Service Terms & Conditions

1. Overview

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

• The Law Firm pays a recurring monthly subscription of $997 USD, which includes 75 action-based credits per month, due at contract signing and on the same date each month thereafter. The Law Firm authorizes Attorney Assistant LLC to charge the subscription on this recurring basis until written cancellation is received.
• Usage above the 75 included credits in a given month is billed in arrears as overage at $10 per credit, within 5 business days of each monthly subscription charge.
• Unused credits expire at the end of each monthly billing cycle and do not roll over.
• Credits and subscription fees are non-refundable.
• Either party may cancel this Agreement with 30 days' written notice prior to the end of the current term. If notice is not received within the notice window, the Agreement auto-renews at the same term.
• 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.

2. Monthly Subscription & Included Credits

The Intake360 monthly subscription is a single bundled offering that combines active enrollment and lead coverage with a fixed allotment of action-based credits.

• Subscription pricing is locked for 12 months; after that, a 7% annual increase applies.
• The subscription recurs every 30 days against the payment method on file until canceled in writing.

What the Subscription Covers

• 75 action-based credits per monthly billing cycle, spendable against the Credit Value Matrix in Section 7.
• Active enrollment and continuous opt-in to Intake360 so inbound calls, after-hours leads, overflow coverage, and follow-up continue without lapse.
• 24/7 readiness of Intake360's intake team, systems, and routing infrastructure.
• Quality Assurance reviews to monitor service consistency on calls handled on the Law Firm's behalf.
• A dedicated Client Success Manager for ongoing support, including recurring meetings.
• Ongoing follow-up engagement on leads previously submitted to Intake360.

The subscription does not guarantee a specific number of calls, transfers, or signed contracts.

3. Overage Billing

• Rate: $10 per credit beyond the 75 included credits in a given monthly cycle.
• Timing: Overage is billed in arrears within 5 business days of each monthly subscription charge.
• Method: Overage charges are processed automatically against the payment method on file.
• Visibility: Credit usage is tracked in the Client Portal and reflected on the overage invoice.

4. 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.

Includes:

• 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.

5. 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
• Set up 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)

6. 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 an 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

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

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

Screenshots or links are shared with the firm.

7. Credit Value Matrix

8. 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

9. 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 Re-engage"

10. TCPA Compliance

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

11. 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.

12. 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

13. Insurance & Liability

• Intake360 maintains general liability and E&O insurance
• Client must maintain malpractice coverage and provide a declarations page upon request

14. 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.

15. 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

16. 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

17. 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

18. Contact Information

Attorney Assistant LLC
21 East 5th Avenue, Suite 102
Conshohocken, PA 19428
info@attorneyassistant.com  |  +1 215-337-2677