Clio, Configured the Way a
Scaling Firm Actually Uses It
Most Clio consultants configure the platform the way the documentation describes. We configure it the way a law firm runs — because Bay Legal, PC operates inside Clio every day, and the billing workflows we built there drive a 98.5% collection rate.
The Problem
You Own Clio. You’re Not Using It.
The most common sentence we hear from firm owners is some version of “we have Clio, but it isn’t really working for us.”
The platform has been in place for months or years. Tasks live in someone’s head instead of a template. Automations were switched on once and then quietly disabled when they fired at the wrong moment. Dashboards don’t exist, so the owner still asks a paralegal to pull numbers by hand. Reports don’t match how the firm actually works, so nobody trusts them.
None of that is a Clio problem. Clio is the market-leading practice management platform and it is genuinely powerful when it’s configured deliberately. The failure is almost always implementation — a setup done quickly during onboarding, by someone who didn’t yet know how the firm would grow, and never revisited.
When we audit an existing installation, the pattern is consistent: firms are using a fraction of what they’re already paying for. Matter types are generic. Custom fields were never defined, so the data needed for reporting was never captured. Billing runs manually because the automation was never wired to the workflow.
“The problem isn’t the tools — it’s the implementation. We configure your systems the way they should have been set up on day one, then train your team to actually use them.”
— Jayson R. Elliott, Founder
Where You Are Now
Two Ways Firms Come to Us
Most Clio work falls into one of two situations. They need different approaches, so we’ve separated them.
You’re implementing Clio
You’re new to Clio, migrating in from another platform, or launching a firm and building from scratch. The work is a clean build: matter architecture, templates, billing, integrations, training.
You already have Clio and it isn’t working
You’ve owned it for a year or five. Parts of it work, parts were abandoned, and nobody’s confident what’s configured versus what’s habit. The work starts with an audit and rebuilds from what’s already there — your data stays, the structure changes.
If you’re not sure which describes you, the Strategy Review sorts it out in half an hour.
What We Configure
What a Complete Clio Build Includes
- Matter structure — custom fields, practice-area templates, and document organization mapped to how your firm actually categorizes work, not to generic defaults.
- Task templates — automated task sequences for intake, drafting, review, billing, and closing, so the next step is assigned rather than remembered.
- Billing workflows — time capture, invoice triggers, payment processing, and collections sequences. This is the layer that produces the 98.5% figure above.
- Trust accounting — IOLTA-compliant configuration, reconciliation structure, and the reporting your bar requires.
- Intake connection — Clio Grow or Lawmatics feeding the matter pipeline, with lead data carried through instead of retyped.
- KPI dashboards — revenue, AR aging, caseload, utilization, and lead volume visible without anyone building a report.
- Third-party integrations — Lawmatics, QuickBooks, Google Workspace, and Zapier or Make, connected as one stack.
- Team training — live sessions inside your firm’s actual workflows, not a video library. Adoption is where implementations die.
- AI-ready data architecture — structured, consistent data so the AI tools arriving in legal can actually read your system when you’re ready for them.
XPRTS vs Other Clio Consultants
Why XPRTS Is Different
Most Clio consultants come from IT, accounting, or legal technology. Useful backgrounds — but none of them involve running a law firm and living with the configuration afterward.
| What matters | Typical Clio consultant | XPRTS |
|---|---|---|
| Background | IT, accounting, or legal tech | Active law firm operator (Bay Legal, PC) |
| Proof | Certifications and completed projects | 4x revenue growth in 2025 on this exact configuration |
| Depth | Standard setup per documentation | Workflows designed for how firms actually scale |
| Integration | Clio alone, or Clio plus one tool | Clio + Lawmatics + Zapier + QuickBooks as a connected stack |
| Training | Video tutorials and written docs | Live training inside your firm’s real workflows |
| After delivery | Project ends | Ongoing support through Systems Maintenance or Fractional Operations |
Every workflow we build for your firm is running at Bay Legal. We don’t recommend configurations we haven’t lived with.
The Process
How the Engagement Runs
Strategy Review — free, 30–45 minutes
We assess your firm across five operational pillars and identify where Clio is costing you money. Written recommendation within 48 hours.
Audit — week 1
We map your current configuration against how your firm actually operates and document every gap. This is where most owners discover the distance between what they think is happening and what is.
Build — weeks 2–4
Configuration, automation, integrations, and dashboards, with progress visible as it happens rather than revealed at the end.
Training and handoff
Live sessions with the people who’ll use it, plus documentation. Then a 30-day check-in to catch friction before it hardens into workaround habits.
A standard build for a firm of 1–10 attorneys runs 3–5 weeks. Multi-practice-area firms with extensive custom fields or complex billing structures run 6–8.
Common Questions