Case Management Integration Feature Comparison

Quilia supports several case management system integrations. Each integration connects cases, clients, documents, activity, and staff a little differently because each CMS exposes different APIs and webhook capabilities.

This comparison reflects currently available Quilia integration behavior, not every capability the underlying CMS vendor may expose.

Last reviewed: June 6, 2026.

Quick summary

Most Quilia CMS integrations support manual case import, client activity sync, document uploads, case type mapping, and some form of staff handling. The biggest differences are how new cases enter Quilia, whether the integration uses real-time webhooks or polling, whether task-list work can create CMS tasks, whether medical providers can sync from the CMS, and how complete Quilia Case Connect browser extension support is today.

The table uses Webhook and Polling to distinguish automatic new-case import mechanisms. It uses Limited where support depends on configuration or does not have parity with the strongest integrations.

Feature comparison

What the feature rows mean

Automatic import method

Automatic new-case import means new cases can enter Quilia without a staff member manually importing each one. Webhook means the CMS sends Quilia an event when a new case or matter is created. Polling means Quilia checks the CMS on a schedule, usually every 15 minutes, for new or updated cases.

Today, Clio, Filevine, MyCase, and Smokeball use webhook-driven new-case import. Smokeball also has a polling safety net for missed webhook events. Neos, SmartAdvocate, CasePeer, Salesforce, and Litify use polling-style new-case detection.

Neither approach is automatically better. Webhooks are faster when the CMS reliably supports them. Polling is useful when the CMS does not provide durable webhooks or when webhook setup is not available.

Manual existing case import

Manual import is for cases that existed before the integration was connected or cases that did not import automatically. Staff can import the case from Quilia, and for supported systems they can also use the Quilia Case Connect browser extension.

Browser extension support indicates whether Quilia Case Connect can import from that CMS today. Some systems that are marked No or Limited may still support manual import directly from Quilia.

Client activity sync back to CMS

Quilia can send client activity back to the CMS as notes, feed items, memos, or equivalent case activity records. This can include messages, document uploads, app activity, completed requests, and task-list completion details depending on the integration.

CaseChat has two separate export patterns. The daily log export sends a summarized transcript on a schedule. The per-message export sends individual CaseChat messages as they happen. Support is not identical across those two paths.

Document upload

Document upload means client files from Quilia can be uploaded to the linked CMS case or matter. Duplicate prevention varies by CMS. Some integrations can read existing CMS documents before upload; others rely primarily on Quilia's own upload records.

Task-list CMS task automation

Clio currently supports Quilia task-list CMS task automation. When configured, Quilia can create an open Clio task when a task list is sent, close that task when the client completes the list, and create a follow-up review task for the firm.

This workflow is not currently available for the other CMS integrations.

Dedicated medical provider import

Filevine supports a dedicated medical provider import path. Quilia can import a Filevine case's Meds collection into Quilia's provider list and link those providers to the case's Treatment → Providers tab. This requires Filevine Meds configuration by case type.

Other CMS integrations can still use Quilia's provider features, but they do not currently have a dedicated CMS medical-provider import path like Filevine. Salesforce/Litify can support appointment and provider-related workflows in some configurations, but that is not the same as Filevine's Meds import path, so it is not marked as medical provider import in this comparison.

Staff sync

Staff sync depends heavily on what each CMS exposes. Some systems provide full case teams or role-based assignments. Smokeball exposes matter staff links that Quilia can use for staff invitations and case-member sync, including responsible, assisting, originating, supervisor, split-originating, and staff-tag assignments when present.

Integration-specific notes

Clio

Clio has one of the most complete Quilia integrations. It supports real-time matter import, stage updates, activity sync, document upload, staff handling, browser extension import, and task-list CMS task automation.

Filevine

Filevine supports real-time project import, phase updates, activity sync, document upload, staff handling, and browser extension import. Filevine has advanced configuration options because firms often use custom fields and project-type-specific workflows.

Filevine also has a medical provider import path that can pull providers from the case's Meds collection into Quilia's provider list.

MyCase

MyCase supports real-time case import, activity sync, document upload, staff handling, and browser extension import. It also supports configurable note behavior for how Quilia activity is written back to MyCase.

Neos

Neos supports manual import, scheduled new-case detection, activity sync, document upload, staff handling, and browser extension import. New-case detection is polling-style, not webhook-based. Document upload uses Quilia-side delivery stamps, but the Neos API path does not expose the same writable duplicate-check fingerprint used by stronger integrations.

Smokeball

Smokeball supports webhook-based matter import, a polling safety net for missed webhook events, stage updates, manual import by matter URL or matter ID, Quilia Case Connect browser import, activity sync as memos, daily CaseChat log export, staff sync, and document upload.

SmartAdvocate

SmartAdvocate is polling-based rather than webhook-based. It supports case import, activity sync, document upload, staff handling, and per-message CaseChat export. It also has limited Quilia Case Connect browser extension import. We should validate the extension against the main SmartAdvocate case screens before treating it as full parity with Clio, Filevine, MyCase, Neos, or CasePeer.

CasePeer

CasePeer is polling-based and supports manual import, phase/status mapping, activity sync, document upload, staff handling, and browser extension import.

Salesforce and Litify

Salesforce and Litify support manual import, polling-based case import, activity sync, and document upload. Salesforce has staff-sync support, while Litify staff sync is more limited. Quilia Case Connect browser import is not currently available for Salesforce or Litify.

Troubleshooting by symptom

A new case did not appear in Quilia

1. Confirm the integration shows as connected in Quilia.
2. Check whether the integration uses real-time webhooks or polling.
3. For webhook-based integrations, confirm webhook subscriptions are active.
4. For polling-based integrations, wait for the next polling cycle.
5. Confirm the case type is mapped to a Quilia case type.
6. Confirm the case has a usable primary client phone number.
7. Try manual import from Quilia.

Client activity did not appear in the CMS

1. Confirm the linked case exists in Quilia and has a CMS case ID.
2. Confirm the CMS integration is still connected.
3. Wait one sync cycle.
4. Check the CMS location where Quilia writes activity, such as notes, feed, memos, or activity records.
5. If documents are missing, confirm the client file exists in Quilia and the case is linked to the CMS.

Staff did not sync as expected

1. Confirm the staff member exists in the CMS and has an email address.
2. Confirm the staff member is assigned to the case or matter in a way the CMS API exposes.
3. For Smokeball, confirm the staff member is linked to the matter in a staff field or staff tag exposed by the Smokeball API.
4. For role-based systems, confirm the relevant role mapping is configured.