🔬 Monitor Clio trust/IOLTA balances and send email alerts
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Description
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
- Runs daily at 7am on a schedule trigger.
- Fetches all open matters and their trust balances from the Clio API.
- Calculates a balance tier (healthy/low/negative) and applies a cooldown so the same unresolved issue does not re-alert every day.
- Builds an individual email for each alert-worthy matter, runs a compliance/guardrail sub-workflow, and sends the alert via SMTP if approved.
- For any negative-balance matter, builds an urgent partner escalation email, logs it through the guardrail/audit sub-workflow, and sends it via SMTP.
- 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
- Add a Clio OAuth2 credential and set the CLIO_BASE_URL variable used by the Clio HTTP requests.
- 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.
- Provide and configure the guardrail/compliance sub-workflow and set GUARDRAIL_WORKFLOW_ID to its workflow ID.
- (Optional) Set LOW_BALANCE_THRESHOLD and ALERT_COOLDOWN_DAYS variables to match your firm’s alert policy.
🔗 Nodes Used
Send Email, HTTP Request, Execute Sub-workflow, Schedule Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File