Past Client Relationship Check-In Automation
A done-for-you law firm automation built for the Client Retention Specialist, connecting Clio, Mailchimp, and HubSpot so the work below happens on its own.
What this automation does, step by step
Former clients whose matters closed more than six months earlier are automatically enrolled in a periodic check-in sequence in Mailchimp, receiving a brief, genuinely useful email every quarter: a plain-language update on a relevant law change, a seasonal legal checklist, or a simple "how's everything going" note that isn't a sales pitch.
A Zapier workflow pulls the closed-matter list from Clio automatically so the client retention specialist never has to manually build or maintain the list.
Clients who reply or click into content are automatically flagged in the CRM for a personal follow-up rather than staying in the automated sequence.
Staying visible in a past client's inbox for years after their case closes, instead of disappearing the moment the invoice is paid, measurably increases referral volume and repeat business, since most people simply forget a firm exists until reminded.
- Practice management software (e.g., Clio or MyCase)
- Mailchimp or ActiveCampaign
- Zapier or Make.com
- CRM (e.g., Clio Grow or HubSpot)
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
Handled by hand, a client retention specialist spends time each day re-checking the same information across disconnected tools instead of doing higher-value work. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Win-back sequences triggered by inactivity, not guesswork
- Renewals and memberships that never lapse silently
- Referral and loyalty programs that track themselves
- Segmented campaigns built from actual purchase history
Often built alongside this one
Referral Partner Tracking & Nurture System
Every time a new client lists a referral source during intake, the system logs the referring attorney, accountant, or business contact, updates…
Webinar Signup to Nurture Sequence Automation
Anyone who registers for a free legal webinar or seminar through the firm's registration page in Jotform is automatically added to a topic-specific…
New Practice Area Cross-Marketing Automation
Existing clients automatically receive information about a newly added practice area that's genuinely relevant to their profile, estate planning…
Client Anniversary & Referral Ask System
On the anniversary of every past client's closing date, the system automatically sends a personalized email with a current market snapshot for their…
Referral Program Auto-Tracking & Payout
When an existing customer refers a new client, whether through a shared link or by simply giving out their name, this automation logs the referral…
Content Performance Alert & Repurposing Trigger System
Every 24 hours, this automation checks performance data across the content library (page views, time on page, backlinks acquired, and social shares)…