Zapier connects Quilia to thousands of other apps without any code. Use it to send new leads from your intake form straight into Quilia, alert your team when a client uploads a document, add appointments to a shared calendar, and connect case management systems that Quilia doesn't integrate with directly.
When to use Zapier
- Your case management system has a native Quilia integration (such as Clio, Filevine, MyCase, Smokeball, Neos, CasePeer or CasePacer): use the native integration to import and sync cases. You can still use Zapier alongside it for alerts, calendars and intake forms.
- Your case management system isn't supported yet, or you want to connect intake forms, e-sign tools, calendars, Slack, Gmail or spreadsheets: use Zapier.
Before you start
- A Zapier account
- Active staff access to your firm in Quilia
Any staff member can connect Zapier and build Zaps with Quilia triggers, actions and searches.
Connect Zapier
- In Zapier, create a Zap and search for Quilia as the trigger or action app. You can also start from zapier.com/apps/quilia/integrations.
- When Zapier asks for a Quilia account, click Sign in (or Connect a new account), then click Connect on the window that opens.
- Sign in to Quilia with your firm login.
- On the Connect Zapier screen, check the name under Signing in as. If you're on staff at more than one firm, choose the firm under Which firm is this connection for? Then click Approve and connect.
- Back in Zapier, your connection shows as Your Name at Your Firm.
There's no API key to copy. The connection uses your Quilia sign-in.
What a Zap can do: a Zap has the access any staff member has, whoever connected it. It can create and update cases, clients, contacts and documents, but it can't change your firm's settings or team. Anything a Zap adds shows Zapier as who added it, so your team can tell a Zap's work from a person's.
Sharing with your team: Zapier keeps a new connection private to you. To let teammates use it in their Zaps, click Share next to the connection in Zapier.
To see who has connected and which Quilia triggers are listening, open Settings, then Integrations, then Zapier in Quilia. To disconnect, remove the Quilia connection in your Zapier account.
Multiple firms: each Zapier connection works for one firm, and it keeps working for that firm even if you switch firms in Quilia. If you work at more than one firm, make a separate connection for each one and choose that firm when you connect.
Triggers
Quilia triggers are instant. Zapier is notified the moment the event happens in Quilia.
| Trigger | Fires when |
|---|---|
| New Client Activity | A new entry is added to a client's activity, such as a client uploading a document |
| New Document | Any document is added to a case, by the client or your team |
| Appointment Created | An appointment is added to a case |
| Appointment Updated | An appointment changes (status, notes or time) |
| Case Phase or Status Changed | A case moves to a new phase (for example, Treatment to Demand) or its status changes (for example, open to closed) |
Tip: New Document and New Client Activity fire for every event at your firm. Add a Zapier Filter step if you only care about some of them. Every run counts toward your Zapier task limit.
Actions
| Action | What it does |
|---|---|
| Add New Case | Creates a client and a case. Requires name, cell phone and case type. If you send a Firm File Number that already exists, Quilia updates that case instead of creating a duplicate. |
| Add New Client | Creates a client without a case |
| Update Client | Changes only the fields you fill in |
| Update Case | Opens or closes a case, or changes the date it was opened |
| Update Case Phase | Moves a case to a new phase |
| Invite to Case | Texts a client their Quilia invite, or adds staff to the case team |
| Add Contact / Update Contact / Delete Contact | Manages contacts such as adjusters, witnesses, employers and medical providers |
| Upload Documents | Adds files to a case |
| Delete Documents | Permanently deletes documents |
Add New Case fields
Client Name, Client Cell Phone and Case Type are required. Everything else is optional.
Client invites: to text the client their invite when Add New Case runs, set Text the Client an Invite to True. If you leave it blank, the client is texted only when you also send a Firm File Number and your case management integration is set to invite clients automatically. A client who has already joined is never texted again.
Searches
| Search | Finds |
|---|---|
| Find Client | A client by name, email or phone, with their case IDs |
| Find Client by ID | Full client details |
| Find Case | The newest case matching a client name, client ID, status or case type |
| Find Case by ID | Case status, type, client, dates and team |
| Find Contact | A contact by ID |
| Find Document | A download link for a document (good for 30 minutes) |
When a search finds nothing, it returns an empty result instead of an error, so you can add a Paths or Filter step to handle "not found."
Example Zaps
- Intake form to new case and invite. New Typeform, Jotform or Google Forms submission, then Quilia Add New Case. Map name, cell phone and case type, set Firm File Number to the submission ID so re-runs don't duplicate, and set Text the Client an Invite to True.
- New lead: check first, then create. New lead in your intake tool, then Quilia Find Client by phone, then (only if nothing is found) Add New Case.
- Signed retainer to case file. E-sign "document completed," then Quilia Find Case, then Upload Documents.
- Client uploads to team alert. Quilia New Document, then a Slack or Gmail message to the case team, with Find Document for a download link.
- Appointments and hearings to calendar. Quilia Appointment Created, then a Google Calendar event.
- Phase or status change to team alert or follow-up. Quilia Case Phase or Status Changed, then a Filter: phase = Demand to post in your team's Slack channel, or status = closed to add a Google Sheets row or send a review request.
Limits
- One Zap per trigger: your firm can have one active Zap per Quilia trigger. This includes any webhook your firm set up for the same event. A second Zap using the same trigger won't turn on. Combine the steps into one Zap with Paths instead.
- Upload size: the files in one Upload Documents step must be under 4.5 MB in total.
- Delivery attempts: if Zapier can't receive an event, Quilia tries to deliver it 3 times. After that, the event is skipped.
- Firm File Number with more than one case management system: if your firm has two or more case management systems connected, leave Firm File Number blank in Add New Case.
Troubleshooting
- "Only your firm's staff can connect apps to Quilia": client accounts can't connect Zapier. Sign in with your staff login.
- "... can't be done from Zapier. An admin can do it in Quilia.": Zaps can do what any staff member can, but never change your firm's settings or team. Make that change in Quilia instead.
- "A webhook subscription for the event ... already exists": another Zap, or a webhook your firm set up, already uses this trigger. See One Zap per trigger above.
- "Request Entity Too Large": the files in one Upload Documents step are over 4.5 MB. Split them into separate steps.
- "No matching integration found" on Add New Case: your firm has more than one case management system connected. Leave Firm File Number blank.
- The client didn't get an invite: set Text the Client an Invite to True in Add New Case, or use the Invite to Case action.