We already have Clio AI. What work still needs attention?
Clio AI may already handle much of the work. Start with one process your team still has to chase across different systems, then check what your current tools cover and who will manage any work that remains.
For example, a firm might receive a phone inquiry, arrange a consultation, approve an engagement and open a matter with the required documents. A useful review shows which of those steps already run correctly, who makes each decision and what happens when the expected record does not arrive.
Start with the features you already have
Lawmatics documents native matter synchronization with Clio Manage, including conversion, a separate sync action, mapped fields and updates to a previously synced matter. Its guide distinguishes a pre-hire matter from one marked hired. Check those settings before building another handoff.
Phone records may already be covered too. Lawmatics' RingCentral guide describes call logging, matching calls to matters and assigning calls that have not been matched. A call in the log still needs to fit your firm's intake and approval process.
Clio announced a connected Grow, Manage and Work experience on October 26, 2026. It said rollout would begin in November 2026. Its product announcement describes broader workflow capabilities. Confirm what is available in your account and what its plan, permissions and settings allow. An announcement does not establish that every firm already has a feature enabled.
Walk through one inquiry
The following firm and process are hypothetical. It uses Clio Manage, Lawmatics, RingCentral and Microsoft 365.
| Step | What this firm needs to confirm | Decision or handoff to check |
|---|---|---|
| A call arrives | The inquiry is attached to the intended person or intake record | Who checks an unmatched number or a possible duplicate? |
| The inquiry is assessed | The record shows the information needed for the next intake step | Who resolves missing information and decides whether to offer a consultation? |
| A consultation is arranged | The appointment, responsible person and required preparation are recorded | How are a changed time, cancellation or incomplete form handled? |
| The firm approves the engagement | The designated person has recorded permission to open the matter | Which approved event permits conversion or synchronization? Qualifying an inquiry is a separate decision. |
| The matter and documents are prepared | The correct matter record exists, with the agreed fields and documents in their intended locations | Which transfers are covered natively, and what does the firm's document setup require? |
| Someone confirms completion | The expected records can be found and checked | Who handles a partial result, and what shows that the handoff actually finished? |
Use the native settings where they meet the requirement. In this example, confirm which approved event triggers Lawmatics' conversion or separate sync action. Also check the status created in Clio and how later updates reach the same matter.
Do the same for the Microsoft 365 or document-system step. Verify the required location, access and supported action. A named application on a product's integration list does not establish that every operation your firm needs is available.
Check the awkward cases before calling it complete
Run an ordinary inquiry through the agreed process. Then use fictional or otherwise authorized records to check cases your team would need to handle:
- A repeat inquiry uses a different phone number.
- A required document is missing when the engagement is approved.
- Access to the destination is unavailable.
- The matter is created, but a later document step does not finish.
- The same event is delivered again after a delay.
For each case, write down the expected result and the person responsible for anything left open. Before repeating a failed step, check what already happened. The test should establish whether another attempt could duplicate a record or repeat an action.
These checks evaluate your configuration and requirements. They do not establish that every firm has the same problem, or that a small example proves the whole process reliable.
Decide who will operate the remaining work
If the native features cover the process and your team can configure and maintain them, that may be enough. Record who will notice failures, review exceptions and update the setup when the firm's process changes.
Where work remains, describe it in the proposal: the required records, allowed actions, review points and completion checks. Include the accounts and third-party licenses it depends on. A managed service may fit when the firm wants ongoing responsibility for that agreed work.
SubAI starts with the tools your firm already uses and the work your team still has to chase. We define the workflow and ongoing upkeep we would manage across supported systems. Your firm keeps the approval steps and professional decisions agreed with you.
Bring one recent example, the systems involved and what the completed record should contain.
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