The Problem
Manual police report data entry into Clio was taking 2+ hours per case, causing the firm to lose clients to competitors with faster turnaround times. Paralegals manually typed every detail from scanned PDFs, creating a critical speed-to-lead problem - by the time retainers were generated, prospects had already signed elsewhere.
The Solution
Built an n8n workflow using Gemini for OCR to read scanned police report PDFs, ChatGPT for structuring extracted data, and the Clio API for retainer auto-generation plus personalised client emails with seasonal scheduling logic. The system reads police reports, extracts all relevant information, automatically updates Matters in Clio, generates retainer agreements, and sends personalised emails with booking links - all without human involvement.