‘Get to the Actual Case Work’ by Automating Routine Work

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Sarah Wilson Law Firm

Sarah E. Wilson Law Firm, PLC

  • 2021

    Year Founded
  • Solo

    Number of Staff
  • 2021

    Started Using Clio
  • Iowa, USA

  • Flat Fee


    Fee Types
  • Assisted Reproductive Technology (ART) and Adoption

    Practice Areas

Automating Routine Tasks with ‘One Overarching Software’

When Sarah E. Wilson first started her solo practice, she knew that she’d be taking on a whole realm of new administrative responsibilities—in addition to being accountable for the overall success of her firm.

What she found in Clio was a set of solutions—that included Clio Manage, Clio Grow, and Clio Draft—that could capture important client information and automate several routine tasks, so that she could spend more time on her most important work.

“I was moving from a large firm to a solo practice and was looking for something that could both handle my case management and integrate with other tools.”

“I basically wanted one overarching software that I could use for everything in my firm.”

At a glance: How automation helps Sarah give her clients what they need, quickly

Sarah sees a high volume of cases with quick turnover. Her clients are typically ready to start their cases right away, and often have only a matter of weeks to get a contract completed.

Here’s what it looks like in Clio:

1. When a potential client reaches out, Sarah sends an intake form from Clio Grow to gather information for a consultation.

2. If the client is a good fit, she sends a pre-prepared engagement letter and a more detailed questionnaire based on the type of case at hand.

3. Once she gets the case details, she pushes the information to Clio Manage, which opens a new matter where she can manage all of her case files and billing details.

4. She then uses Clio Draft to pull the case information from Clio directly into a set of documents that she can quickly send to her client.

“The quicker I can get through that intake process, the quicker we can get to the actual case work.”

How Sarah uses Clio to save time on important tasks

With Clio, Sarah has been able to create an ecosystem of efficiency that saves her time—allowing her to deliver on what her clients need, when they need it.

“Clio Grow, Clio Manage, and Clio Draft reduce manual work and automate a lot of the processes that I would otherwise have to do myself as a solo attorney. They share information and reduce the risk of error when copy and pasting.”

1. Engagement letters on-hand immediately after consultation

Before Clio Grow, her intake had been very manual. “I had my initial calls, and just took everything down as notes. That is something I’ve never looked back on.”

Now, she collects all of her client information through intake forms, which allows her to generate a client engagement agreement immediately after a consultation.

“When I implemented Clio Grow, I spent far less time on the client intake.”

“As soon as I have the prospective clients fill their intake form, their information goes directly into Clio Grow, and that’s auto-populated into the client engagement agreement. It’s much more automated, and there is less that I need to manually change from case to case.”

“I have developed forms for each matter type.”

“On one intake matter, Clio Grow saves me at least 30 minutes to an hour of administrative work, because so much of the process is automated.”

2. Drafted document sets in minutes

With the information Sarah collects with her intake forms, she’s able to create a matter in Clio Manage, which is where she manages all of the details of her client’s case—and which allows her to draft documents quickly in Clio Draft.

“The time savings are the biggest thing with Clio Draft.”

“I draft many pleadings to file in court cases as well as do a lot of contract drafting. Before Clio Draft, I was repeatedly using search-and-find to replace terms in Microsoft Word.”

“Now, when drafting a set of documents—which might include 10 separate documents—Clio Draft imports the case information into the whole document set, rather than me having to go through each document individually.”

“For cases that have a large document set, I was spending an hour to two hours or more manually drafting and reviewing those documents. Now, I can get that done in a fraction of that time and with more accuracy.”

3. Billing and payments made easy

When starting as a solo, Sarah was hesitant about handling the billing and collecting payments on her own, as it wasn’t something she had handled previously. Now, she’s able to get bills out faster and more efficiently than when she worked at a large firm.

“It’s very quick for me to get my invoices out—and to get payments in. It’s usually the same day.”

“I often receive feedback from my clients about how simple it is for them to use the online payment system. They say it’s very easy to go through the online payment process rather than having to find a check and send that out.”

“It’s a simplified process for clients, and my accounts receivable is very low as a result.”

“Now, I get invoices sent out as soon as the matter is completed. It doesn’t have to wait until the end of the month. It takes minutes to prepare the invoice. I send them out by email with the payment link, and the payments usually come in the same or next day.”

4. More connected benefits with over 200+ software integrations

Clio integrates with over 200 business softwares to help firms improve efficiencies across all essential workflows. Similar to how Sarah is able to share information between different platforms in Clio, she’s also able to integrate other solutions—such as her ScanSnap scanner and Microsoft Outlook— to avoid manually entering data and to eliminate the risk of error.

Sarah uses ScanSnap to quickly scan documents into Clio and QuickBooks Online to manage all of her bookkeeping based on the billing she does in Clio. “With ScanSnap, I’m able to scan documents right into that client file.”

“With the Outlook integration, I don’t have to search my email for client communications. I can go to the Communications tab in the client matter in Clio, and I can see all the communications there—whether it’s a phone call or email correspondence.”

5. Better organization for more efficient, and ethical legal practice

Clio gives Sarah a central location for all of her firm’s information. Not only does this allow her to automate routine tasks, but it also allows her to keep everything organized across so many clients—which also helps her eliminate the risk of something falling through the cracks.

“When I can look at my whole matter list in Clio, I think it helps not only with efficiency of my practice, but also helps me maintain an ethical practice. I can have peace of mind that I’m not going to miss things that are in my client file like deadlines or tasks that need to be done, because it’s all in one place.”

“The biggest benefit is that I can have my entire case file in one location. I love that. It’s cloud storage, and I have a high-volume practice, so it’s easier to keep track of all my case files.”

Sarah’s sees a bright future with Clio

Sarah plans to continue to grow her firm—and with Clio she sees even more opportunities to automate administrative work, which will give her more time to focus on clients.

She also likes that Clio continues to innovate its products to provide more benefits to law firms, especially as client expectations continue to evolve.

“Clio continues to innovate and come out with new products. Clio listens to customer feedback on what products would be helpful to law firms.”

“I’ve been using Clio for years now, and I’ve seen big changes throughout that time. I see that Clio is visionary, and will continue to evolve their product to adapt to client needs.”

“I’ve recommended Clio to other attorneys who I know are looking for an all-in-one practice management tool. I highly recommend Clio as something that is going to save them time and be an efficient way to manage their practice.”