Convert a lead to a client

Before you start

Convert to client is at the top of an open lead. It stays greyed out until:

• the lead has an email address or a phone number
• any possible conflicts are decided as Clear or Waived, and there is no confirmed conflict. If the pipeline has a conflict check stage, the check must also have been run. See run a conflict check.

When something is missing, the reason shows in yellow under the buttons.

A Ready to convert badge on the lead's card on Intake means the lead can be converted.

Convert the lead

1. Open the lead and click Convert to client. The Make … a client window opens with four steps.
2. Client and matter: check the client's details and choose the Client type, Individual or Company. For an individual, tick Also add a related company if you also act for their company and give the Company name.
3. Under Matter, check the Title, and choose a Matter template and Practice area if you use them. Choose who is Responsible. Originating is you if you leave it empty. Click Continue.
4. Fees and payments: choose How this matter is billed: Fixed fee (enter the Agreed fee), Hourly (an Hourly rate, or leave it empty to use each person's billing rate) or Retainer (the Monthly retainer). Payments already made, such as a consultation fee or deposit, are listed. Click Continue.
5. Documents and source: tick what moves to the matter: documents, intake answers, the conflict check record, the conversation history as matter notes, and other parties. If someone referred the client, you can thank them by email. Click Continue.
6. Portal and review: choose whether to invite the client to the client portal and send a welcome message. Check Chronica will create, then click Create client and matter.

If the lead matches an existing client, Chronica says so on the first step. The matter is opened for that client instead of creating a duplicate.

On a fixed fee you can also tick Draft the balance invoice now, due on completion. It stays a draft until you send it. If there are payments, tick Record the payments on the new matter and send the client a receipt to link them to the matter.

What Chronica does

After you click Create client and matter, a page shows each step as Chronica works through it: creating the client, opening the matter, setting the fee, moving documents and the conversation, adding the other parties to the conflict index, and sending any invitation and welcome.

• Click Open client or Open matter when they are ready.
• If a step fails, click Retry failed steps.
• A welcome message outside office hours waits until the office opens. The page shows when it will go out.

The lead is then marked as converted on Intake. To come back to this page later, open the lead and click See what Chronica did.

Questions

Can I convert a lead I marked not hired?

Not straight away. Open it and click Reopen lead first, then convert.

Can I stop halfway?

Yes. Click Not now to close the window. Nothing is created until you click Create client and matter.