End-to-End Workflow: AltFee + Clio Integration

Chapters:

Step-by-Step Instruction:

Step 1 – Prepare using your guideline in AltFee

1. Log in to AltFee.

2. Open the guideline for the type of work you’re about to scope (in this example: Shareholders’ Agreement and Company Formation).

3. Review the guideline details so you’re ready for the client conversation:
• What the base fee includes and the “bare minimum” version of the service.
• Historical data: how often you do this work, average price, price range.
• Team members who work on this type of matter.
• Recent matters that used this guideline.
• Any insights/notes your colleagues have added.

Step 2 – Create a new matter in AltFee

1. From the guideline, click Create a new matter.

2. Search for and select the client you’re working with:
• If the client already exists in Clio Manage, they’ll appear in the client list (e.g., Hessel LLC in the example).
• If the client doesn’t exist yet:
• Go to Clients in AltFee.
• Click Create new client, add their details, and save.
• You’ll be able to connect this AltFee matter to a Clio contact later when they’re created in Clio.

Step 3 – Scope the first project (e.g., Shareholders’ Agreement)

1. In the new matter, add your first project (e.g., Shareholders’ Agreement).

2. Work through the scoping considerations based on your client’s unique situation, for example:
• Number of shareholders.
• Whether they’re equal or different ownership percentages.
• Any unique or non-standard drafting required.

3. Keep going until the project is scoped (in the example: 3 equal shareholders, fairly standard agreement with minor unique drafting).

Step 4 – Scope additional projects (e.g., Company Formation)

1. Add a second project for the related work (e.g., Company Formation).

2. Work through the scoping considerations for that project. Assess the relevance of each Pricing Factor and select the relevant ones:
• Name reservation.
• Number of shareholders.
• Who will be directors.
• Number of share classes.

Step 5 – Apply modifiers and descriptions of services

1. Go to the Modifiers tab for each project to adjust for value-based factors, such as:
• Urgency / timeline.
• Complexity, risk, or other value drivers.

2. Set or confirm the Description of Services for each project:
• Use clear, client-friendly language.
• Select the description options that apply to this matter.

3. Review the total flat fee for the matter (e.g., $10,400 in the example).

Step 6 – Move the matter into internal review

1. When you’re satisfied with the scoped projects, move the matter into In Review.

2. Add any necessary context in the notes section for the reviewer (e.g., “Standard shareholders’ agreement plus incorporation; fairly straightforward; some urgency.”).

3. Using the Add New Team Member drop down, assign the matter to a senior team member (e.g., Charles) so they can:
• Review the scoping decisions and modifiers.
• Adjust the pricing or description of services if needed.

4. The reviewer moves the matter into Approved once they’re happy with it.

Step 7 – Share with the client and record acceptance

1. From the approved matter, use the client-facing summary:
• Copy the project, fee, and description of services using the Actions drop down → Export.
• Paste this into your engagement letter, proposal, retainer agreement, or email (depending on your firm’s process).

2. Move the matter into the Proposed state after sending it to the client.

3. Once the client gives a “yes”, move the projects into Accepted:
• AltFee will lock the accepted projects.
• This prevents accidental changes to scope or price without intentionally moving them back to an editable state.
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At the guideline level you will be able to track win rates which are a reflection of the percentage of times a proposed project is accepted vs rejected.

Step 8 – Create a matching matter in Clio (if it does not yet exist)

1. In Clio Manage, create a new matter for the same client (e.g., Hessel LLC – Corporate Matter).

2. Set the billing type to Flat Rate.

3. At this stage, you don’t need to enter the flat fee amount – just create the matter so you can:
• Record time as you work.
• Link the matter to AltFee later.

Step 9 – Record time in Clio as you work

1. As you carry out the work, record your time entries in Clio against the new matter:
• For example, an initial strategy meeting.
• Drafting time by different team members.

2. These can be recorded as non-billable – they’re used for analysis rather than billing clients by the hour.

Step 10 – Link the AltFee matter to the Clio matter

1. Go back to the matter in AltFee.

2. Use the Clio integration option to link this AltFee matter to the correct Clio matter:
• AltFee will show available Clio matters for that client.
• Select the matching matter you just created.

3. Once linked, AltFee will start pulling in:
• Time entries from Clio.
• Invoice status changes (Draft, Sent, Paid).

Step 11 – Monitor realization and performance in AltFee

• Difference between the flat fee and the recorded time value.

• Billing realization for the matter.

• Flat fee consumption (how much of the flat fee has been “used” by recorded time).

• Individual contributions, including:
• Time by team member.
• Standard hourly rate vs effective hourly rate.

• Proportionate fees, so team members get appropriate credit on flat fee matters.

Step 12 – Generate the invoice in Clio

1. When the work is complete and you’re ready to bill, go to the matter in Clio.

2. You’ll see the AltFee projects pulled in as billable line items:
• Each project appears as a line with the flat fee amount.
• The Description of Services from AltFee appears on the line item.

3. Create a bill as you normally would in Clio:
• Select the relevant line items (e.g., Shareholders Agreement and Formation of Company).
• Generate the invoice.

4. Approve the invoice internally, send it to the client, and record payment when it’s received.

Step 13 – Track billing status back in AltFee

1. AltFee watches invoice activity for the linked matter and automatically updates project billing statuses, for example:
• Invoice Drafted – when the invoice is generated.
• Invoice Sent – when the invoice is issued to the client.
• Paid – when payment is recorded in Clio.

2. On the Matters page in AltFee, you can:
• Filter by status (Draft, In-Review, Approved, Proposed, Accepted/Rejected, Invoice Drafted, Invoice Sent, and Paid).
• See where each project within each matter sits in the billing lifecycle.