Create Matters

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In Clio, you can create matters for prospective clients in Clio Grow and clients in Clio Manage. Matters contain essential case-specific information, and can include custom fields and related contacts, matter notifications, and specify billing preferences and task lists.

Tip: Learn more about converting matters from Clio Grow to Clio Manage here and importing existing matters into Clio Manage here.

 

Create matter in Clio Manage

Matters must always be attached to contacts. If you are creating a new matter, you will need to link the matter to an existing contact or create a new contact before saving the matter. You can create a new matter in three places in Clio Manage.

Matters tab Create new button Contact card
  1. Go to Matters and click New Matter.
  2. Complete the matter details. Learn more about each section in the subheading below: Clio Manage matter form sections.
  3. Click Save matter.

 

Clio Manage matter form sections

When creating a new matter, the matter form contains six sections of information. See below for key details of each section.

Matter details:

This section captures case-specific information. See below for a summary of unfamiliar fields:

  • Responsible Attorney: This is the individual who is responsible for the matter.
  • Originating Attorney: This is the individual who brought the matter to the firm.
  • Client Reference Number: This can be used for tracking details, such as an internal reference number.
  • Location: This can be used to keep track of the trial location or location of the incident.
  • Practice Area: This is the type of case. Clio is pre-populated with some practice areas. Learn more about creating custom practice areas below.
  • Permissions: This refers to which users at the firm can view this matter. Learn more about permissions here.

 

Matter notifications:

When you add firm users to this section of the matter form, those firm users will receive notifications when the matter is updated or deleted, when the matter budget is updated or crosses the specified threshold, or when the matter’s trust balance is below a specified threshold. You can also choose which types of notifications you want to receive.

Add firm users to the matter Change matter notifications
  1. Open the matter and scroll to the Matter notifications section.
  2. Under Firm user, search for a firm user.
  3. To remove a firm user, click the X beside their name.
  4. Click Save matter.

 

Related contacts:

Related contacts are contacts separate from the main contact on the matter. Related contacts can be parents or guardians, siblings, spouses, children, caretakers, etc. Once added, related contacts will appear in the matter’s dashboard. To add related contacts:

  1. Open the matter and scroll to the Related contacts section.
  2. Click Add related contact.
  3. Select the contact or create a new one and specify the related contact’s relationship to the matter.
  4. Optional: Check the box for Bill recipient.
  5. Click Save matter.

 

Custom fields:

Custom fields are individualized fields of information relevant to the contact or matter. Learn more about creating custom fields and field sets here. Once created, you can add custom fields to contacts and matters. The custom fields and field sets for the matter will appear in the matter’s dashboard. Follow the steps below to add custom fields to a matter.

Note: Custom fields in the matter’s dashboard cannot be sorted and only the first 12 custom fields will be displayed.
  1. Open the matter and scroll to the Custom fields section.
  2. Click the Add a Custom Field or Custom Field set box and select a custom field or field set.
  3. Complete the custom field details.
  4. Optional: Click the X to remove a custom field or field set.

 

Billing preference:

In this section, you can specify the billing method for the matter. By default, the matter is billable based on the hourly billing rate specified in your user profile. You can also specify a different rate for each matter and specify whether matter billing is for a contingency or flat fee case.

Tip: Learn more about billing rate and activities hierarchy here.
  1. Open the matter and scroll to the Billing preference section.
  2. Check or uncheck This matter is billable. If the matter is set to non-billable, activities will default to $0 and you cannot generate bills for it.
  3. Under Billing method, select whether the matter has hourly, contingency, or flat fee billing. Learn more about contingency and flat fee matters below.
  4. Optional: Click Add a custom billing rate to override your personal rate for this matter.
  5. Optional: Click Set a budget for this matter to create a budget. You can select which firm users will receive a notification of the matter reaches a certain threshold of the budget.
  6. Optional: Click Notify firm users when matter trust funds are low to notify specific firm users if the trust balance on the matter-level reaches a certain threshold.

 

Task lists:

In this section, you can add task lists that contain a list of tasks for you to do once the matter is created. Learn more about tasks and task lists here. To add task lists to the matter:

  1. Open the matter and scroll to the Task lists section.
  2. Under Task list, select the list.
  3. Click Add task list to add another list.
  4. Optional: Click Notify assignees when these tasks are created to notify the firm user responsible for the task list when it is created. Learn more about adding assignees to task lists here.
  5. Click Save matter.

 

Document folders

In this section, you can create new document folders. Once created, the folders will be visible in the matter's Documents subtab, within the main Documents tab, and within the matter's folder in Clio Drive. Follow the steps below to create document folders during matter creation.

Note: You can add a maximum of 15 folders during matter creation. You can continue to add document folders for the matter after the matter has been created. 

  1. Open the matter and scroll to the Document folders section.
  2. Under Folder name, give your folder a name, and then select the document category under Category. 
    • Document categories are groupings used to categorize and sort your documents and templates in Clio Manage. Learn more here.
  3. Optional: Click Add a document folder to add another document folder. 
  4. Click Save matter.

 

Create matter in Clio Grow

In Clio Grow, you can create a matter from the Quick Intake button or from a contact’s page. Learn more about the matter-specific details in the section below: Clio Grow matter form details.

Tip: After creating a matter, you can add a label next to the matter’s name. This label can provide additional information similar to the matter numbering scheme in Clio Manage. Just go to a specific matter’s page and click Add label.
Quick intake Contact's page
  1. Click Quick Intake.
  2. Select whether this is a new matter, new company, or a matter for an existing contact.
  3. Enter the contact details. If the contact exists in Clio Grow, you can select the existing contact once it is populated.
  4. Add matter details.
  5. Click Create matter.

 

Clio Grow matter form details

See below for key details of unfamiliar fields in the Clio Grow matter form:

Matter Type
This is similar to Clio Manage practice areas. It refers to the type of matter. Learn more about adding, editing, and deleting matter types below.
Matter Status
This refers to the current status of a matter. Learn more about matter statuses here.
Location
This can be used to keep track of the trial location or location of the incident. You can add and edit locations by going to Settings > Matters.
Value
This refers to the anticipated total legal fees to be earned.

 

Practice areas and matter types

Practice areas (Clio Manage) and matter types (Clio Grow) refer the type of law for the matter/case. Clio Manage and Clio Grow come pre-populated with some practice areas and matter types. You can also create custom ones, edit/rename existing ones, and delete the ones you do not need. 

Clio Manage practice areas:

Add Rename Delete
  1. Go to Settings > Firm Preferences > Practice areas.
  2. Click Add practice area.
  3. Enter the name and then click Save.

 

Clio Grow matter types:

Add Rename Delete
  1. Go to Settings > Matters.
  2. Click New Matter Type.
  3. Enter the name and then click Create Matter Type.

 

Contingency and flat rate matters workflow

When creating a new matter, you can specify whether the matter is a contingency case or flat fee case in the Billing preference section. Then, you can start tracking time and expense entries to the matter and generating bills. Flat fee matters will default to the flat fee rate when time entries are created and can be billed at any time. 

Note: Time entries for contingency and flat rate matters will not appear on bills since they are marked as non-billable by default. You can also change this setting and choose to set time entries for these matters to billable time. Once changed, the hourly time entries for these matters will automatically have a $0.00 rate that you can update manually. Learn more here.

Create flat rate or contingency matter:

Flat rate matter Contingency matter
  1. Open the matter and scroll down to Billing preference.
  2. Under Billing method, choose Flat rate.
  3. Select the firm user who will earn the flat rate.
  4. Choose either an existing activity category or enter a custom flat rate fee.
  5. Click Save matter.

 

Update contingency fee matter award or settlement: 

Once a contingency fee matter is settled, you can record the settlement or award amount. After the award is updated, it will appear in the Activities subtab of the matter and can be generated on a bill.

  1. Go to the matter’s dashboard.
  2. Click Update award.
  3. Under Amount, enter the full amount of the award won. The fee earned will be calculated automatically based on the Rate.
  4. Add the date of the award and fee recipient.
  5. Optional: Add a description.
  6. Click Save award.

 

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