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Lexamica Zapier integrationAutomate Lexamica with Zapier.

The Lexamica Zapier integration gives you 11 triggers, 10 actions and 6 searches. Referrals your firm sends or receives can start automations elsewhere, and other apps can create, update and resolve Lexamica referrals without anyone retyping case details.

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Overview

Why connect Lexamica to Zapier

Lexamica is a platform built around legal referrals: one law firm passes a case to another and both follow it to resolution. The Lexamica Zapier integration plugs that referral flow into the rest of your tools, so a referral event in Lexamica starts work elsewhere, and work done elsewhere lands back on the referral.

An alert the moment a case comes in. Referral Received starts a Zap as soon as another firm refers a case to yours. Send it to your team chat and the person who triages new matters sees it without watching the Lexamica inbox.

Case updates written once, shared both ways. Create Referral Update and Change Referral Details let another app post progress on a referral. The firm on the other side sees it in Lexamica, and nobody copies notes between two systems.

A clean record when a case closes. Resolve a Case closes a referral and generates a recovery report, while Referral Resolution Created tells your other tools that one side has started the resolution.

What Zapier does not do here. Most Lexamica actions need the ID of an existing referral, so a Zap usually needs a search step or a Lexamica trigger in front of them. There is no find-or-create option on the searches. And nothing that happened in Lexamica before your Zap was switched on is replayed.

To weigh Zapier against other tools on those points, see our n8n vs Zapier and Make vs Zapier comparisons.

Vocabulary

Zapier vocabulary in one minute

The page uses eight Zapier words. Here is each one in plain English.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap, such as a referral arriving. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates, updates or sends something for you in an app.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan is a monthly count of those.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app itself as soon as the event happens.
Filter
A step that lets the Zap carry on only when what arrived meets a condition you set, and stops it otherwise.
Search step
A step that looks up something already stored in an app, such as a referral by ID, so later steps can use it.
Connection
Your Lexamica account linked to Zapier once, then reused by every step of every Zap that works with Lexamica.
Cost

What Lexamica on Zapier really costs

Lexamica is not a premium app on Zapier, so it runs on the free plan. You pay in tasks, and only for actions that work.

  • Premium appNo, free plan works
  • Free plan100 tasks a month, two-step Zaps
  • Instant triggers10 of 11
  • SearchesMake the Zap multi-step

A trigger never costs a task, and neither does Zapier checking for new items. Each action that succeeds counts as one task, and a failed action is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, capped at two steps each. Because most Lexamica actions need a referral ID, many useful Zaps add a search step, and a search or a filter makes a Zap multi-step, which needs a paid plan. The interval grid below only concerns Law Firm List, the one polling trigger.

Connect

Connect your Lexamica account

  1. 01

    Open the Apps page

    In Zapier, go to Apps and click + Add connection. You need an existing Lexamica account for your firm first: Zapier links an account, it does not create one.

  2. 02

    Pick Lexamica

    Type Lexamica in the search box of the dialog that appears, select it from the list, then click Add connection. A new browser tab opens on the Lexamica sign-in page.

  3. 03

    Sign in and grant access

    Log in to Lexamica in that tab and allow Zapier to reach the account. Make sure the account can read or write the referrals you want the Zap to touch, then close the tab.

First Zap

Your first Zap: post new referrals to your team chat

GoalEvery referral another firm sends you is checked, and the ones that pass your condition land in your team chat.

  1. 01

    Create the Zap

    Start a new Zap, choose Lexamica as the app that starts it and Referral Received as the event. Pick the Lexamica connection you set up earlier.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent referrals of the account, so you build the rest of the Zap on a real case rather than on an empty sample.

  3. 03

    Add the filter

    From the plus icon, add a Filter step and fill in the field to read, the rule and the value. A filter makes this a multi-step Zap, which needs a paid plan.

  4. 04

    Add the chat message

    Add your team chat as the action and map the referral details from the trigger into the message. Test the step and read what came back before going further.

  5. 05

    Publish

    Click Publish to switch the Zap on. From then on each new referral is checked as it arrives. Referrals received before that are not picked up.

Triggers

Lexamica triggers

11 events start a Zap when something happens in Lexamica, and 10 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Case Attachment Created

Instant trigger

In Zapier“Triggers when a new attachment is created for a case.”

Fires when someone adds a file to one of your cases in Lexamica. The attachment's details flow into the next steps, so a document shared on a referral can be copied, logged or announced somewhere else.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when a new document on a referral should reach the person handling the file without them checking the case.
Watch out
the trigger hands over attachment details; fetching a specific attachment later is what Find an Attachment by ID is for.
2

Law Firm List

Polling trigger

In Zapier“Triggers when a law firm is found in the list.”

Reacts when a law firm shows up in the Lexamica list of firms. It is the only trigger of this app that Zapier has to go and check rather than being told, which changes how fast it reacts.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
when you keep a directory of partner firms in another tool and want new ones added to it.
Watch out
Zapier remembers the firms it has already seen, so a firm only starts the Zap once.
3

Referral Details Updated

Instant trigger

In Zapier“Triggers when a case details is changed by either the sending or receiving law firm.”

Starts the Zap whenever the case details of a referral change, whether your firm made the edit or the firm on the other side did. That makes it the trigger to keep a copy of the case in step with Lexamica.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when your case management tool should reflect any change the partner firm makes.
Watch out
if your Zap writes those details back with Change Referral Details, it can set itself off again in a loop.
4

Referral Invitation Received

Instant trigger

In Zapier“Triggers when my law firm receives a new referral invitation.”

Goes off when your firm is invited to take on a referral. At that point the case is only offered, not accepted, so this is the moment to get the right person to look at it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when a partner should review every invitation before anyone answers it.
Watch out
answering the invitation is a separate step, Respond to a Referral Invitation, and it needs the referral ID in its Referral to Update field.
5

Referral Sent

Instant trigger

In Zapier“Triggers when my law firm sends a new referral.”

Kicks in each time your own firm sends a new referral out. It mirrors the outgoing side of your referral activity, the cases you pass on rather than the ones you take.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when outgoing referrals need to be logged in a spreadsheet or reported to the lawyer who handed the case over.
Watch out
it only covers referrals your firm sends; incoming ones go through Referral Received instead.
6

Referral Invitation Updated

Instant trigger

In Zapier“Triggers when a referral invitation is updated by either the sending or receiving law firm.”

Runs when a referral invitation changes, on your side or on the other firm's. Status changes on an invitation are what tell you whether a case is moving forward or stalling.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when the lawyer who sent a case wants to hear as soon as the receiving firm reacts to it.
Watch out
both firms can update an invitation, so a filter helps keep only the changes that matter to you.
7

Referral Received

Instant trigger

In Zapier“Triggers when a new referral is received by my law firm.”

Opens a Zap each time a new referral lands in your firm. This is the incoming case itself, the event most firms want to hear about first.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when new cases should create a task, a calendar hold or a chat alert for the intake team.
Watch out
only referrals received after you publish the Zap start it; earlier ones stay in Lexamica untouched.
8

Referral Resolution Created

Instant trigger

In Zapier“Triggers when case resolution has been initiated by either the sending or receiving law firm.”

Fires when either firm starts the resolution of a case. It marks the end of the referral's life, the moment your own records need to know the case is closing.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when your own tracking sheet should open a closing record as soon as a case starts closing.
Watch out
the resolution can come from the other firm, so the Zap may run on cases your team did not close itself.
9

Referral Update Created

Instant trigger

In Zapier“Triggers when a new referral update is created by either the sending or receiving law firm.”

Triggers on every new update posted on a referral, by your firm or by the partner firm. Updates are the running commentary of a case, so this trigger can be busy on active files.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when the client-facing team wants each progress note copied into the tool they already read.
Watch out
each run of the Zap costs one task per successful action, so a chatty case can eat into the monthly count.
10

Relay Match Found

Instant trigger

In Zapier“Triggers when a relay match is found for a referral.”

Signals that a relay match has been found for one of your referrals. Paired with Submit Case to Relay, it closes the loop: you submit a case, and this trigger tells you when the relay comes back with a match.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when the lawyer who submitted a case to the relay should know right away that it found a match.
Watch out
run the trigger test first and map fields from a real match, not from guesswork.
11

Relay Match Not Found

Instant trigger

In Zapier“Triggers when a relay match is not found for a referral.”

The opposite signal: the relay found no match for a referral. Without an automation, a case in that state can sit unnoticed, which is exactly what this trigger is there to prevent.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
when a case with no match should go back to a person who decides the next move.
Watch out
pair it with Relay Match Found in separate Zaps so neither outcome goes unreported.
Actions

Lexamica actions

Lexamica gives you 10 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create a Case Attachment

Action

In Zapier“Creates a new attachment for a case belonging to my law firm.”

Attaches a file to a case your firm handles, with a filename you choose.

When to use it
when signed documents or evidence arrive in another tool and belong on the Lexamica case.
Watch out
Referral to Update, Filename and File are all required, so a step that sends no file fails.
2

Convert to Existing Case

Action

In Zapier“This is an advanced action! Converts a case to Open. Useful for importing pre-signed cases and referrals that existed before you started using Lexamica.”

Turns a case into an open one, an advanced step meant for bringing in pre-signed cases and referrals that predate your use of Lexamica.

When to use it
when you migrate an existing caseload into Lexamica.
Watch out
it is a one-off migration tool, not a step to run on every new case.
3

Create Referral

Action

In Zapier“Creates a new referral in my law firm.”

Opens a brand new referral in your firm from data another app collected.

When to use it
when cases start life in an intake form or another tool and should reach Lexamica without retyping.
Watch out
the Suppress Errors box lets the Zap carry on after a failure, which hides problems you may want to see.
4

Change Referral Details

Action

In Zapier“Updates case details for a referral my law firm has accepted.”

Edits the case details of a referral your firm has accepted, and asks you to say why.

When to use it
when a fact about the case changes in your own system and Lexamica should follow.
Watch out
Reason for Update is required alongside the referral ID, so map a reason or type a fixed one.
5

Create Referral Invitation

Action

In Zapier“Creates a new referral invitation direct to a new firm for an existing referral.”

Invites a new firm directly to an existing referral, so the case can be offered to someone else.

When to use it
when your process picks the receiving firm in another tool.
Watch out
Recipient Law Firm must be a valid firm ID; if that firm does not exist when the Zap runs, Lexamica halts the Zap and logs an error.
6

Respond to a Referral Invitation

Action

In Zapier“Accept, decline, evaluate, or extend a referral invitation that was sent to my firm.”

Answers an invitation sent to your firm: accept, decline, evaluate or extend it.

When to use it
when the decision is taken in another tool, an approval form for instance, and Lexamica should record it.
Watch out
the referral ID is required, and Suppress Errors can let the Zap continue even when the answer did not go through.
7

Resolve a Case

Action

In Zapier“Close a case and generate a recovery report.”

Closes a case and generates a recovery report for it.

When to use it
when the matter is settled in your own system and Lexamica should close in step.
Watch out
leave the fee question empty and Lexamica records it as Unknown, which then shows on the report.
8

Create Referral Update

Action

In Zapier“Creates a new referral update for a case belonging to my law firm.”

Posts a progress note on a case your firm holds, visible to the firm on the other side.

When to use it
when progress is recorded in your own case tool and the partner firm should see it in Lexamica too.
Watch out
Referral to Update is required, and a case your firm may not update stops the Zap.
9

Project Relay Run

Action

In Zapier“Projects a future relay run.”

Produces a projection of a future relay run for a referral, without running it.

When to use it
when you want to see what the relay would do before you actually submit the case.
Watch out
it still needs a referral your firm sent out or received, passed in as Referral to Update.
10

Submit Case to Relay

Action

In Zapier“Submits a case to the Lexmaica Network.”

Sends a case to the Lexamica Network through the relay, so it can be matched.

When to use it
when a case your firm cannot take on should be put in front of the network automatically.
Watch out
Referral to Update is required, and the outcome comes back through the two Relay Match triggers.
Searches

Lexamica searches

6 search steps look for data that already exists in Lexamica, so a later step can use it.

A search step finds something that already exists in Lexamica and passes it to the steps after it. In the editor, the six Lexamica searches sit at the bottom of the Action event list under SEARCH. They matter here because most actions need a referral ID that a search can supply. None of them offers a find-or-create variant.

1

Find an Attachment by ID

Search

In Zapier“Find a Attachment ID.”

Retrieves one attachment from its ID, as long as your firm can view it.

When to use it
when an earlier step carries an attachment ID and you need the file details to copy it elsewhere.
Watch out
Attachment ID is required, so the search cannot look up a file by name.
2

Find a Case Invitation by Case ID and Law Firm Role

Search

In Zapier“Finds a case invitation by case ID and law firm role.”

Looks up the invitation attached to a case, based on the case ID and the role your firm plays in that referral.

When to use it
before responding to an invitation, when you only hold the case ID.
Watch out
both Case ID and Law Firm Role are required; an optional box adds the raw data.
3

Get Law Firm by ID

Search

In Zapier“Gets a law firm by ID.”

Fetches the record of one law firm when you already have its ID.

When to use it
when a referral carries a firm ID and you want the firm's details in a message or a log.
Watch out
Law Firm ID is required, so it cannot search by name; that is the next search's job.
4

Find Law Firm

Search

In Zapier“Finds a Law Firm by name.”

Finds a law firm by its name, which is how you get the ID other steps ask for.

When to use it
just before Create Referral Invitation, to turn a firm name into the Recipient Law Firm ID.
Watch out
Name is required, and if several firms match, the multiple-results setting decides which one goes on.
5

Find a Referral by ID

Search

In Zapier“Finds a referral in my law firm by ID.”

Pulls up a referral your firm can view from its ID, with an option to add its most recent invitation.

When to use it
when a Zap needs the current state of a case before updating it.
Watch out
Referral ID is required, so this search confirms a known case rather than discovering new ones.
6

Search Relay Nodes (Advanced)

Search

In Zapier“Retrieves the relay nodes for a user's law firm. This action returns a list of line items.”

Returns the relay nodes for your firm as a list of line items rather than a single result.

When to use it
for advanced Zaps that need to see your firm's relay setup before submitting a case.
Watch out
because it hands back a list, the next steps have to be built to handle several items.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and the steps that relied on it are skipped. Switch it on and the Zap carries on with nothing.
  2. Create X if it doesn't exist yet?
    Ticking this box turns a search into a find-or-create on apps that support it. None of the Lexamica searches offers it.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one (the default), stop the Zap, or hand all of them on at once.
When it breaks

When a Lexamica Zap breaks

Zapier links no help article to Lexamica, and the only app-specific failure on record is the one its own fields describe: a Zap halted on a case your firm cannot touch.

Six cases cover what goes wrong most often. Go through them before you publish, then use the Zapier troubleshooting guide if a run still fails.

  • The Zap halts on a referral

    If your firm is not allowed to update the case in Referral to Update, Lexamica halts the Zap and logs a new error in your Zap history.

  • The recipient firm does not exist

    Create Referral Invitation stops the Zap when the Recipient Law Firm ID points to no firm at run time. Use Find Law Firm to get a valid ID first.

  • Errors you never see

    Suppress Errors, on several actions, lets the Zap continue after a failure. Handy while testing, risky in production, since nothing tells you the step failed.

  • Old referrals are not replayed

    A Zap only reacts to what happens after it is switched on. Referrals and updates from before stay in Lexamica, and bringing them in is a separate job.

  • A Zap that keeps firing itself

    A Zap that writes into what its own trigger watches, Referral Details Updated feeding Change Referral Details for example, restarts itself and burns tasks fast.

  • A large batch held back

    When a trigger suddenly returns a huge batch, after a bulk import of cases for instance, Zapier's flood protection can hold the items back.
Need help

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FAQ

Lexamica Zapier integration: questions

01Is the Lexamica Zapier integration free?
Yes, on the free plan. Lexamica is not a premium app, so you can connect it and run Zaps without paying. The free plan gives you 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger and one action. That covers posting new referrals to a chat. Most Lexamica actions need a referral ID, though, and adding a search step to find it makes the Zap multi-step. Multi-step Zaps, including any with a filter, need a paid plan.
02How many tasks does a Lexamica Zap use?
One task per action that succeeds, and nothing for the trigger or for searching. A Zap that sends each new referral to a chat uses one task per referral. A Zap that creates a referral update and attaches a file uses two per run. A failed action is not counted against the plan. Watch busy triggers such as Referral Update Created: on an active case, each new update runs the Zap again and the task count climbs with it.
03Do Lexamica triggers work in real time?
Ten of the eleven do. Lexamica tells Zapier the moment a referral is received, updated, resolved or matched, and the Zap starts right away, whatever the plan. The exception is Law Firm List, a polling trigger: Zapier checks it at an interval set by the plan, 15 minutes on Free, 2 on Professional and 1 on Team and Enterprise. In the editor, a Zap built on an instant trigger shows a lightning bolt, which is a quick way to tell them apart.
04What is required to connect a Lexamica account?
A Lexamica account for your firm and a Zapier account. From the Apps page in Zapier, click + Add connection, search for Lexamica, click Add connection, sign in on the tab that opens and grant access. The account also needs read or write access to the referrals the Zap will touch. If your firm cannot update a given case, actions on it will halt the Zap. Once set up, the connection is shared by every Lexamica Zap you build.
05Why does a Lexamica action halt the Zap?
Usually because of the referral ID. Eight of the ten actions require Referral to Update, the ID of a referral your firm sent out or received. If the ID is wrong, or your firm is not allowed to update that case, Lexamica halts the Zap and logs an error in your Zap history. Create Referral Invitation adds a second check on Recipient Law Firm. Feed both IDs from a Lexamica trigger or a search step rather than typing them by hand.
06What if the Lexamica operation you want is not listed?
Then Zapier does not offer it for Lexamica today. The integration covers referrals, invitations, updates, attachments, resolutions and the relay, through 11 triggers, 10 actions and 6 searches. Some gaps can be bridged with a search step that fetches what a later action needs. Otherwise, it is worth comparing other automation tools on what they expose for Lexamica, and checking with Lexamica itself what its account allows outside Zapier before building around the missing step.
07Zapier, Make or n8n for Lexamica?
It depends on your criteria, not on a ranking. Zapier offers a ready-made Lexamica connection with 27 visible operations and mostly instant triggers, and simple Zaps run on its free plan. Because many Lexamica Zaps need a search step, compare how each tool bills multi-step runs. Also check whether the tool has a native Lexamica connector at all, and how much setup your team is ready to handle for anything that connector does not cover.
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