Efficiency at the Core: How Clio Helped LinQ Immigration Serve More Clients, Faster

Efficiency at the Core: How Clio Helped LinQ Immigration Serve More Clients, Faster

Timothy Brogan-Shaw has a lot on his plate—which means efficiency isn’t just a nice-to-have, it’s a necessity.  In addition to serving as UKVI Compliance Manager for one of the UK’s largest school groups, Timothy launched LinQ Immigration Ltd. in late 2023. Here, as an accredited immigration advisor, he provides clear, reliable guidance for students, professionals, and families navigating the complexities of the UK immigration system.

Starting as a sole practitioner, Timothy built LinQ Immigration from the ground up, turning the challenge of setting up systems and processes into an opportunity to shape a practice around his goals. Today, the firm has grown into a family-run business, with his wife now a qualified advisor. At the heart of this growth is Clio, providing the structure and automation to streamline workflows and boost efficiency.

How Clio helped

At launch, Timothy spent countless hours on spreadsheets, client letters, and repetitive emails, with limited visibility into case progress. He needed a centralised, scalable system—enter Clio. By automating tasks, tracking progress, and standardising communications, Timothy transformed a patchwork of processes into a streamlined, efficient workflow, freeing time to focus on clients and grow his firm.

Manual workflows to custom, trackable case journeys

For Timothy, customisation is key to efficiency at LinQ Immigration, and  Clio gives him the tools to design workflows that fit his practice perfectly.

“The beauty with Clio is you can set up each of your different types of work that you’re going to do, and then within each of those practices, such as immigration, you can then further condense that down to being a visa category, like a child student visa or skilled worker, dependent visa. You can get really bespoke with those categories and then build document checklists.”

Timothy uses custom fields and matter stages to track client progress, from the initial authorisation to the visa decision. He can record every detail—from client addresses to National Insurance numbers, marital status, and current immigration permission—so nothing falls through the cracks. 

Clio’s templates also boost efficiency. 

“Templates are an absolute godsend, because having to manually type out client details is painstaking. If you already have the details when you’re taking on a client, and you get them to fill out the first intake form… all of that just gets put straight into the template, so long as you set it up correctly with the right merge fields that Clio supplies. It’s really amazing.”

Read about case management in Clio

Repetitive letters and emails to efficient client communication

With Clio’s templates, Timothy can send professional, consistent client letters and emails without retyping details—saving time while maintaining a polished, reliable experience.

“You’ve got to look at your current processes and think, how much time am I spending on spreadsheets or filling out client care letters day in, day out? Of course, we want to be personal with our clients, which I still am—but it’s nice to have the client’s name and matter already there.”

“We’re just filling in the gaps here, but having that capability to save time… this is all about time. If you can save time on monotonous tasks, and it’s within the client’s interest as well as yours, you get it all done quickly and efficiently. That’s what a client needs, right? We need to be more efficient.”

Read about Clio Grow

Back-and-forth scheduling to streamlined bookings

Clio Scheduler makes booking consultations easy, letting Timothy control dates, offer Zoom or in-person options, and collect client info upfront—turning a time-consuming process into a fast, efficient workflow.

“Clients may go to our website, look around, and want to book a consultation. Then they can just go straight through using that link to pay for a one-hour consultation. I get an email with the client details and the date they’ve booked a consultation. Of course, this all syncs with my calendar as well.”

Read about Clio Scheduler

Ad hoc billing to clear, fixed-fee matters

Clio lets Timothy create separate matters for each service, simplifying billing and keeping payments organised across multiple visa types.

“When you’re creating a matter, you can have templates. If you know what work you’re going to do, you can already set a template which will give you tasks, document checklists, and the billing… We tend to work fixed fees for set visa types. So if I know it’s a child student visa and a parent visa, I already have a template for that. I know exactly what documents we need and what the client needs to do as well. It’s just brilliant.”

Read about billing in Clio

Additional benefits to using Clio

Responsive partnership and product feedback

Timothy appreciates how Clio listens to user feedback and continuously develops its platform, giving him confidence that LinQ Immigration can grow alongside the software.

“It was easy for me to get set up, and the Clio Academy helped me learn workflows and operating the client account. The customer support has been absolutely bang on—any technical issue or question, they’ve been amazing. And if they didn’t have the answer at that point in time, they come back within an hour or so…  it’s really great.”

Read more about Clio’s customer support

Seamless integrations

Upcoming features like Zoom integration and additional automation triggers promise to make client interactions and case management even more efficient. Timothy is looking forward to these enhancements, which will further reduce manual work and streamline workflows.

Read more about Clio integrations

Future-ready with Clio’s Manage AI

Timothy takes an innovative approach to running his firm, and he appreciates how Clio shares those values—especially through AI tools.

“Since I started with Clio over a year ago, I’ve seen the platform evolve with updates and new features. Clio’s Manage AI integration is one I really love—it’s built directly into the system, so you can summarise lengthy documents or get updates on cases without sending client data outside the platform… I haven’t used it extensively yet, but from what I have used of it, it’s been useful so far.”

Read more about Manage AI