Service Terms & 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 pays a recurring monthly Access & Support Fee of $997, due at contract signing and on the same date each month thereafter. The Law Firm authorizes Attorney Assistant LLC to charge the Access & Support Fee on this recurring basis until written cancellation is received.
• The Law Firm purchases a defined credit package, due at contract signing alongside the first Access & Support Fee.
• Credits are auto-replenished when the balance falls below a set threshold.
• Credits are non-refundable and remain valid until used.
• Either party may cancel this Agreement with 30 days' written notice. Clients may continue using available credits through the notice period; unused credits at the end of the notice period are forfeited.
• 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. Starter Package Details

• Credit pricing is locked for 12 months; after that, a 7% annual increase applies.
• When the credit balance reaches the threshold, the Re-Up Amount is auto-applied.
• Opt-out of auto-replenishment via written notice.

3. Monthly Access & Support Fee

The Access & Support Fee — internally referred to as the "Sleep Easy" fee — is a recurring monthly service and access fee that secures the Law Firm's active enrollment in Intake360 and ensures uninterrupted handling, follow-up, and coverage of the Law Firm's leads across nights, weekends, overflow, and follow-up. It is the flat monthly fee that buys the Law Firm operational peace of mind and guarantees leads are not slept on.

At a Glance

• Amount: $997 per month (USD)
• Billing Cycle: Recurring every 30 days, beginning on the date of the Law Firm's initial credit purchase or initial payment, whichever occurs first.
• Auto-Renewal: Renews automatically every 30 days using the payment method on file until canceled in writing.
• Status: Service and access fee — separate from and in addition to credit purchases. Does not include credits and does not guarantee a specific number of calls, transfers, or signed contracts.

What the Access & Support Fee Is

• A service fee and access fee — not a credit purchase. It does not include credits and does not entitle the Law Firm to any specific number of intake calls, transfers, or signed contracts.
• The flat monthly fee that keeps the Law Firm actively opted into Intake360 so that inbound calls, after-hours leads, overflow coverage, and ongoing follow-up continue without lapse.
• Charged separately from, and in addition to, the credit usage and re-up amounts described in the Credit Package section.

What the Access & Support Fee Covers

• Active enrollment and continuous opt-in to Intake360.
• 24/7 readiness of Intake360's intake team, systems, and routing infrastructure to receive and act on the Law Firm's leads.
• Coverage of inbound calls, after-hours leads, and overflow within the scope defined in the Scope of Services section.
• 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.

Billing & Renewal

• The first Access & Support Fee charge occurs on the date of the Law Firm's initial credit purchase or initial payment, whichever occurs first.
• The fee then recurs every 30 days from that anchor date for as long as this Agreement remains in effect.
• All charges are processed automatically against the payment method on file.
• The Law Firm authorizes Attorney Assistant LLC to charge the Access & Support Fee on this recurring basis until written cancellation is received.

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