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Monitor Clio trust/IOLTA balances and send email alerts

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Created by: Dele Tosh @ Protomated || deletosh
Dele Tosh @ Protomated

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Last update 2 days ago

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Quick Overview

This workflow monitors Clio trust/IOLTA balances by emailing daily low/negative balance alerts (with compliance checks and partner escalation for negatives) and sending a weekly trust health summary to accounting.

How it works

  1. Runs daily at 7am on a schedule trigger.
  2. Fetches all open matters and their trust balances from the Clio API.
  3. Calculates a balance tier (healthy/low/negative) and applies a cooldown so the same unresolved issue does not re-alert every day.
  4. Builds an individual email for each alert-worthy matter, runs a compliance/guardrail sub-workflow, and sends the alert via SMTP if approved.
  5. For any negative-balance matter, builds an urgent partner escalation email, logs it through the guardrail/audit sub-workflow, and sends it via SMTP.
  6. Runs weekly on Monday at 8am, fetches all open matters from Clio, computes a trust health rollup, and emails the summary to accounting via SMTP.

Setup

  1. Add a Clio OAuth2 credential and set the CLIO_BASE_URL variable used by the Clio HTTP requests.
  2. Configure an SMTP email credential and set FIRM_FROM_EMAIL plus recipient variables like FIRM_TRUST_ACCOUNTING_EMAIL, FIRM_PARTNER_EMAIL, and/or FIRM_EMAIL.
  3. Provide and configure the guardrail/compliance sub-workflow and set GUARDRAIL_WORKFLOW_ID to its workflow ID.
  4. (Optional) Set LOW_BALANCE_THRESHOLD and ALERT_COOLDOWN_DAYS variables to match your firm’s alert policy.