US law firm intake conducted over the phone with notes in a legal pad produces inconsistent case screening, missed statute of limitations flags, and client data that cannot be searched — a structured digital intake system fixes all three

Clio Grow is Clio's native client intake and CRM tool, which supports custom intake forms that create a matter and client record in Clio Manage automatically when submitted. For firms not using Clio Grow, intake forms built in Typeform, JotForm, or a Webflow-based custom form can be connected to Clio Manage via the Clio API or via Zapier and Make automations that map each form field to the corresponding Clio matter field. The Clio API approach is more reliable for firms with high intake volume because it does not depend on a third-party automation platform's uptime. Ignited Nepal builds both setups and handles the field mapping, testing, and ongoing maintenance.

A statute of limitations calculator in an intake form works by capturing the incident date as a date field, referencing a lookup table of SOL periods by state and cause of action, calculating the filing deadline, and displaying it to the intake coordinator in the matter record. The SOL lookup table is configured for the states your firm practices in and the cause-of-action types in your practice area — typically two to three years for personal injury depending on state, with specific shorter periods for government entities and specific longer periods for minors. The matter record in Clio shows the SOL deadline prominently, and a flag is added to matters where the deadline is within 90 days. The calculator does not replace attorney review of SOL issues; it ensures that the intake coordinator and the assigning attorney see the filing deadline from the moment the matter is created.

An automated document collection sequence is triggered when the intake form is submitted. The sequence sends the client a document request via email and, if the client has consented to SMS contact, via text message. The request specifies the exact documents required for their matter type and includes a secure upload link. A second message sends automatically 48 hours later if documents have not been uploaded. A third message sends at 96 hours. If no documents are received by day five, an internal notification goes to the intake coordinator flagging the matter for follow-up. When all required documents are uploaded, the matter record updates to reflect document collection complete and the matter advances to the next pipeline stage. The upload link is generated per matter and expires after 30 days.

The Telephone Consumer Protection Act requires that businesses obtain prior written consent before sending automated SMS messages to a consumer's mobile number. For a US law firm, this means the intake form must include an explicit opt-in checkbox for SMS communications — separate from the general terms of engagement — that describes the type of messages the client will receive, the frequency, and how to opt out. The consent record must be stored and timestamped. Messages must include opt-out instructions in each message. A law firm using a platform like Clio Grow, Lawmatics, or HubSpot for SMS intake reminders should verify that the platform stores the consent record in a form that is retrievable if a TCPA complaint is made. Ignited Nepal configures SMS intake sequences with a TCPA-compliant opt-in step as a standard part of the build.

Clio Grow is the most direct choice for firms already using Clio Manage because it is natively integrated, shares a single data model, and does not require a third-party automation layer to move intake data into the matter management system. Lawmatics is a purpose-built legal CRM designed for law firm intake and client relationship management, with strong automation, drip email, and intake form features; it is a good choice for firms that want more sophisticated intake marketing and follow-up automation than Clio Grow provides. A custom HubSpot setup offers the most flexibility for firms with complex multi-practice-area intake routing, multiple office locations, or the need to integrate intake with broader marketing and referral tracking — but requires more configuration effort and ongoing maintenance than either Clio Grow or Lawmatics. The right choice depends on whether your primary need is a tighter Clio integration, a more marketing-capable intake workflow, or maximum flexibility in routing and reporting.