Phone Scheduled Consult and Sending Payment Link in Clio Grow

Learn how to update a lead's status, schedule a consultation, and send an automated payment link for consultation fees using Clio Grow.

July 13, 2026 By Donna Quinn

This guide walks you through updating a potential client's status to schedule a consultation and sending them an email to collect the consultation fee. Completing these steps ensures the client is properly booked and billed for their initial appointment.

This process is for intake specialists and legal assistants managing new client leads in Clio Grow. Use this workflow when a prospective client calls to schedule a consultation over the phone or requires follow-up from the answering service.

Review Automated Drips

Step #1: Review the matter's checklist and check off the automated welcome emails once they have successfully been sent. — Review the matter's checklist and check off the automated welcome emails once they have successfully been sent.

Step #2: Click the Status dropdown menu and select Equivity Follow - up to prompt the answering service to call the lead. — Click the **Status** dropdown menu and select **Equivity Follow - up** to prompt the answering service to call the lead.

Assigning this status is typically done around day three if the client has not yet responded to your initial welcome sequence.

Schedule a Phone Consultation

Once the prospect calls in and wants to schedule over the phone, update their pipeline status and send the consultation details.

Step #3: Click the Status dropdown menu and update the status to Consult Scheduled. — Click the **Status** dropdown menu and update the status to **Consult Scheduled**.

Navigate to the Communications tab on the matter profile.

Step #5: Click the Email Templates dropdown menu and select Phone or Email Scheduled Appointment. — Click the **Email Templates** dropdown menu and select **Phone or Email Scheduled Appointment**.

Step #6: Enter the specific consultation date, time, and full office address in the body of the email. — Enter the specific consultation date, time, and full office address in the body of the email.

This email template automatically notifies the client that the consultation fee must be paid within 24 hours to secure their appointment, and that a portion of the fee is refundable if they hire the firm on a flat-fee basis.

Step #7: Click Send email to dispatch the booking and payment link to the client. — Click **Send email** to dispatch the booking and payment link to the client.

Process the Consultation Fee

Step #8: Click View email in the communication history to review the sent message. — Click **View email** in the communication history to review the sent message.

Step #9: Instruct the client to click the payment link in the email and enter their payment amount, a description of their legal issue, and their billing details. — Instruct the client to click the payment link in the email and enter their payment amount, a description of their legal issue, and their billing details.

If you are on the phone with the client, you can open this same payment link yourself and enter their credit card information manually on their behalf.

Booking a consultation through this workflow does not automatically add the appointment to your firm's calendar. You will need to manually block out the scheduled time on your calendar.

Q: What happens if the client doesn't pay the consultation fee?

A: The consultation will be canceled if the payment is not made within 24 hours of scheduling.

Q: Can the consultation fee be applied to the client's future legal bill?

A: Yes, if the client hires the firm for a flat-fee matter, half of their consultation fee is refunded or credited toward their case.

Q: Does scheduling this consult in Clio automatically add it to our calendar?

A: No, sending the scheduling email and payment link does not automatically sync the event to your firm's calendar. You must manually block out the time.

Q: Can we process the payment for the client while they are on the phone?

A: Yes, you can click the payment link provided in their email and enter their billing and credit card information over the phone.

Term	Definition
PNC	Potential New Client; a prospective lead who has contacted the firm but has not yet been retained.
Drip sequence	A series of automated emails or messages sent to a contact on a predetermined schedule.
Clio Grow	A client intake and legal customer relationship management (CRM) software platform.