Immigration law firm · Legal · Build 08
CRM + case management keeping 1,400+ cases moving.
Full intake-to-resolution case management on ClickUp — clean architecture, templated views, and automations that keep a high-volume immigration practice on schedule.
1,400+.
Active cases managed
1.
Source of truth
0.
Deadlines tracked by hand
5.
Intake forms feeding one pipeline
The brief
Deadlines — the thing the practice lives and dies by — were tracked by hand.
The problem
Cases lived across spreadsheets, email threads, and individual attorneys' memories. Deadlines — the thing an immigration practice lives and dies by — were tracked by hand.
Every new case meant re-creating the same structure from scratch, slightly differently each time.
The solution
One relational architecture in ClickUp — clients, cases, filings, deadlines as linked entities with templated views per case type — fed by structured intake and driven by automations that cascade deadlines, generate documents, and email clients as cases move.
01 · The case pipeline
1,400+ cases on one board, structured the same way every time.
Clients, cases, filings, and deadlines as linked entities with templated views per case type. Intake forms feed the pipeline directly, so a new case arrives structured instead of as an email thread — filterable by attorney, case type, and urgency.
- Clients ↔ cases ↔ filings ↔ deadlines
- Templated views per case type
- Structured intake, not email threads
app.clickup.com — case management
1,400+
cases moving
9
case types
0
missed deadlines
Family petition
case
Work visa renewal
case
Naturalization
case
every case knows its next deadline — and says so before it's urgent
02 · Deadline automations
Stage changes cascade the deadlines and send the emails.
Zapier and Apps Script automate deadline cascades, document generation, and client status emails triggered by case-stage changes — so the calendar reflects the case, not someone's memory.
- Deadline cascades on stage change
- Document generation
- Client status emails, automatically
clickup automations — deadlines
Filing date lands on a case
Deadline chain generated
tuned per case type
Owner reminded early
before urgent, never after
deadlines under watch
3,204
the calendar stopped being a liability
The outcome
1,400+ cases visible in one board — filterable by attorney, case type, and urgency.
1,400+ cases visible in one board, filterable by attorney, case type, and urgency.
Deadline cascades compute themselves. Status emails send themselves. Attorneys practice law instead of chasing spreadsheets.
Want a system like this one?
A 30-minute call to map what you have to what you need. Fixed-fee where the scope is known, $100/hr beyond it, and everything documented so your team runs it without me.
Demos are illustrative recreations; company names withheld out of respect for client privacy.
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