Referral tracking and business development in Notion

Database structure

A rollup on each referrer can count related enquiries and matters, with a rough view of which relationships produce work.

A simple routine

1. Record the source when an enquiry arrives.
2. Update the outcome: instructed, declined, referred on.
3. Each month, open the view of referrers not contacted in 90 days.
4. Send a short update or thank-you where appropriate.
5. Review the top sources each quarter.

Rules to check

Many jurisdictions restrict or regulate referral fees, fee sharing and client solicitation. This is general information, not advice; check the rules of your bar or regulator before agreeing any arrangement.

Referrer records may contain personal data. Keep them accurate, limited to what you need and in line with the data-protection rules where you practise.

Using LawyerOS

LawyerOS Pro with AI ($39) includes a Clients database and Matters that you can link to a referrers list you add. LawyerOS does not include a ready-made referral database, send reminders or email on its own; the view-based routine above is manual.

• Client intake and conflict checks
• Notion for solo lawyers and small firms

A worked example: one referral, end to end

A family lawyer receives an enquiry from an accountant who has referred clients before. She creates an Enquiries record, sets Source to the accountant's Referrers page, and later marks the outcome as instructed and links the new matter. Next quarter the accountant's page shows two enquiries and one matter in its rollups, and a Last contacted date from six months ago. The view for referrers not contacted in 90 days lists the accountant, so she sends a note of thanks that says nothing about the client or the matter.

Nothing in this example required a client-confidentiality exception: the thank-you thanks the person for the relationship, not for a particular case. Keep it that way unless the client has agreed otherwise.

Views worth building

Treat counts as a rough guide. A small sample can mislead, and the best referrer may send one large matter a year.

Mistakes to avoid

• Logging only the referrer's name and not linking enquiries, so nothing can be counted.
• Putting client details in referrer notes. Record the relationship, not the matter.
• Letting Last contacted go stale because nobody updates it after a call.
• Assuming a thank-you gift or arrangement is permitted. Check your regulator first.

Frequently asked questions

Do I need a CRM?

Not necessarily. For small volumes, linked Notion databases are enough.

Can I pay referral fees?

Rules vary widely. Check your regulator.

What should I record about referrers?

Only what you need: contact details, relationship, dates.

Can Notion send follow-up emails?

Not by itself. It can show who is due a follow-up.

How many sources should I track?

Keep a short list of source types (for example former client, another professional, online, other). Detail beyond that rarely changes a decision.