Switching From Clio: What Transfers and What You’ll Need to Rebuild

Short answer

When switching from Clio, you may be able to export records such as contacts, matter information, documents, and calendar data, depending on your Clio plan, settings, and the tools available. Whether those records can be imported into another product—and how much detail survives—depends on that product’s import options. Expect some items to need cleanup or manual rebuilding, especially workflows, templates, and integrations. Keep your Clio account available until you have checked the transferred data and saved any records you still need.

What can transfer from Clio?

Start by treating each category as a separate migration, not as one complete “Clio export.” Clio’s Help Center is the place to check current export instructions for your account. The new provider must also confirm which file formats and fields it can import.

These are questions to verify, not a promise that every category is included in one export. Export options can vary. A CSV may preserve rows and columns without preserving the links, permissions, or context that made those records useful in Clio.

Ask both providers for written instructions. Request a sample export and a sample import if available. Open the exported files before you assume they are complete.

What may not transfer cleanly?

Some information is less portable because it depends on how Clio or another system stores and connects it. A file can transfer while its original matter association, access permissions, or folder organization does not.

Plan to review or rebuild items such as:

1. Workflows and automation: Rules, triggers, and task sequences may not have a matching feature in the new product.
2. Templates and document automation: Check whether templates transfer as editable files, require updates, or must be recreated.
3. Custom fields and reports: A new system may use different field names or report filters. Confirm the mapping before importing.
4. Integrations: Connections to email, accounting, e-signature, or other services may need to be set up again.
5. User access and permissions: Recreate user accounts and check who can see each matter or document.
6. Client portal access: Clients may need new invitations, passwords, or instructions in the replacement system.

Do not assume that a successful file upload means a complete migration. Check a sample of matters from different practice areas, including documents, contacts, and activity history. Compare the records in the new system with the originals.

What should you save before canceling?

Make a written inventory before you change subscriptions. Include the data you actively use and records you may need to consult later. Ask Clio how to export each category and whether any account limits or steps apply to your plan. Confirm your responsibilities for retaining client and business records with the appropriate professional guidance; this article is not legal advice.

Keep a secure, separate copy of your exports. Limit access to people who need it, and use a transfer method approved by your firm. Client information can be sensitive, so avoid sending unprotected files through ordinary email unless your firm has approved that method.

Also save copies of items that are not really “data,” but still matter to daily operations: billing procedures, intake questions, standard emails, document templates, and notes about integrations. These materials can make rebuilding the new setup much faster.

How to plan a low-disruption migration

A careful sequence reduces the chance of losing access or overlooking records:

1. List what you use. Include contacts, matters, files, calendars, billing, templates, reports, portal content, and integrations.
2. Confirm export and import support. Ask Clio about available exports and ask the receiving provider to explain supported formats, field mapping, and exclusions.
3. Test a small sample. Move a few representative records first. Check attachments, dates, names, matter links, and permissions.
4. Schedule the full move. Choose a time with room to troubleshoot. Tell staff which system to use during the transition and how to record new activity.
5. Verify before closing Clio. Compare totals where possible, open sample files, confirm access, and resolve missing items before ending the subscription.

If the new provider does not offer migration help, ask who will perform each export, import, and quality check. Get the scope and any fees in writing before work begins.

What to compare in a replacement

A lower monthly price is only one part of the decision. Compare the features your firm relies on, the work required to move, and the ongoing costs of hosting, domain renewals, or add-on tools. Confirm whether a quoted price is monthly or annual and whether it includes the functions you need.

LegalWebDesigns offers practice management features for matters, calendars, documents, billing, and a client portal. Its website plans include domain, hosting, and SSL, with $0 setup and a $49 monthly option; the firm owns its site and data. Check current plan details and whether the product fits your migration needs on the pricing page. You can also review practice management features.

For a broader view of options, use the comparison pages to compare providers against your firm’s requirements. Ask each vendor what it can import from Clio, what it cannot, and what support is included.

What to do next

1. Download Clio’s current export instructions from its Help Center and identify the export options for your plan.
2. Make a checklist of the records, templates, integrations, and client access your firm uses.
3. Ask the replacement provider for a written import plan, including exclusions and any migration charges.
4. Test representative records and confirm staff access before you cancel Clio.

A migration is complete only when the information your firm needs is available and usable in the new system—not simply when the export files have been downloaded.