The Aloware-Clio Manage Integration allows firms to automate case management by connecting Aloware with Clio Manage through Zapier.
Once set up, leads that meet your predefined qualification criteria can automatically create Contacts and Matters in Clio Manage. This ensures structured intake data is pushed directly from Aloware, reducing manual work and keeping Clio focused on qualified cases.
Depending on your Zapier plan, the integration behaves slightly differently.
On the Free plan, you can only use two-step Zaps, meaning creating both a Contact and a Matter requires multiple Zaps.
With the Professional plan, you can create a multi-step Zap to handle Contact creation, storing the Clio Contact ID, and Matter creation all in one workflow.
How qualified leads sync to Clio Manage
After setup, the integration works based on how leads are handled in Aloware.
When a new lead enters the system through a call, SMS, web form, or referral, it remains in Aloware while intake is completed. During this stage, the intake team or AI collects required details and updates the contact as it progresses.
The automation is triggered by the contact disposition. Only leads marked with a specific status, such as Signed Retainer, are sent to Clio Manage. This ensures that unqualified or incomplete inquiries remain in Aloware and do not create records in Clio.
Once the disposition is updated to the defined status, Zapier creates a contact in Clio Manage. After the contact is created, a Matter is also created and linked to that contact. Any mapped intake data, including notes, email, and custom fields, is passed along during this process.
This setup keeps Clio focused on active and qualified cases while Aloware continues to handle intake and lead management. It also reduces manual entry and helps ensure that each Matter in Clio starts with complete and consistent information.
Setting up the integration
Before creating any Zaps, a few configurations need to be completed in Aloware and Clio Manage. These steps prepare the data and define when the automation should run.
Active accounts
You need an active Aloware account with admin permissions and a Clio Manage account that can create Contacts and Matters. A Zapier account is also required.
If you plan to run everything in a single workflow, a Professional Zapier plan is recommended since it supports multi-step Zaps.
Create contact dispositions in Aloware
Define when the automation should trigger by setting up Contact Dispositions in Aloware.
Go to Account Settings → Contact Dispositions and create statuses such as New, Contacted, Qualified, Retainer Sent, and Signed Retainer. The Signed Retainer status is used to trigger the integration, so it should only be applied once a lead is fully qualified.
Intake agents should be aligned on when to use this status to avoid creating unwanted records in Clio.
Create custom intake fields in Aloware
Prepare the data that will be sent to Clio by creating custom intake fields in Aloware.
These fields capture the information that will be included when a contact and Matter are created. Add fields that reflect your intake process, such as case details or client history, so the data is complete before it reaches Clio.
When creating these fields, use clear naming and follow the required format for field keys using lowercase letters and underscores, such as police_report. This ensures the fields can be mapped correctly in Zapier.
Field types should also match the type of data being collected.
For example, use Text for written responses, Number for numeric values, and Date Picker for dates.
Matching field types between Aloware and Clio helps prevent issues during data transfer.
Configuring Zapier automations
Once prerequisites are complete, you can start building Zaps in Zapier.
Step 1: Access Your Zapier account
Log into Zapier and confirm your plan. Each action step counts as a task, so it is important to understand how your workflow will impact usage.
Step 2: Create a Contact in Clio based on Aloware contact disposition (Zapier → Clio)
This step is configured in Zapier and creates a Contact in Clio when a disposition is updated in Aloware.
Start by creating a new Zap and giving it a clear name.
Set Aloware as the trigger app and select the event Contact Disposed. Connect your Aloware account and run a test to confirm Zapier can receive contact data.
Next, set Clio as the action app and choose Create Contact.
Select Clio account or connect a new one.
Map the fields from Aloware to Clio, including First Name, Last Name, Phone Number, Email, and Company.
After testing the action and confirming the data appears correctly in Clio, publish the Zap.
Step 3: Store Clio Contact ID back in Aloware (Zapier → Aloware)
This step is configured in Zapier but updates data inside Aloware.
Create a second Zap.
Set Clio as the trigger app. Then, select trigger event: New Contact.
Then connect your Clio account.
Select contact type (person or company).
Test trigger with Clio contact.
For the action, select Aloware and choose Create/Update Contact.
Map the Clio Contact ID to a custom field in Aloware, such as Clio Contact ID, phone number, CSF1 (to capture Clio contact ID, and store ID in an Aloware custom field).
Once tested, publish the Zap. This ensures that every Contact created in Clio has its ID stored back in Aloware for future use.
Step 4: Create a Matter in Clio Manage (Zap 3)
This step is configured in Zapier and creates a Matter in Clio using data from Aloware.
If you are using the Free Zapier plan, create a third Zap.
Set Aloware as the trigger app using the Contact Disposed event, making sure the Clio Contact ID already exists in the contact record.
Set Clio as the action app and choose Create Matter.
Map the Client field to the stored Contact ID from Aloware. Then define the Matter description and map any notes or custom intake fields.
After testing and confirming the Matter is created correctly in Clio, publish the Zap.
If you are using the Professional Zapier plan, these steps can be combined into a single multi-step Zap within Zapier, which simplifies maintenance and reduces the risk of errors.
Step 5: Test the full flow (Aloware → Zapier → Clio)
This step starts in Aloware and verifies the full automation across all systems.
Create a new lead in Aloware, complete the required intake fields, and update the disposition to Signed Retainer.
Once saved, Zapier processes the automation. Confirm that a Contact is created in Clio, the Contact ID is written back to Aloware, and a Matter is created and linked correctly in Clio.
If all steps complete as expected, the integration is ready for use.
Using the integration as an agent
Agents and users do not need access to Zapier to use this integration. All actions are performed directly in Aloware as part of their daily workflow.
When handling a lead, the agent receives a call, message, or form submission in Aloware and opens the contact record. During the interaction, they complete the required intake fields and capture any relevant details.
Once the lead is fully qualified, the agent updates the Contact Disposition to Signed Retainer. Saving this change triggers the automation.
From this point, Zapier runs in the background. A contact is created in Clio, the contact ID is stored back in Aloware, and a Matter is created and linked to that Contact.
After the process completes, the agent can verify that the records exist in Clio and that the intake data was transferred correctly. No additional steps are required from the agent.
Additional considerations
This integration relies on a few key configurations, and small missteps can affect how records are created in Clio.
Start with disposition logic. The
Signed Retainerstatus should only be used once a lead is fully qualified, since this is what triggers Contact and Matter creation. Using it too early can result in incomplete records.Contact ID storage is required for linking. When a Contact is created in Clio, its ID must be saved back to Aloware in a custom field. This ensures the Matter is created under the correct Contact.
Field mapping should also be checked carefully. Each field in Aloware must match the corresponding field in Clio, including the correct data type, to avoid missing or incorrect data.
Before going live, test your trigger setup in Zapier. Events like Contact Disposed or Contact Updated can behave differently, and incorrect configuration may create duplicate records.
Access should be verified as part of setup. Admin permissions are required in both Aloware and Clio, and connected accounts must be authorized correctly.
After activation, keep an eye on Zapier task usage. Each action counts as a task, so usage will increase as more leads move through the workflow.
Relation to other Aloware tools
In this setup, Aloware handles lead intake and qualification, while Clio Manage is used for case management. Zapier connects the two systems and automates the data flow between them.
For firms that only use Clio Manage, this setup can replace the need for Clio Grow as an intake layer, keeping all qualification and initial data capture within Aloware.