet powerful form builder to create these intake forms.

You can add contact info fields, all kinds of different questions from text boxes to multiple choice to yes/no, and even request file attachments that your clients can upload and submit with the form.

Step 2: Connect Intake Forms to Your Custom Fields

Now that you have a way of capturing the data, you need to ensure that it connects to all the right fields in your Clio database. That’s where the custom fields sync comes into play.

Lexicata makes this process ridiculously easy. All of the standard contact information fields are automatically connected to a contact page on Clio. As long as you’ve connected Lexicata to your Clio account, there’s nothing else you need to do.

As for the custom fields, they can be imported to Lexicata with a single click. Literally. This will create corresponding custom fields on Lexicata that mirror the ones you have in Clio.

Once you’ve imported your custom fields, you’ll go back to the form builder, and connect each question to the appropriate custom field. For example, if you have a question that asks “What is your date of birth?”, you’ll want to assign that question to the “Birthday” custom field for either the contact or matter.

Step 3: Set Up Your Contact and Matter

Leicata is basically the legal CRM for Clio, with contact and matter pages that align perfectly with Clio’s. So as you’re using Lexicata for lead tracking and managing your intake process, think of it like you’re setting up your case on Clio at the same time.

You’ll need to create a new contact and matter in Lexicata (or add a new matter for an existing contact) in order to send out the intake form. This can be done easily with our “Quick Intake” feature, which allows you to create a new contact and matter simultaneously.

With Quick Intake, all you need to input is first and last name, email address, and some basic matter information to get the job done. Within a few seconds, you’ll have your contact and matter ready, and you can send out the intake form to collect the rest of the data.

Step 4: Send Out Your Intake Form

Next, it’s time to send out the intake form to the client. The forms are sent out via email and accessible from a unique URL that is assigned to the appropriate contact and matter.

Your clients can fill out intake forms from any computer or mobile device with internet access. You’ll also be able to track whether the form has been completed or not, set due dates, and schedule automatic email reminders if the form is not submitted by the time it’s due.

As soon as the intake form is returned, your contact and matter pages in Lexicata will be updated with all the data from the form, and the relevant custom fields get added and filled out automatically.

Step 5: Export the Matter to Clio

Once you’ve gotten back the form, you can migrate all the data to Clio by exporting the matter in just a couple clicks.

This will do all of the following for you:

  • Create the contact(s)
  • Fill out all the contact info
  • Add all the contact custom fields and fill them out
  • Export the contact notes
  • Create the matter
  • Fill out all the matter info
  • Add all the matter custom fields and fill them out
  • Export the matter notes
  • Export a PDF copy of each form, and any other signed documents or files


So, looking back at this process, the only real data entry you ever had to do to set up this matter and contact on Clio was inputting a name, email address, and basic matter details from the Quick Intake form on Lexicata. Your client filled out the rest of the data for you.

Yes, you will of course have to spend some time upfront building all your intake forms and integrating them with the appropriate fields. But it’s well worth the effort.

Just think about how many non-billable hours are spent over the course of a year on data entry. Not only that, offering an online intake process also provides a much easier experience for your clients compared to the old way of printing out and scanning PDFs or relaying the information to you in a series of emails and phone calls.


Categorized in: Technology

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