Law Firm Intake Automation Case Study: How We Save 525+ Hours Annually
An end-to-end Make.com automation connects Go High Level, Clio Manage, Airtable, Dropbox, Gmail, Dialpad, and internal tools to create a fast, accurate, and scalable onboarding pipeline.
Impact at a Glance
Automation Workflow Overview
Complete Make.com scenario: 26 modules orchestrated via 3 routers connecting GHL forms → Clio (contacts, matters, custom fields, task templates) → Airtable (master intake, marketing tracking) → Dropbox (folder structure) → Gmail/Dialpad (notifications) → Auth services
The Challenge
Before automation, onboarding a single client required exporting data from Go High Level, creating contacts and matters in Clio, filling custom fields, adding tags and task templates, updating Airtable trackers, creating Dropbox folders, and notifying the team. Each intake involved multiple apps and handoffs, creating delays and opportunities for errors.
- Manual data entry across 6+ different platforms
- 28 minutes average time per intake
- Frequent data inconsistencies between systems
- Delayed client onboarding and follow-ups
- No visibility into intake pipeline status
The Solution
Conduit Law implemented a comprehensive Make.com scenario that receives GHL form submissions via webhook and orchestrates downstream actions with conditional routing. The complete flow:
- Webhook Reception: GHL form submission triggers the automation instantly
- Clio Contact Management: Create or update contact with deduplication logic
- Clio Matter Creation: Generate matter with custom fields, tags, responsible attorney assignment, and automatic task template attachment
- Airtable Synchronization: Update Master Intake and Marketing Source tracking with full data validation
- Dropbox Organization: Create structured folder tree (Medical, Photos, Correspondence, Settlement) for each client/matter
- Team Notifications: Send Gmail alerts and optional Dialpad tasks based on case priority and type
- Authorization Triggers: Post to XeBee/HIPAA auth services and update Google Directory as needed
Technical Architecture
System Components
Core Platforms
- • Go High Level: Intake form & webhook trigger
- • Clio Manage: Legal practice management
- • Airtable: Operations tracking & analytics
- • Dropbox: Document management
- • Make.com: Automation orchestration
Supporting Services
- • Gmail: Team notifications
- • Dialpad: Follow-up task creation
- • XeBee: Authorization processing
- • Google Directory: Contact sync
- • Internal Tools: Custom integrations
Scenario Complexity: 26 modules orchestrated via 3 routers with conditional branching based on case type, data completeness, and priority level. Built-in error handling and retry logic ensures reliability.
Measured Time Savings
| Task | Manual Time | Automated Time | Time Saved |
|---|---|---|---|
| Create Clio Contact | 3 min | 15 sec | 2 min 45 sec |
| Create Clio Matter (custom fields, tags, attorney, task template) | 10 min | 40 sec | 9 min 20 sec |
| Add DOB and intake notes | 3 min | 10 sec | 2 min 50 sec |
| Airtable record creation/update | 5 min | 15 sec | 4 min 45 sec |
| Dropbox folder setup | 4 min | 20 sec | 3 min 40 sec |
| Notifications and follow-up tasks | 3 min | 5 sec | 2 min 55 sec |
| Total per client | 28 min | ~1 min 45 sec | ~26 min 15 sec |
*Assuming ~100 new intakes per month: 26.25 minutes × 100 = 2,625 minutes ≈ 43.75 hours/month; ≈ 525 hours/year
Quality & Operations Benefits
Data Quality
- ✓Consistent data across all systems with automatic deduplication
- ✓Field validation prevents incomplete or incorrect entries
- ✓Zero manual data entry errors
- ✓Complete audit trail for compliance
Operational Excellence
- ✓Instant visibility of lead sources in Airtable dashboards
- ✓Standardized Dropbox structure reduces file search time
- ✓Automatic task templates keep teams aligned
- ✓Scales to new practice areas without adding staff
Implementation Timeline
Discovery & Mapping
Analyzed existing intake process, documented all systems, identified automation opportunities
Core Automation Build
Built Make.com scenario connecting GHL → Clio → Airtable with error handling
Extended Integrations
Added Dropbox foldering, Gmail/Dialpad notifications, auth services
Testing & Training
End-to-end testing with real data, team training, documentation
Full Deployment
Production launch, monitoring setup, performance optimization
Results & ROI
Immediate Impact
- • 93.75% reduction in intake processing time
- • 100% data accuracy across all systems
- • 3x faster client response time
- • Zero missed follow-ups
Long-term Benefits
- • 525+ hours saved annually (13+ work weeks)
- • Improved client satisfaction scores
- • Staff focused on high-value legal work
- • Scalable to 500+ intakes/month
Frequently Asked Questions
Can this workflow adapt to different case types?
Yes. The Make.com scenario uses routers to branch logic by case category, applying the correct Clio custom fields, tags, and task templates for each matter type. Whether it's personal injury, workers' comp, or medical malpractice, the system adapts automatically.
What happens if a contact already exists in Clio?
The automation includes deduplication logic that checks for existing contacts in both Airtable and Clio. If a contact exists, it updates the record rather than creating a duplicate, preserving data continuity and reporting accuracy.
How are team members notified of new intakes?
Gmail emails and optional Dialpad tasks are triggered automatically based on case priority and type. Intake coordinators, case managers, and assigned attorneys receive notifications without manual handoffs, ensuring immediate action on high-priority cases.
What about HIPAA compliance and authorizations?
The workflow includes integration with XeBee and other auth services to automatically trigger HIPAA authorization requests. All data transfers are encrypted and the system maintains a complete audit trail for compliance purposes.
Key Takeaways
By automating intake from GHL to Clio and Airtable, Conduit Law removed repetitive work, accelerated onboarding, and improved data integrity. The result is faster client response, fewer errors, and hundreds of hours returned to substantive legal work each year.
This automation demonstrates that even complex, multi-system workflows can be streamlined with the right approach. The key is understanding the entire process, building in error handling, and ensuring scalability from day one.
Want Similar Results for Your Firm?
Book a free automation audit and we'll map out your intake process, identify automation opportunities, and show you exactly how much time and money you could save.
20-minute consultation • No obligation • Get a custom automation roadmap