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Comprehensive Guide: Contacts

  • Introduction

    "Contacts" in Clio are all of the people that you work with in your practice - including clients, co-counsel, witnesses, judges, experts, etc.

    In this chapter, you will learn how to add Contacts to Clio and how to navigate all of the options available on your Contact cards.

    For a quick start to working with Contacts, we suggest starting with the "Contacts" video on the next page.

  • Video: Contacts

  • Contact Types

    The Contacts that you add to Clio can be anyone: general or personal contacts, potential clients/leads, clients, companies, co-counsel, opposition counsel, etc. 

    Different types of Contacts may have different options or workflows available.

    General Contacts
    These are the people that you add to Clio who are not a client on a Matter. 

    Clients
    These are the people that have Matters and that you bill for services. You can share Matter details, documents, events, and other communications with your clients via Clio Connect. You can view just your clients by clicking on the "Clients" sub-tab of the main "Contacts" tab. 

    Companies
    Companies can be general contacts or clients. Other Contacts in Clio can be associated with a Company as an Employee. You can view just your Company Contacts by clicking on the "Companies" sub-tab of the main "Contacts" tab. 

    Co-counsel and other legal parties
    These are the people that are not clients but who may be related to a Matter. You can link related Matters to these Contacts to aid in conflict checks. You can also collaborate on certain Matter details with your co-counsel via Clio Connect - your co-counsel can even record time entries on your Matters

    Leads
    Leads are separate from all of your other contacts and are only found on the "Leads" tab. Leads are only available to our Elite subscribers through the Campaign Tracker feature. 

     

  • Adding Contact Information

    To add a new Contact, go to the main "Contacts" tab and click on either the "New Company" or "New Person" button. 

    In the "Add New Person" form, "First Name" and "Last Name" are the only required fields.

    Additional fields that we suggest you complete:

    Email
    Adding at least one email address will help prevent Contact duplications if you ever use one of Clio's Contact sync integrations (to Google, Outlook, Office 365, QuickBooks Online, or Xero).   

    Address
    The address that you add to your client's details will automatically appear on the bills that you generate. If your client has more than one address, the address with the "Billing" type is the one that will be displayed on bills.

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

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

    Payment Profile
    Payment Profiles specify the payment terms for your client: grace period, interest terms, and early payment discount. Payment Profiles are created in the "Billing" Settings screen and are applied to your client in the "Add New Person" form in the "Contact Billing" section.

    The creation of Payment Profiles is covered in the "Bill Settings, Bill Themes, & Payment Profiles" chapter of this guide.

    Billing Rates
    The Billing Rates section displays your default rate as specified in your user Profile. Clicking "Add a custom rate" allows you to specify a different hourly rate specific to this client. You can also specify custom client rates for other users of your Clio account. 

    Setting up default hourly rates is covered in the "Profile Details, Firm Information, & Permissions" chapter of this guide.

  • Anatomy of a Contact Card

    Topics

    1 - Contact Information Table
    2 - Contact Sub-Tabs
    3 - Contact Option Buttons

     

    Contact Information Table

    The Contact Information table displays all of the information that you entered when adding your Contact, including any Custom Fields that you added to the Contact. 

     

    Contact Sub-Tabs

    The Contact sub-tabs are located below the Contact Information table.

    Matters
    The Matters tab links all Matters where this Contact is a client. You can create a new Matter from here by clicking on the "New" link.  

    Matters are covered in detail in the "Matters" chapter of this guide.

    Related Matters
    Related Matters are the Matters that your Contact has a relationship with (as consult, opposing counsel, witness, etc.) but is not the client. Click "Add" to connect your Contact to another existing Matter. 

    Transactions
    You can manage your client's Trust and Operating transactions from the Transactions tab. 

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

    Notes
    The Notes tab allows you to create, modify, and browse text notes related to the Contact. 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.

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

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

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

    Billing is covered in detail in the "Billing Workflow" 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 your Contact.

    Firm Feed
    The Firm Feed tab will only be present on those Contacts that you have shared resources with through Clio Connect. The Firm Feed is a detailed activity stream designed to inform you of the important actions that your Contact is taking in your Clio account.

    For more information, see our collection of Firm Feed related articles.

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

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

     

    Contact Option Buttons

    Edit Picture
    Click the "Edit Picture" link to add a photo to the Contact card. Contact photos are only available to Boutique and Elite subscribers.

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

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

    Edit
    Click the "Edit" button to change the data in the Contact Information table. 

    Delete
    Click the "Delete" button to permanently delete the Contact from your Clio account. Extreme caution should be exercised when deleting a Contact as this action can have compound repercussions with respect to related information stored in Clio. 

    Next Chapter topic: Matters