Diagnostic sample

Sample data — not a client documentThis is a sample. The firm name, staff numbers, tool stack, findings and timelines are invented, and it describes no real firm. Pricing is left out.

Your Firm at a Glance

Firm Name	Whitfield & Cross Injury Law
Primary Practice Area	Personal Injury
Total Staff	12
Number of Attorneys	4
Number of Support Staff	8
Current Case Management Platform	Clio Manage
Current Intake / CRM Platform	Clio Grow
Approximate Monthly Tech Spend	$1,240 / month
Primary Operational Concern	Intake conversion and unclear task ownership after a matter opens

This document was produced following your Legal Systems Health Check on August 14, 2026. It reflects your firm's current operational state, identifies gaps in your technology and workflow design, and provides a clear path forward. Everything in this document is specific to your firm - nothing here is a template recommendation.

Your Tech Stack - What You Have and What It's Doing

The following analysis covers every tool currently in your firm's tech stack. Each tool is evaluated for what it is capable of doing versus what your firm is actually using it for. Gaps identified here represent either underutilized features you are already paying for or missing capabilities that are costing your team time.

Tool Name	Features Available	Features Currently Used	Gap Identified
Clio Grow	Intake forms, pipeline tracking, automated workflows, e-signature, appointment booking, email marketing	Intake forms and manual pipeline updates only	No automated follow-up; pipeline stages updated by hand after each call
Clio Manage	Case management, task workflows, document storage, billing, time tracking, court calendaring, client portal	Case records, billing and document storage	Task templates and the client portal are unused
Standalone scheduling tool	Appointment booking, calendar sync	Booking links emailed manually	Duplicates booking already included in Clio Grow

Our recommendations for these tools, and what they would cost, are in What This Means for Your Firm below.

Your Firm's Operational Workflow

The diagram below maps how work moves through your firm from first contact to case close. Every handoff, decision point, and automation trigger is documented. Nodes marked with a lightning bolt icon indicate where an automation has been identified. Nodes marked in red indicate a current gap in your workflow.

Whitfield & Cross Injury Law operational workflow diagram — Select the image to open it full size in a new window.

This diagram is not a generic template. It is built specifically from your Health Check session and reflects how work actually moves through your firm today - and how it should move after implementation.

Your Website - Where Inquiries Begin

Your website is where many new inquiries start. This section covers how the site captures an inquiry and how that inquiry reaches your intake team, because a lead lost before it reaches intake never appears in any intake report.

Website Address	https://whitfield-cross.example
Platform / Host	Template site builder
Managed By	Outside web designer, updated a few times a year
Contact Forms	One contact form, same form for every practice area
How Inquiries Reach Intake	Form emails a shared inbox; intake re-enters it into Clio Grow
Online Booking	None on the site
Chat or Text on the Site	None
Mobile Experience	Readable, but the phone number is not tap-to-call
Page Speed	Slow on mobile; large uncompressed images on the home page
Analytics & Call Tracking	Analytics installed; no call tracking, so phone leads have no source
Gaps Identified	Every website inquiry is retyped into Clio Grow, which delays the first response and drops the lead source. Phone calls from the site cannot be traced to a campaign.
Recommendations	Send the contact form straight into the intake system as a record. Add practice-area landing pages with their own forms, a booking link, tap-to-call, and call tracking so every inquiry keeps its source.

Automation Opportunities - Website to Intake

These automations cover the path from a first inquiry on your website to a booked consultation, so nothing depends on someone noticing a new lead.

What is an automation? An automation is a pre-built rule that tells your software to take a specific action when a specific event happens - without anyone on your team doing it manually. Automations eliminate repetitive tasks, reduce human error, and ensure nothing falls through the cracks regardless of who is working that day.

Example Automations from Your Tool Stack

The following are real examples of automations your firm can build inside your current tools. These are not hypothetical - they run inside your existing platforms today.

Consultation Scheduled - Intake Sequence

Trigger

Prospective client submits the intake form and books a consultation through Clio Grow.

What Happens Automatically

1Matter status changes from "New Inquiry" to "Consultation Scheduled."

2Prospect receives a confirmation email with appointment details and a pre-consult questionnaire.

3Task is created and assigned to the intake paralegal to review the submission before the call.

Result: Zero manual steps between form submission and call preparation. The intake paralegal walks into every consultation already briefed.

Automation Name	Trigger	Automated Action	Tool	Business Impact	Priority
New Lead Received	Intake form submitted	Create matter, tag lead source, assign intake owner	Clio Grow	Prevents unassigned inquiries going cold	High
Consultation Reminder Sequence	Consultation booked	Automated email and SMS reminder at 24 hrs and 1 hr before the call	Clio Grow	Reduces no-shows and increases show rate	High

Priority Key: High = Build first, highest time and revenue impact. Medium = Build in phase 2. Low = Nice to have, build last.

Your Intake - From First Contact to Signed Retainer

Most firms do not lose cases at the pitch. They lose them in the gap between an inquiry arriving and somebody answering it. A Customer Relationship Management system for a law firm exists to close that gap, and most of the ones firms already own were never configured to.

Current Intake / CRM Platform	Clio Grow
Lead Sources	Google Ads, website form, attorney referrals, past clients
Inquiries per Month	About 90
Typical First Response Time	Same day for forms; next morning for calls after 5pm
After-Hours Coverage	Voicemail only
Follow-Up When There Is No Reply	One call and one email, then the lead is left open
How Consultations Are Booked	Booking link emailed by the intake specialist after first contact
Consultation Show Rate	Roughly 7 in 10 booked consultations attend
How Retainers Are Signed	Electronic signature from Clio Grow
Handoff to Case Management	Matter converted to Clio Manage by hand after signing

Where Leads Are Being Lost

Leak Point	What We Found	Status	What the System Should Do
The call nobody answered	After-hours calls go to voicemail and are returned the next morning.	Leaking	An unanswered call triggers a text back within seconds, so the conversation starts before the firm has even picked up the message.
The single follow-up	One call and one email, then no further contact.	Leaking	A sequence runs for days across text, email and voicemail until they reply, book, or opt out. Following up stops depending on somebody remembering.
The scheduling round trip	A booking link exists but is sent only after a first conversation.	Partly covered	A booking link sits inside the first message, showing real availability. Scheduling becomes one step instead of a negotiation.
The consult nobody reminded them about	No automated reminder before the consultation.	Leaking	Confirmations and reminders send themselves, and the appointment appears in the calendar the firm already uses rather than in a second one.
The retainer sitting unsigned	Retainers go out for electronic signature from the record.	Covered	The agreement goes out for electronic signature from the record itself, and its status is visible without anyone asking.

Intake Assessment Summary: Inquiries are captured reliably, but the firm loses ground in the first hour and after the first follow-up. Calls after 5pm wait until morning, follow-up stops after two attempts, and consultation reminders are not automated. Retainers are already signed electronically, so the fastest gains are in response and follow-up rather than at signing.

Automation Opportunities - Intake to Case Management

These automations cover the handoff from a signed retainer into your case management system and the work that follows, so a new matter starts without re-entry.

Example Automations from Your Tool Stack

The following are real examples of automations your firm can build inside your current tools. These are not hypothetical - they run inside your existing platforms today.

Retainer Signed - Case Conversion

Trigger

Prospect signs the engagement letter and pays the retainer deposit.

What Happens Automatically

1Matter converts and syncs to Clio Manage as a new active case.

2Case is assigned to the responsible attorney.

3Client receives a welcome email with their client portal login.

4Initial case task checklist is created and assigned.

Result: No manual data re-entry and no separate case creation step. The client is onboarded and the attorney notified before anyone touches a keyboard.

Automation Name	Trigger	Automated Action	Tool	Business Impact	Priority
Missing Document Follow-Up	Document task overdue by 48 hrs	Reminder to the client and a notification to the assigned staff member	Clio Manage	Reduces cases stalled waiting on client documents	Medium

Priority Key: High = Build first, highest time and revenue impact. Medium = Build in phase 2. Low = Nice to have, build last.

Your Case Management - From Signed Retainer to Resolution

Once a retainer is signed, the matter moves into your case management system. This section covers how that system is set up today and where the work still depends on someone remembering rather than on the system.

Current Case Management Platform	Clio Manage
Practice Areas	Personal Injury
Active Matters	About 140
Case Stages	Default stages; not matched to how the firm runs a case
Task Templates	None; tasks created by hand per matter
Deadline Calendaring	Entered manually by each case manager
Document Handling	Saved to Google Drive and uploaded again to Clio Manage
Client Communication	Email and phone; the client portal is unused
Reporting	Spreadsheet updated weekly by the office manager

Gaps Identified	Nothing in Clio Manage tells the team a file has gone quiet, and deadlines depend on each case manager entering them correctly.
Recommendations	Rebuild case stages around the firm's actual process, add task templates per stage, calculate deadlines from anchor dates, and move case documents into Clio Manage only.

Your Accounting

The firm's own books, kept separate from client money in trust. We did not review your accounting software in this Diagnostic.

Accounting Software	To be determined

Your Dashboard Opportunities

The systems identified in this document generate valuable operational data every day. During implementation, SourcePro Consultants can build custom dashboards that transform this data into real-time visibility for attorneys, firm leadership, intake teams, and operations managers.

The dashboards below represent the highest-value reporting opportunities based on your current technology stack and workflow design.

📊

Intake & Lead Conversion Dashboard

Purpose: Show where new business comes from and how effectively inquiries convert into retained clients.

Total leads by source
Consultation booking rate
Consultation show rate
Retainer conversion rate
Average time to first contact

Primary Users: Managing Partner, Intake Manager, Marketing

Business Impact: Reduce intake leakage and improve follow-up accountability.

Recommended Build Phase: Implementation Phase 1

📁

Case Management & Workload Dashboard

Purpose: Show active cases, staff workload, bottlenecks, upcoming deadlines and case progression.

Cases by stage
Cases by attorney or paralegal
Aging cases
Overdue tasks
Upcoming deadlines

Primary Users: Managing Partner, Practice Manager, Attorneys

Business Impact: Prevent missed deadlines and reduce case stagnation.

Recommended Build Phase: Implementation Phase 1

📈

Executive Visibility Dashboard

Purpose: Give leadership one source of truth for operational performance and growth trends.

New matters opened
Cases closed
Revenue by month or practice area
Average time to close
Top referral sources

Primary Users: Managing Partner, COO, Operations Director

Business Impact: Improve forecasting, hiring decisions and profitability visibility.

Recommended Build Phase: Optimization Phase

What This Means for Your Firm

Potential dashboards identified3

Recommended for initial implementation2

Recommended for optimization phase1

Manual spreadsheet reporting eliminated4

Your Team - Who Owns What Today

Systems only run as well as the people assigned to them. The table below maps each role to its current owner and core responsibilities, flags where one person is carrying more than one role, and recommends what should change.

Role	Current Owner(s)	Core Responsibilities	Workload Flag	Recommendation
Records & Mail Coordinator	Unfilled	Scans and files incoming mail Logs court notices Handles records requests	—	New hire needed
Intake Specialist	D. Morgan	Answers new inquiries Books consultations Updates the Clio Grow pipeline	Also covering front desk and consultation reminders	Split out
Case Manager	L. Patel, S. Owens	Opens matters in Clio Manage Requests client documents Tracks case deadlines	—	Keep as-is
Paralegal / Legal Assistant	J. Rivera, K. Brooks, A. Nguyen, T. Walsh	Drafts correspondence and pleadings for attorney review Gathers medical records and bills Prepares demand packages Supports attorneys with filings and hearings	—	Keep as-is
Office Manager	R. Hughes	Vendor accounts Payroll support Daily mail and court notices	Absorbing billing follow-up and records requests	Split out

Current Structure	Eight support staff, with intake, mail and records work spread across whoever has capacity that day. Two people are carrying work from roles that are not formally assigned to anyone.
Recommended Structure	Move front desk coverage out of intake, and give mail, court notices and records requests to one dedicated coordinator so the office manager returns to operations.
Staffing Gap Identified	Approved but unfilled: records and mail coordinator

Additional Operational Findings

These findings sit outside your core tools but cost your team time every week. Each one covers how the work happens today, what is missing, and the recommended fix.

Incoming Mail and Court Notices

Systems Involved	Physical mail, Shared email inbox, Clio Manage
Current Process	Mail is opened at the front desk, scanned, and emailed to a shared inbox. Someone forwards it to the responsible attorney when they see it.
Gap Identified	No alert when a court notice arrives, and no task or deadline is created in Clio Manage.
Manual Burden	Shared inbox checked twice a day by the office manager, with no alert
Recommended Fix	Scan notices straight into the matter in Clio Manage, with a review task assigned to the case manager and a deadline check the same day.
Automation Feasibility	Medium
Addressed In	Case Management Workflow, priced in the implementation scope below

Document Storage Duplication

Systems Involved	Clio Manage, Google Drive, Dropbox
Current Process	Signed documents are saved to a Google Drive case folder, then uploaded again to the matter in Clio Manage.
Gap Identified	The same document is filed twice at every status change, and the two copies drift apart.
Manual Burden	Case managers file every signed document twice
Time Cost	Per case, at every status change
Recommended Fix	Make Clio Manage the single system of record for case documents. Keep Google Drive for internal files that do not belong to a matter.
Automation Feasibility	High
Ruled Out	Dropbox looks like a third copy but holds only marketing files shared with an outside designer. It is not case storage and needs no change.
Addressed In	Case Management Workflow, priced in the implementation scope below

Your Questions, Answered

Questions raised by your firm's leadership during the Diagnostic, answered here so the answers stay with the document.

Will staff lose time while this is being built?

The scope estimates 8 weeks in total. Training + SOPs is its own workstream at the end, so staff learn the finished system once rather than relearning after every change.

TimelineAsked by Office Manager

Do we need to replace Clio?

No. Clio Manage is marked Keep in the tech stack review. Most gaps found are features already included in the current plan that are not switched on.

Tooling

What happens to the documents already in Google Drive?

Nothing is moved in bulk. New case documents go to Clio Manage only, and existing folders move matter by matter as cases are reopened, so every file is checked on the way.

RiskAsked by Case Manager

Ongoing Support and Security

Once everything is built, you can add protection for the firm's accounts and files, and ongoing support from SourcePro. Both are optional.

Ongoing Support From SourcePro

After your systems are implemented, SourcePro can stay on as your technology partner. Ongoing technology support and includes the cybersecurity service above. It also covers the work that comes as the firm grows: building dashboards, writing your standard operating procedures (SOPs) as you add a team, and adjusting your systems as the practice changes. It is optional.

What This Means for Your Firm

The tools we recommend replacing and the tools we recommend getting more from.

Tools to replace1

Tools to optimize1

Why We Recommend Replacing

Current Tool	Replace With	Why
Standalone scheduling tool	Clio Grow booking (already included in the current plan)	The firm is paying twice for the same booking function, and the two calendars are not connected — a consultation booked in one is invisible in the other. Clio Grow already includes booking on the plan the firm holds, so moving it there removes the $29/mo and puts the appointment on the same record as the inquiry.

Tools to get more from: Clio Grow. You already pay for these, and the gaps identified above can be closed inside them.

What It Would Take to Build This

Based on everything identified here, the following is the scope of work required to implement your firm's operational system. This is not a generic estimate - it reflects your specific tool stack, workflow gaps, and automation inventory.

Build Area	Scope of Work	Included Deliverables	Est. Timeline
CRM / Intake Optimization	Rebuild the intake pipeline, lead source tracking, consultation workflow and lead ownership rules.	Pipeline stages, intake forms, routing logic, consultation sequence	2 weeks
Case Management Workflow	Configure case stages, task templates, role ownership and internal handoffs.	Case lifecycle structure, task checklists, team workflow rules	2-3 weeks
Automation Buildout	Build the high-priority automations from the inventory and test for accuracy.	Automated reminders, matter status changes, client communication triggers	2 weeks
Reporting / Visibility	Set up the reporting dashboards and key metrics.	KPI dashboard, reporting fields, leadership visibility view	1 week
Training + SOPs	Document the workflows and train staff on the updated system.	Workflow SOPs, training session, usage guide	1 week
Total Timeline			8 weeks

Diagnostic Credit Applied:- $597

Payment structure and project timeline will be confirmed in your implementation proposal.

With your purchase you receive a free cybersecurity check and a free 30-minute consultation on how we secure a law firm. You receive both whether or not you add the security package.

This scope is valid for 30 days from the delivery date.

This document is the first step toward implementation. When you are ready to build, your $597 Diagnostic investment is credited in full toward your implementation project.