(3 min. read that is really worth your while!)
Here’s a pop quiz: How does your firm track prospective clients?
- Somebody has an Excel spreadsheet for their own prospects. I don’t know where they keep it.
- We use a clipboard. It’s on someone’s desk.
- If someone calls, we write it down on a phone message pad and give it to an attorney. They’re supposed to follow it up. I assume they do.
- We’re quite modern. If a lead comes in through our website, we print it out and pass it around. It’s on someone’s desk.
And the best answer among these choices? None of the above.
The life cycle of a client doesn’t begin when they sign a fee agreement. It begins when a prospective client reaches out to your firm. And yet, for all the marketing initiatives law firms invest in, the follow-up to turn those leads into clients is woefully inadequate. Using spreadsheets, paper, phone messages and clipboards may be familiar, inexpensive, and easy to set up. But as your firm grows—and as client expectations for responsiveness continue to rise— these options quickly become a bottleneck. Manual data entry, inconsistent follow‑ups, and the lack of any true automation can cost your firm revenue long before the first consultation is even booked.
If you’re feeling the strain, you’re not alone. More law firms are transitioning to dedicated intake tools, and Clio Grow has emerged as one of the most popular, purpose‑built platforms for managing prospects and turning them into clients.
Clio Grow was built specifically for the challenges law firms face when managing prospective clients. It automates what should be automated, organizes what should be organized, and gives your team a reliable, repeatable system for intake success.
Here are the advantages of using Clio Grow as your firm’s Customer Relationship Management (CRM) tool:
- Automated Intake Workflows Save Time and Increase Conversions
Clio Grow lets you create custom workflows that move prospects through the intake process without manual intervention. This includes:
- Automated email follow‑ups
- Online scheduling
- Intake forms that sync directly into the system
- To‑do lists and reminders for each stage
The result: Prospects receive timely communication, no matter what’s happening in your office.
- Professional, Embeddable Intake Forms
Instead of manually entering data from web inquiries or phone calls, Clio Grow lets you embed online intake forms directly on your website. When someone fills out the form:
- Their information is automatically pulled into the system
- You’re notified instantly
- They’re placed into your intake workflow
The result: No more manual copying and pasting.
- A Visual Pipeline for Every Prospect
Clio Grow gives you a clear, visual dashboard showing each prospect’s status:
- New lead
- Initial consult scheduled
- Awaiting retainer
- Converted
- Closed/lost
The result: Anyone on your team can quickly see where each person stands—and what needs to happen next.
- Team Collaboration Made Simple
Clio Grow centralizes intake-related activities. Your team can:
- Assign tasks
- Leave notes
- Track communication history
- Update statuses in real time
The result: Everything is logged automatically. No more wondering who contacted whom or when.
- Data and Reporting That Drive Better Decisions
Clio Grow’s analytics tools help firms understand:
- Your busiest referral sources
- Conversion rates by practice area
- Response time performance
- Pipeline value and bottlenecks
The result: This empowers your firm to invest in the right marketing channels and refine its intake process based on real evidence—not assumptions.
- Seamless Integration with Clio Manage
If your firm uses Clio Manage, adding Clio Grow is a major value-addition:
- Convert prospects into clients with one click
- Automatically create new matters
- Sync contacts and documents instantly
The result: This eliminates double entry and ensures a smooth transition from intake to case management.
Now is the time
If your firm wants to grow, improve client experience, or simply stop losing leads to manual errors, shifting from manual workarounds to a dedicated intake platform like Clio Grow is one of the smartest operational moves you can make. Our team at Crosspointe Consulting Group is dedicated to finding solutions for law firms to help them work smarter and more efficiently. We offer needs analysis, consultation, implementation, training and support. It may involve new programs or helping our clients get the most from what they already have. You are welcome to call us at (877) 375-2810 or write to us at info@crosspointecg.com.
See also:
Dana Riel is President and Founder of Business Solutions, Inc., serving the Washington, D.C. metropolitan area since 1985. Her firm is the authorized training center for the region for Time Matters and PCLaw by PCLaw|Time Matters, PLLC; Timeslips and Sage 50 Accounting by Sage Software; and QuickBooks by Intuit Corporation. She also serves as a consultant for Caret Legal (formerly known as Zola Suite), CosmoLex, Soluno & TimeSolv. As a trainer, Dana has provided training services to organizations such as the DOD Defense Logistics Agency, Judge Advocate General’s Office (JAG)/Department of the Navy, University of the District of Columbia School of Law, U.S. Department of Commerce and the U.S. Department of Veterans Affairs, as well as with small‐ to mid‐size law firms in the Baltimore‐Washington D.C. area. In 2009, she participated in the series of day‐long seminars sponsored by the District of Columbia Bar Association Practice Management Section, titled “Basic Training: Learn About Running a Law Office”. Ms. Riel also served as an Adjunct Professor in Georgetown University’s Paralegal Studies Program, having taught the course, “Legal Ethics/Legal Technology” in 2009; and “Legal Technology” for the Spring and Summer Semesters of 2010. She presently serves on the Advisory Board for PCLaw|Time Matters, PLLC.
