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INTAKE360 SERVICE TERMS AND CONDITIONS

1. Overview

This Agreement governs Law Firm’s use of Intake360, a credit-based intake and lead engagement service provided by Attorney Assistant LLC.

  • The Law Firm purchases a defined credit package.
  • Credits are auto-replenished when the balance falls below a set threshold.
  • Auto-replenishment may be canceled with written notice prior to reaching the threshold.
  • Credits are non-refundable and remain valid until used.
  • No subscription fees or renewals—only pay for credits used.
  • Intake360 is not a law firm and does not share in legal fees. No Lawyers will speak to Client’s Leads throughout the Intake360 process. No Attorney-Client relationship will be formed with Client’s leads throughout the Intake360 process.
  • If no credits are used for 6 consecutive months, a $500 reactivation fee applies.

2. Credit Package Options

Package

Credits

Price/Credit

Total

Auto-Replenish Threshold

Re-Up Amount

Starter Track

180

$10.00

$1,800

72

180

Growth Track

360

$8.50

$3,060

144

360

  • Credit pricing is locked for 12 months; after that, a 7% annual increase applies.
  • When credit balance reaches the threshold, the Re-Up Amount is auto-applied.
  • Opt-out of auto-replenishment via written notice.
Package Credits Price/Credit Total Auto-Replenish Threshold Re-Up Amount
Starter Package 360 $8.50 $3,060 144 360
  • Credit pricing is locked for 12 months; after that, a 7% annual increase applies.
  • When credit balance reaches the threshold, the Re-Up Amount is auto-applied.
  • Opt-out of auto-replenishment via written notice.

3. Scope of Services

📞 Inbound Handling

Covers live call answering for:

  • Spillover from missed firm calls (as defined in Discovery Call)
  • Direct routing from marketing numbers, websites, etc.

Services include:

  • Live call answering
  • Intake (if criteria are met)
  • Warm transfers or appointment scheduling

“Flag for Review” where applicable

📤 Outbound Handling

Covers proactive follow-up for leads from:

  • Forwarded or copied emails containing lead details
  • Website form submissions (e.g., Facebook, Google)
  • CRM status changes or direct lead pushes

Includes:

  • Up to 5 manual phone call attempts
  • Appointment coordination or contract signing if applicable

Initial Method:
At launch, leads should be submitted by copying Intake360 on the original lead email. Follow-up will begin immediately.

Future Automation:
 After 30 days live, automated lead posting options (e.g., via Zapier or CRM integration) may be explored jointly.

4. Additional Deliverables & Onboarding Responsibilities

Client Must Provide:

  • All versions of its contingency fee contract(s)
  • Any required intake or retainer documents
  • A shared Microsoft Teams channel (or equivalent) for real-time communication
  • Valid phone numbers for all submitted leads

Submission Requirements:

  • Leads must include a valid phone number
  • Initially, leads are submitted by copying Intake360 on emails
  • After 30 days, Intake360 and Client may scope automated solutions

Intake360 Will Provide:

  • Middleware integration (e.g., Zapier, Make) for lead routing
  • Live updates, call recordings, and intake delivery
  • Setup coordination via the Pre-Go-Live Discovery Call

Pre-Go-Live Discovery Call Will Define:

  • Case logic, red flags, and sign thresholds
  • Criteria for Flag for Review, Warm Transfer, and Signed CFA

These will be documented in a Sign Criteria Addendum (editable by mutual agreement)

5. Case Evaluation Criteria

☎️ Reception Only (No Intake)

Examples include:

  • Spam, hang-ups, or robocalls
  • Opposing counsel, insurance adjusters, or vendors
  • Existing client status check-ins
  • Administrative or non-intake calls

Warm transfers for these calls require a separate Warm Transfer Addendum.

🚫 Flag for Review

Used for clearly disqualified or problematic leads. Examples:

  • Statute of limitations within 3 months or expired
  • No qualifying injury
  • Outside practice area or jurisdiction
  • Prospect declines representation

Final criteria to be determined collaboratively after credit purchase.

🟡 Appointment / Warm Transfer

Used for gray-area leads where case potential is unclear. Examples:

  • Liability or jurisdiction is uncertain
  • Injury present but not clearly actionable
  • Prospect requests to speak with attorney
  • Hourly or flat-fee matters

Will be defined in onboarding and outlined in the Sign Criteria Addendum.

✅ Signed Contingency Fee Contract

Only permitted if:

  • The Client provides a valid contingency fee contract
  • A signed Sign Criteria Addendum is in place
  • Case meets the agreed-upon criteria

⭐ Review Collection

Bonus credits for verified 5-star public-facing reviews.

Rating

Bonus Credits

⭐⭐⭐⭐⭐

+5

Four stars or below

+0

  • Optional, respectful review request process
  • Reviews are requested only after contract signing

Screenshots or links are shared with the firm

6. Credit Value Matrix

Category

Action/Outcome

Credits

Starter ($10)

Growth ($8.50)

Inbound

Reception Only

0.5

$5.00

$4.25

Inbound

Reception + Warm Transfer

1.0

$10.00

$8.50

Inbound

🚫 Flag for Review

2.0

$20.00

$17.00

Inbound

🟡 Warm Transfer Intake

4.0

$40.00

$34.00

Inbound

✅ Signed Contract

7.0

$70.00

$59.50

Inbound

✅ Sign + Review

12.0

$120.00

$102.00

Outbound

5 Calls – No Conversion

1.0

$10.00

$8.50

Outbound

5 Calls + 🚫 Flag

3.0

$30.00

$25.50

Outbound

5 Calls + 🟡 Warm Transfer

5.0

$50.00

$42.50

Outbound

5 Calls + ✅ Sign

8.0

$80.00

$68.00

Outbound

5 Calls + ✅ Sign + Review

13.0

$130.00

$110.50

7. Lead Delivery

For each processed lead, Intake360 delivers:

  • Intake notes
  • Call recordings
  • Appointment confirmations or signed contracts (if applicable)
  • Additional deliverables defined in onboarding
  • Shared via email, Teams, or agreed-upon method

8. No-Show Policy

If a scheduled meeting is missed:

  • Notify Intake360 within 7 business days
  • Intake360 will attempt 3 re-engagement calls
  • If rebooked: no new credits charged
  • If missed again: 1 credit refunded
  • CRM status must be updated to “Intake360 Reengage”

9. TCPA Compliance

  • All calls and texts are handled manually by live agents
  • No robocalls, auto-dialers, or mass texting tools are used

10. Contract Coordination Requirements

  • Client must provide all versions of its contingency fee contract(s) during onboarding.
  • Intake360 will only obtain signatures on the contingency fee contract. Client is responsible for obtaining all other documents (e.g., HIPAA forms, wage records).
  • The contingency fee contract must include mutually agreed-upon “Request for Legal Services” language to clarify that Intake360 is not forming an attorney-client relationship.

Sample Language:
 “By signing below, I am requesting legal representation from the law firm named above. I understand this request is not binding on the law firm and that no attorney-client relationship is formed until the firm signs this agreement and notifies me that it has agreed to accept my case.”

“I understand that Intake360 is not a law firm and is assisting only with intake. All legal advice and decisions regarding my case will come directly from the law firm if and when they accept my case.”

  • Services may pause if this language is not included.
  • Intake360 will not collect Social Security numbers under any circumstances.

11. Privacy, Security & Integration

  • No backend CRM access by Intake360
  • Routing is handled securely via middleware (e.g., Zapier, Make)

All agents sign confidentiality and data protection agreements

12. Insurance & Liability

  • Intake360 maintains general liability and E&O insurance

Client must maintain malpractice coverage and provide a declarations page upon request

13. Indemnification

The Law Firm agrees to indemnify Intake360 for any claims arising from:

  • Failure to follow up with leads
  • Malpractice, negligence, or intake handling errors within the firm
  • CRM errors or delays caused by the firm
  • Misuse of intake data provided by Intake360
  • Any legal or regulatory violations related to post-intake actions
  • The firm receiving a less than 5-star review
  • Ethical issues stemming from NOT speaking to a lawyer prior to signing the contingency fee agreement if Client is in a jurisdiction that requires it.

14. Independent Contractor & Non-Solicitation

  • Intake360 operates as an independent contractor
  • Client agrees not to solicit, hire, or directly engage Intake360 personnel for 12 months following termination

     

15. Governing Law & Dispute Resolution

  • Governed by the laws of Delaware
  • Disputes resolved through good-faith negotiation, then binding arbitration
  • Jury trial waived
  • Prevailing party may recover attorneys’ fees
  • Claims must be filed within 2 years of accrual

16. Final Legal Terms

  • No assignment without written consent
  • If any provision is found unenforceable, the remainder still applies
  • This order form supersedes all prior drafts

Changes must be made in writing and signed by both parties