Tracking prospects and leads is a fundamental part of law firm CRM. While Clio lacks dedicated prospect tracking features, this can easily be accomplished using our Custom Fields. Once the data is in Clio, it can be exported to Excel and further analysis can be performed using the ‘Export to CSV’ function from the List Contact screen. This process uses the following Clio tools:
- Contact Custom Fields
- Custom Field sets
- Related Matters (to track communications)
First, Prepare Your Database
Add your Contact Custom Fields and Create a Custom Field Set. When creating both the fields and field set, be sure to select “Default.” Create two Contact Custom date fields: one for date first contacted and the other for date converted to a client. Then combine these two fields into a Custom Field Set. You can add a field for “How Met” or other important data you would like to track. Next, create a matter called “Prospect Tracking” or “Initial Consults” using a ‘Prospect Tracking’ or ‘Initial Consult’ Practice Area. Add yourself as a contact in Clio and create this matter under your contact in Clio.
Now You’re Ready To Start Tracking Prospects In Clio
When adding a prospect to Clio (as a new contact), use the new Contact Custom Fields and enter the date you met the prospect in your new Custom Field, which will appear as part of the Custom Field set you created. Your new contact will have the new Custom Field data as part of their contact card. Now, add this contact to the “Prospect Tracking” matter under Related Matters contact tab. When adding the matter, under description, put the Prospect Met date or any descriptive terms you prefer. So you now have a Prospect in Clio, grouped under the “Prospect Tracking” matter where all your Prospect contacts will hang out until converted to a client.
Converting Prospects To Clients
When you have successfully landed this new client, you will capture this in the Custom Fields you created. Create the new matter and update the contact by adding the Date Prospect Converted, which should match the Open Date of your new matter. You can either keep the contact connected to the ‘Prospect Tracking’ related matter, or remove it. With these simple steps, you’ll be able to track prospects, leads, and ultimately measure your conversion, a must for any modern law firm.