General Counsel Retainer Renewal Automation
A done-for-you law firm automation built for the General Counsel Services Coordinator, connecting Clio, DocuSign, and PandaDoc so the work below happens on its own.
What this automation does, step by step
For clients on an ongoing general counsel retainer, the automation automatically tracks each retainer's term end date in Clio and, 60 days ahead of expiration, generates a renewal notice along with an updated fee agreement reflecting any rate changes for the general counsel services coordinator to review before it goes to the client.
The renewal notice sends automatically through DocuSign for e-signature, with the same escalating reminder chain used for engagement letters if it goes unsigned.
Clients who don't respond within 30 days of the term end automatically trigger a personal outreach task assigned to the managing attorney rather than letting the retainer silently lapse.
Because renewals surface well ahead of the deadline instead of being noticed only when a client stops paying, the firm protects recurring general counsel revenue and rarely loses a retainer relationship to simple oversight.
- Practice management software (e.g., Clio or MyCase)
- E-signature platform (e.g., DocuSign or PandaDoc)
- Zapier or Make.com
- Email (renewal notices)
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
Left to a person, this means a general counsel services coordinator re-enters the same data more than once, double-checks it by hand, and still occasionally misses something. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
Often built alongside this one
Matter Profitability & Unbilled Time Alert System
At the end of each week, this automation pulls every open matter the attorney has billed time to, compares total time captured against the retainer…
Vendor Invoice Approval & Payment Scheduling System
Every vendor invoice received by the firm (court reporter, process server, expert witness, office supplies) is automatically routed to the…
Retainer Balance Low Alert System
The automation continuously monitors each client's trust or retainer balance inside the billing platform, and the moment a balance drops below a…
Monthly Billing Invoice Auto-Generation
Throughout the month, as attorneys log billable time entries directly in Clio or TimeSolv, the automation automatically compiles every entry tied to…
Settlement Disbursement Checklist Automation
Once a settlement is marked approved in Clio, the automation automatically generates a disbursement checklist specific to that matter type, covering…
Trust Account Reconciliation Alert System
The automation runs a daily reconciliation check comparing trust account activity in the firm's accounting software against the ledger balances…