If you’re a law firm owner trying to streamline your operations with technology tools or considering making the leap into automation you might think your only path forward is a complete rebuild of your CRM.
But here’s the truth: You don’t always need to start from scratch.
In fact, some of the biggest efficiency gains come NOT from rebuilding everything, but from auditing and refining what you’ve already built.
Let’s break down when a rebuild isn’t necessary—and what to do instead.
🚩 Red Flags That Signal You Need an Audit (Not a Rebuild)
If any of these sound familiar, you might just need a cleanup and optimization—not a full overhaul:
- Your automations “mostly work” but things fall through the cracks.
- Think: consult reminders missed, tasks skipped, or form submissions not being tracked.)
- You’re unsure how all your workflows connect—but they do connect
You have a pipeline, forms, emails, and some automations—but there’s no clear structure.
- Leads are coming in, but you’re not tracking where they came from
Your CRM isn’t helping you make decisions about marketing or operations.
- You’re using a CRM every day, but mostly as a glorified contact list
You’ve got a powerful tool—but you’re only scratching the surface.
Client Example: From Frustrated to Flowing (Without a Rebuild)
One of our clients—a busy estate planning firm—came to us overwhelmed. They’d spent months setting up Lawmatics internally, and it kind of worked… but things were clunky.
Instead of scrapping the whole system, we ran a full Workflow Audit.
Here’s what we found:
- Consult automations worked, but the follow-up emails weren’t personalized in any way.
- Referral tracking was inconsistent due to missing data fields to give the firm insights they needed for marketing decisions.
- The pipeline stages didn’t align with actual service milestones.
With a few targeted fixes, we turned their CRM system from functional to frictionless—all in less than 4 weeks.
No rebuild. Just clarity, structure, and smart tweaks – all based on what was uncovered in an Workflow Audit.
🔍 What Happens in a Workflow Audit
At Matter Flow Advisors, we start with a deep dive into your performance, process, and people.
- Performance: Are your reports giving you actionable insights—or just data overload? Do you know what metrics to track to achieve your firms desired growth and stability?
- Process: Where do clients drop off? Are your workflows and automations supporting your client journey? Does your team consistently manage the workflow process as expected?
- People: Is your team trained and confident in the system—or creating workarounds? Do they meet your expectations around training?
A Workflow Audit is designed to uncover technical and operational bottlenecks to ensure that your process runs smoothly. We will spend 90 minutes with all stakeholders to ensure that we fully understand what happens in your workflow and WHY it is happening. If you have an existing CRM, like Lawmatics (our preferred CRM for law firms) we will also review what you are already using so we can fully understand where you are in your operational development.
After the 90 minutes meeting, our team will analyze your workflow, use the discussion to propose a specific roadmap that outlines what to keep, what to tweak, and what to add. We will show you where you have bottlenecks, data gaps, manual tasks, and of course, we will map your automated tasks as well if you are using Lawmatics. Once you have our audit deliverables, you (or your team) can implement it yourself—or you can engage Matter Flow Advisors to execute all or part of the proposed roadmap.
💡 Don’t Burn It Down. Build It Better.
Before you assume you need to toss out your current setup, ask this:
“Is this system 70% of the way there… and just missing that 30% to really hum?”
If so, a targeted audit could save you time, money, and a whole lot of headaches!
Matter Flow Advisors is your partner in data, deadlines, and decisions. We will give you feedback based on over 60+ firms that we have worked with – likely in your practice area – to ensure you maximize the Audit and Build investments. We build on a fixed fee so you don’t have to pay us to keep the system we designed and built FOR YOU! Our desire is to hand off the system to you and your staff in a way that allows you to manage it’s operation and function. If you need support with that, we have support for future building as well.
✅ Want to Find Out If You Need an Audit or a Rebuild?
Download our free checklist by filling out the form below:
“Do I Need a CRM Audit? A Self-Check for Law Firm Owners”
It takes just 5 minutes and could save you months of tech frustration.
Or, if you’d rather talk it through, book a free call with our team. We’ll review with you and help you decide the smartest next step.
You don’t need to rebuild everything. You just need a system that actually works for you.
Let’s help you get there—smarter and faster.
