One of the most popular practice management systems for modern law firms is Clio, a web-based software designed to streamline administrative, billing, and project management processes. Clio helps attorneys stay focused on revenue and business-generating activities. Tasks that previously ate into a firms’ billable hours — such as billing and bookkeeping, timekeeping, managing contacts, conflict checks, and document management — can now be completed quickly and efficiently.
Our virtual paralegals use Clio to assist many of our clients. Here are a few tips they have for unlocking the best features that Clio has to offer:
Upon first use, be sure to enter detailed client information into the Client Database. Clio’s database makes management easy, allowing the user to sort by case in order to view contact information, billing requirements, and any calendar dates or important documents.
One feature that makes it easier to keep your documents and correspondence organized is the “maildrop” email address. A separate mail drop address can be configured to each client or matter, then be used to automatically save email correspondence or attachments with the click of a mouse. By simply forwarding an email to the maildrop address, Clio will file the interaction under the documents section of the selected case.
Clio also provides a task management feature. This allows users to plan their workweek, monitor deadlines, and even delegate tasks to other employees in the business. The task and calendar features are a great way for attorneys to monitor what needs to be completed and who is responsible for completing a task. If a court date goes over and a task needs to be completed that day, attorneys can easily delegate the task to a paralegal or other attorney in the office. For more information about how to create a task list automation in Clio, check out our video below.
Clio also allows for “task flows,” a platform where deadlines can be automatically calculated without having to calculate dates. Received a complaint? Program a task flow to set deadlines for when the answer is due, when the discovery period ends, and more. Completing a real estate transaction? Schedule deadlines for estoppel letters, mortgage payoffs, lender approval and more based on the closing date. If the closing date moves, then the tasks will automatically reschedule.
Document Management and Template Creation
One of Clio’s greatest timesaving features is the document manager. Clio’s software allows users to upload templates and create fields in any document. Clio can automatically pull client-specific data into the fields in your templates. For example, you can create a retainer agreement with fields like client name, address, etc. Clio can then automatically fill in those fields for each client to create a draft retainer agreement. Use of templates with fields drastically reduces the time it takes to complete form contracts, pleadings, and other forms that are repeatedly used.
Clio allows for document sharing and email directly through their software. This provides a more secure method for exchanging documents with clients than email.
The small amount of time needed for training will result in exponentially more availability in the long run. If you’re interested in implementing a management software such as Clio, our virtual paralegals can help. Contact us today for more information.