Sync Fluent Forms Client Intakes to Clio with Email & Slack

Instantly route Fluent Forms client intakes into Clio—then notify staff via Email and Slack

This n8n workflow receives client intake submissions (e.g., from Fluent Forms) through a webhook, deduplicates contacts in Clio, creates a new matter, notifies your team by Email (and optionally Slack), and sends a compliance-approved client confirmation message via an approval sub-workflow.

What this workflow does

• Receives & validates intake data: The workflow accepts the intake payload via webhook, validates required fields, and normalizes values such as email, phone format, and practice area.
• Deduplicates or creates a Clio contact: It searches Clio for an existing contact by email. If a match exists, it reuses the contact; otherwise, it creates a new Person contact in Clio.
• Creates a new Clio matter: A new matter is opened and linked to the selected contact, with details including practice area, description, and open status.
• Notifies staff: After successful matter creation, staff receive an intake routing summary by Email. The same summary can also be posted to Slack via an Incoming Webhook.
• Runs compliance approval before sending confirmation: The workflow builds a client confirmation message and calls an Execute Workflow step to a Bar-Compliance Guardrail sub-workflow to approve and append required disclaimer text.
• Sends confirmation to the client: If approved, the compliance-approved confirmation email is sent to the client; the workflow then responds to the original webhook request with a success payload.
• Handles failures: If Clio matter creation fails, staff are emailed about the failure and an error response is returned to the webhook caller. Unhandled errors trigger a separate staff error email.

Use cases

• Automate intake processing from Fluent Forms into Clio with reliable deduplication.
• Notify legal teams instantly via Email and optional Slack when new matters are opened.
• Ensure client confirmations include required legal disclaimers using the Bar-Compliance Guardrail workflow before sending.

Technical details

• Integrations: Clio API (API key), Slack Incoming Webhook (optional), Email Send.
• Core n8n nodes shown in this workflow: webhook, if, code, no op, email send, and sticky note, plus an Execute Workflow call for compliance approval.