Client Intake Form to Clio (No Retyping)
Staff retype the same client data across systems and lose billable time doing it. This workflow takes a web form and writes a clean contact and matter into Clio or MyCase. No retyping. Free n8n workflow, yours to keep.
Import it into n8n
- The button above downloads the workflow as a .json file — that is the whole download.
- In n8n, open the workflows list, choose Import from File, and select the file you just downloaded.
- Open each node flagged with a warning and connect your own credentials — none of ours are in the file.
- Run it once manually before you activate it, and check the output is what you expect.
How it works
- Receives a client intake payload via a webhook and validates required fields while normalizing values like email, phone format, and practice area.
- Searches Clio for an existing contact by email and decides whether to reuse the matched contact or create a new Person contact in Clio.
- Creates a new Clio matter linked to the selected contact and sets details such as practice area, description, and open status.
- If matter creation succeeds, emails staff an intake routing summary and optionally posts the same summary to Slack via an Incoming Webhook.
- Builds a client confirmation message and runs an Execute Workflow call to a Bar-Compliance Guardrail workflow to approve and append required disclaimer text.
- Sends the compliance-approved confirmation email to the client (or skips if not approved) and responds to the original webhook request with a success payload.
Compliance: never touches your legal work
This automation only handles operational steps — sending, routing, and moving data. It doesn’t draft, analyze, or make any legal judgment, consistent with ABA Opinion 512.
What’s inside
- The intake-to-PM workflowImport one JSON file. A web form or chat collects matter facts and creates the record in your PM tool.
- Clean contact + matter creationFields land mapped and formatted, so you are not fixing typos later.
- Routing and data onlyIt moves and structures data. It does no legal screening or judgment.
- 20-minute deploy guide + LoomConnect your form and your Clio or MyCase account. No developer needed.
✓ Works great when
- You use Clio or MyCase and re-enter intake data by hand
- You want intake facts to land as a clean record, not a messy paste
- You want to stop paying billable time for data entry
✗ What breaks at scale
- You want conflict-checking before the contact is created
- You need matter-type-specific intake logic and document generation
- You want e-signature and payment collection stitched into intake
Frequently asked
What platform does this run on?
It runs on n8n, a free open-source automation tool you host yourself. Import one workflow file and connect your form and PM tool. Nothing is locked to us.
Does it work with Clio and MyCase?
Yes. The workflow writes a contact and matter into Clio or MyCase via their API. If your PM tool has an API or webhook, it can usually connect.
Does it make any legal screening decisions?
No. It moves and structures intake data only. It does not qualify, accept, or decline a matter. Those decisions stay with the attorney.
Can you build matter-type logic for me?
Yes. The free version does clean data transfer. Matter-type routing, conflict-checks, and e-signature are a Quick-Win Build, from $1,500, typically live within a week.
Want the version built for your firm?
Done-for-You Build.
The free workflow moves the data cleanly. When you want conflict-checking, matter-type logic, e-signature, and payment collection, that is a Quick-Win Build. We connect it end to end and hand it back tested.
What you get
- Intake wired into Clio or MyCase with field mapping
- Conflict-check step before the contact is created
- Matter-type-specific intake and document generation
- E-signature and payment collection built into the flow
