Intake Decline & Referral Notification
A done-for-you law firm automation built for the Intake Coordinator, connecting Clio and Mailchimp so the work below happens on its own.
What this automation does, step by step
When a prospective matter is declined during the conflict check or initial evaluation, the automation automatically sends a polite decline notice along with alternative referral suggestions to the prospect, instead of a declined inquiry simply going unanswered, which reflects poorly on the firm even when taking the case genuinely wasn't possible.
The intake coordinator no longer has to draft the same decline email from scratch for every rejected inquiry, and prospects who receive a helpful referral instead of silence often remember the firm favorably enough to refer someone else down the road.
- Case management software (e.g., Clio or MyCase)
- Zapier or Make.com
- Mailchimp or email
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
The manual approach means an intake coordinator handles each case reactively, after someone has already noticed something went wrong.
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
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