How Rozas uses Zapier to give every lead a 2-minute head start
Rozas, a Louisiana law firm handling immigration and criminal cases, automated lead intake using Zapier, AI, and Clio Grow to reduce manual data entry from over 50 minutes to two minutes per lead, improving response times and conversion rates.
Matthew Rozas, COO of Rozas, identified delays in lead processing as a bottleneck in the firm’s intake workflow. Before automation, each new lead required manual entry into Clio Grow, consuming over 50 minutes daily for 50 leads. The process involved reading emails, typing details, and sending initial responses, delaying client contact and increasing administrative overhead.
Rozas rebuilt the intake system using Zapier, AI by Zapier, Clio Grow, RingCentral, and Gmail to streamline lead handling. New leads from Meta or other channels are automatically categorized by case type, drafted with qualifying questions, and sent to Clio Grow. The system then triggers texts, emails, and calls, completing the sequence in about two minutes, reducing delays and freeing staff for direct client engagement.
Text messages to the firm’s main line were previously excluded from Clio Grow, creating additional manual work. The updated workflow now integrates text leads into the same intake process, ensuring all inquiries are captured and processed uniformly. The team is also developing a feature to track lead sources as reportable metrics, further refining their data management and reporting capabilities.
Since implementing the automated system, Rozas has saved over 66 hours monthly in administrative time, with a 99.46% success rate. Conversion rates rose from 11.06% in September to 13.58% in May, a 22.8% improvement, while call response rates increased from under 60% to over 80% within 20 seconds in recent weeks. Matthew Rozas continues to expand automation, exploring AI-driven case memoranda and cross-platform document synchronization to enhance efficiency and client communication.