CAAP Guide: Matters

  • Introduction

    The time and reimbursable expense entries that you add throughout Clio will allow you to quantify the time you're spending on a specific case or project. Time and expenses entered into Clio can will also appear on the invoices that you generate for your clients if you use the billing function in your class or clinic. In Clio, time and expense entries are referred to as "Activities".

    In this chapter, you will learn how to add Matters connected to each of your clients and how to navigate all of the options available on your Matter cards.

    CAAP_guide_-_matter_intro.png

  • Video: Matters

  • Creating Matters

    There are two methods for creating a new Matter:

    1. Go to the main "Matters" tab and click on the "New" button

    2. Open an existing Contact card to the "Matter" sub-tab and click the "New" button.

    In the "Create New Matter" form, "Client" and "Description" are the only required fields.

    Additional fields that we suggest you complete:

    Practice Area
    Clio comes pre-populated with a number of practice areas that you can apply to your Matters. To instantly add a new Practice Area within a Matter, click the "Add a Practice Area" link. Adding a practice area to your Matters can be useful in reporting

    For more information about managing practice areas, see the "Managing Practice Areas" article.

    Client Reference Number
    The Client Reference Number field can be used to track any internal or client facing reference number utilized by your firm. The Client Reference Number can be displayed on your bills through your Bill Themes

    Responsible Attorney
    Specifying the Responsible Attorney on a Matter is useful for a number of Clio reports including the ability to track accounts receivable data by each attorney in your firm. 

    Task Lists
    In Clio, you can create lists of Tasks that need to be completed for each Matter. These Tasks can then be assigned in bulk when creating a Matter. 

    Task Lists are covered in the "Tasks" chapter of this guide. 

    Custom Fields
    Custom Fields allow you to add any type of information to your Matter. Custom Fields can be used to filter your Matters list, they can be pulled into the documents that your create via Document Automation, and they can be reported on via your Matter Exports.
    Custom Fields are only available to our Boutique and Elite subscribers.

    For more information, see our collection of Custom Fields articles.

    Statute of Limitations
    Select a Due Date to track the Statue of Limitations on your Matters. The Statute of Limitations on all Matters can be viewed on the main "Calendar" tab by showing the "Statute of Limitations" calendar.  

    For more information, see the "Statute of Limitations Field" article.

    Matter Permissions
    Matter permissions allow you to specify who can view a particular Matter. 

    Matter permissions are covered in the "Groups and Permissions" chapter of this guide. 

    Matter Billing
    The Matter Billing section is where you will specify the billing method for the Matter. By default, the Matter is billable based on the hourly billing rate specified in your user Profile. Clicking "Add a custom rate" allows you to specify a different hourly rate specific to this Matter. You can also specify custom Matter rates for other users of your Clio account. 

    Additional billing methods available are "Flat" and "Contingency". For more information about hourly, flat, and contingency billing methods, see our collection of Matter Billing articles

     

  • Anatomy of a Matter

    Topics

    1 - Matter Sub-Tabs
    2 - Matter Metrics
    3 - Details Table
    4 - Firm Feed
    5 - Matter Option Buttons

    Matter1.png

    Matter Sub-Tabs

    The Matter tabs give central access to all of your Matter details and is where you will conduct most of your Matter work in Clio.

    Info
    This default Matter displays your Matter MetricsDetails table, and Firm Feed.

    Client
    The Client tab displays your client's information as entered into their Contact card. Click the "Edit" button to instantly modify your client's Contact card information. 

    Transactions
    You can manage Matter specific Trust and Operating transactions from the Transactions tab.

    Transactions are covered in detail in the "Bank Accounts and Transactions" chapter of this guide.

    Contacts
    The Contacts tab (also referred to as the Relationships tab) is where you can link Contacts that are related to the Matter (as consult, opposing counsel, witness, etc.) but are not the client. Click "Add" to connect an existing Contact to the Matter.

    Tasks
    The Tasks tab shows all Tasks associated with this Matters for all users on the Clio account. If you added any Task Lists when creating the Matter, they would be visible here. 

    Tasks are covered in the "Tasks" chapter of this guide. 

    Calendar
    The Calendar tab shows all calendar appointments associated with this Matter - including any court rule events related to the Matter. 

    Calendars and Court Rules are covered in the "Calendaring" chapter of this guide. 

    Notes
    The Notes tab allows you to create, modify, and browse text notes related to the Matter. Notes can serve as a flexible information storage medium, and may serve different purposes for different practices. The Notes field can hold hundreds of pages of information and is full-text searchable.

    Time
    You can record the time that you have worked on a Matter and view time entries for all Clio users from the Time tab. 

    Recording time entries is covered in the "Adding Time and Expenses" chapter of this guide. 

    Expenses
    Similar to the Time tab, the Expenses tab is where you will record and review all reimbursable expenses for this Matter. 

    Bills
    The Bills tab allows you to view and manage bills specific to this Matter

    Billing is covered in detail in the "Billing Workflow" chapter of this guide.

    Documents
    You can view, upload, and manage documents associated with the Matter on the Documents tab.

    Document management is covered in detail in the "Document Management" chapter of this guide.

    Communications
    The Communications tab allows you to attach emails, create phone logs, and send internal/external secure messages, all linked to the Matter.

    Clio Connect
    The Clio Connect tab is where you can view all of the resources and communications related to the Matter that you have shared with your client and other Contacts. This includes documents, bills, tasks, calendar events, and messages.

    For more information, see our collection of Clio Connect related articles.

    Matter Metrics

    The Matter Metrics dashboard presents a snapshot of the totals related to the Matter. 

    For more information about Matter Metrics, see the "Practice & Matter Dashboards" article.

     

    Details Table

    The Matter Details table displays all of the information that you entered when creating your Matter, including any Custom Fields that you added to the Matter.

    Firm Feed

    The Matter Firm Feed is a detailed log of the important activities and events taking place in your Clio account. The Firm Feed displays changes to Matter information, new activities related to the Matter, and deletions.

    Examples of areas logged in the Firm Feed include:

    • Matter Details
    • Contact Details
    • Notes
    • Tasks
    • Calendar Entries
    • Documents
    • Time and Expense Entries
    • Billing Activities
    • Clio Connect Activities

    For more information about Clio's Firm Feed, see our collection of Firm Feed articles.

     

    Matter Option Buttons

    Clio Connect
    Click the "Clio Connect" button to share the Matter with a co-counsel through Clio's portal, Clio Connect. 

    New Quick Bill
    Click the "New Quick Bill" button to immediately create a bill for this client's Matter. 

    New Trust Request
    Click the "New Trust Request" button to immediately create a Trust Request bill for this client's Matter. Trust Requests are only available to Boutique and Elite subscribers.

    Edit
    Click the "Edit" button to change the data in the Matter Details table.

    Matter
    Click the Matter menu to Close or Delete the Matter. 

    Warning - Extreme caution should be exercised when deleting a matter as this action can have compound repercussions with respect to related information stored in Clio. Although in most cases non-matter information is preserved, this information is at risk of being "orphaned", having lost context gained through relationships.

    Next Chapter topic: Time and Expenses