In the legal world, timing is everything—especially when it comes to immigration processes. Prospects demand clarity and quick response times, and firms that delay their follow-ups risk losing high-value clients.

That was the case for one immigration law firm relying on Clio Manage as their CRM and OpenPhone as their communication tool. The lack of integration between these systems forced advisors to manually manage every SMS follow-up, leading to inconsistent outreach and a drop in conversion opportunities.

The Manual Communication Challenge

While HubSpot offers a native integration with OpenPhone, its functionality is limited. The integration only logs activity when a contact already exists in the CRM, and does not allow for outbound SMS automation or automatic contact creation.

For this client, that posed several obstacles:

• Inability to send SMS messages automatically based on sales pipeline stages.
• Missed opportunities to create contacts from incoming communications in OpenPhone.
• Hesitation to purchase HubSpot’s additional SMS Add-on, which would require giving up their business phone number—something they could not afford to do.

Ultimately, their sales and onboarding teams were unable to perform timely, automated follow-ups via SMS—impacting client engagement and conversion potential.

Objectives of the Integration

CRO:NYX Digital was brought in to implement a smarter, customized automation. The primary goals were:

• Trigger SMS sequences when deals reach specific stages in HubSpot (e.g., onboarding).
• Create new contacts in HubSpot from OpenPhone activity—even if they didn’t exist prior.
• Maintain full ownership of the client’s existing phone number.
• Avoid additional costs from native HubSpot Add-ons by leveraging existing tools.

Why Make.com Was the Ideal Platform

After assessing options, Make.com was selected due to several key advantages:

• The client already had a paid Make.com license.
• Make.com offered greater flexibility than Zapier at a lower cost.
• Its modular design allowed for future automations beyond SMS (e.g., document tracking, appointment reminders, etc.).

The Automation at Work

We designed a Make.com scenario that connects HubSpot and OpenPhone seamlessly.

1. When a deal is moved into a defined pipeline stage (e.g., “New Onboarding”),
2. A sequence of four SMS messages is automatically scheduled, spaced out over several days.
3. If the prospect replies to any of these messages:
• The deal is immediately moved to a new stage (e.g., “Engaged”).
• The sequence is terminated to avoid unnecessary messages.

All message activity is logged in the contact record inside HubSpot using the native integration, giving sales reps full visibility into the conversation thread.

Implementation Timeline

This solution was designed, built, and tested in under one week, enabling the client to start onboarding leads with greater efficiency almost immediately.

Expected Results & Long-Term Impact

While the legal team is still being onboarded into the new CRM workflows, the anticipated outcomes are already clear:

• A sharp decrease in manual work.
• More consistent follow-up across all new deals.
• Increased conversion rate thanks to proactive and timely messaging.

This kind of automation, especially in industries like law where timing and follow-through are critical, is expected to significantly improve conversion rates and client satisfaction.

Let’s Build the Right System for You

Not all native integrations are created equal. When your tools fall short, strategic automation can help bridge the gap.

At CRO:NYX Digital, we design low-cost, scalable solutions that let your teams do more with less—without compromising flexibility, security, or performance.

Ready to automate the next stage of your client experience?