Client Intake Document Automation
A done-for-you law firm automation built for the Case Manager, connecting Twilio, Jotform, and Clio so the work below happens on its own.
What this automation does, step by step
The moment a consultation is booked on Calendly, a Zapier workflow automatically sends the client a secure intake questionnaire through Jotform along with a personalized checklist of required documents, from photo ID to insurance declarations pages, based on the practice area selected at booking.
Completed responses and uploaded files sync directly into the client's matter file in Clio, so the case manager can confirm everything is in before the first meeting instead of chasing paperwork afterward.
Clients who haven't completed the questionnaire 48 hours before their appointment automatically receive a reminder text through Twilio, and anything still outstanding the morning of triggers an internal Slack alert to the case manager.
Attorneys walk into first meetings with signed intake forms, ID copies, and supporting documents already reviewed, cutting roughly 20 minutes of paperwork chasing out of every new matter.
- Calendly
- Jotform (intake questionnaire)
- Practice management software (e.g., Clio or MyCase)
- Zapier or Make.com
- Twilio (reminder texts)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without automation, a case manager has to notice problems after they've already happened, then scramble to fix them manually one at a time. It's the kind of work that quietly eats hours every week.
With this automation
- Intake forms that sync straight into your CRM or practice software
- Document collection with automatic reminders
- Welcome sequences that set expectations from day one
- Kickoff and first appointments scheduled without back-and-forth
Often built alongside this one
Client Intake to CRM Sync System
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Intake-to-Task Checklist Automation
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Intake Decline & Referral Notification
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Discharge Planning & Aftercare Referral Coordination System
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Discharge Planning Checklist Automation
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Paralegal Workload Balancing Alert
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