Terms of service

Last Updated: December 23, 2023

These Terms of Service govern your access to and use of services provided by Legal Intake Pros LLC. By engaging our services, accessing our website, or receiving any deliverables or consulting from us, you agree to these Terms. If you do not agree, do not use our services.

1. Overview of Services

Legal Intake Pros LLC provides consulting and technical services that may include, but are not limited to:

  • Intake optimization and workflow engineering
  • CRM implementation, setup, and configuration (including Lead Docket, Case Management Systems, Call Tracking Systems, Scorebuddy, and similar tools)
  • Intake and receptionist coaching, training, and performance improvement
  • Quality control scoring and feedback
  • Business intelligence dashboards, analytics, and reporting
  • AI-supported call analysis, scoring, and operational support
  • Marketing vendor reviews, attribution setup, and lead source optimization
  • Project management, process creation, and systems integration
  • Educational materials, training content, playbooks, templates, and strategic recommendations

2. Client Responsibilities

Clients agree to:

  • Provide timely access to systems, platforms, data, and credentials required for service delivery
  • Ensure their team enters accurate, complete, and timely data into their systems
  • Respond to requests for approvals, clarifications, or decisions within reasonable timeframes
  • Adhere to recommended workflows, timelines, and implementation steps
  • Maintain the security of login credentials and avoid unauthorized sharing
  • Pay all invoices on time according to the agreed billing terms
  • Ensure participation in required training sessions
  • Comply with all data privacy and communication laws

Legal Intake Pros LLC is not responsible for errors, delays, or outcomes resulting from a client's failure to meet these responsibilities.

3. Intellectual Property

All materials created, provided, or used by Legal Intake Pros LLC remain the exclusive intellectual property of Legal Intake Pros LLC. These include, but are not limited to:

  • Scorecards, scripts, process maps, call-flow frameworks, QA rubrics
  • Training materials, playbooks, videos, presentations, and courses
  • Dashboards, worksheets, reports, technical configurations, and strategic recommendations
  • AI-generated insights and analysis
  • Proprietary methodologies, frameworks, and documentation

Clients may not:

  • Copy, distribute, or reproduce any materials
  • Use materials to build competing products, services, or training programs
  • Sell, license, or provide materials to third parties
  • Train AI or machine learning models using Legal Intake Pros LLC content
  • Claim ownership or authorship of Legal Intake Pros LLC materials

4. Payments, Billing, and Refunds

  • Monthly retainers are billed in advance
  • Set-up and implementation fees are billed upfront
  • All payments are non-refundable
  • Late payments may incur fees
  • Clients are responsible for payment processing fees
  • Past Due Invoices: If any invoice remains unpaid beyond one billing cycle and the Client has not provided prior notice or made reasonable efforts to communicate regarding payment, Legal Intake Pros reserves the right to suspend or pause all services until the account is brought current. Suspension of services will not relieve the Client of any payment obligations under this Agreement, and services will resume only once all outstanding balances are paid in full.

Fees and Invoicing:

Client agrees to pay all fees set forth in the applicable Order Form or Proposal. Unless otherwise stated, invoices are issued in advance of the applicable service period and are due upon receipt. All payments shall be made in U.S. Dollars.

Payment Authorization:

Client agrees to maintain a valid payment method on file and authorizes Legal Intake Pros to charge recurring fees and any approved additional services in accordance with this Agreement. Client is responsible for keeping billing information current and accurate.

Past Due Amounts:

Any invoice not paid within fifteen (15) days of the due date shall be considered past due. If any invoice remains unpaid beyond one billing cycle and the Client has not provided prior notice or made reasonable efforts to communicate regarding payment, Legal Intake Pros reserves the right to suspend or pause all services until the account is brought current.

Suspension of Services:

Legal Intake Pros may suspend or withhold services for any past due balance without being deemed in breach of this Agreement. Client acknowledges that any service interruption resulting from nonpayment shall not relieve Client of its payment obligations under this Agreement.

Late Fees and Interest:

Past due amounts may accrue interest at the rate of one and one-half percent (1.5%) per month, or the maximum amount permitted by law, whichever is less, calculated from the original due date until paid in full.

Withholding of Deliverables:

Legal Intake Pros reserves the right to withhold access to reports, dashboards, system configurations, documentation, work product, or other deliverables until all outstanding balances are paid in full.

Acceleration:

In the event of material nonpayment, Legal Intake Pros may declare all remaining fees due under the current term immediately due and payable.

No Offset:

Client shall not withhold, reduce, or offset payment for any reason without the prior written consent of Legal Intake Pros.

Collection Costs:

Client shall be responsible for all reasonable costs incurred in collecting overdue amounts, including attorneys’ fees, court costs, and collection agency fees.

Taxes:

Client is responsible for all applicable taxes, duties, or governmental assessments associated with the services, excluding taxes based on Legal Intake Pros’ net income.

5. Recurring Services and Auto-Renewal

Monthly retainer services automatically renew unless canceled with 30 days written notice. If notice is not provided, the next billing cycle will be charged in full.

Annual program enrollments automatically renew unless canceled with 30 days written notice. If notice is not provided, the next billing cycle will be charged in full.

6. Third-Party Tools and Integrations

Legal Intake Pros LLC may interact with third-party platforms such as:

  • Lead Docket
  • Filevine
  • Vinesign
  • Smart Advocate
  • Neos
  • Clio
  • GrowPath
  • Smokeball
  • HubSpot
  • CallRail
  • Call Tracking Metrics
  • Scorebuddy
  • Zapier
  • Google Workspace
  • Calendly
  • Zoom
  • AI and call intelligence tools

You agree that:

  • Third-party platforms are governed by their own terms
  • Legal Intake Pros LLC is not liable for outages, errors, or performance issues
  • Integration results depend on client data quality and configuration

7. AI Tools and Data Usage

By using our services, you acknowledge that:

  • Client data may be processed through AI tools solely to deliver services
  • Client data is not used to train public or generalized models
  • AI outputs may not be perfect and require human review
  • Legal Intake Pros LLC is not responsible for decisions based on AI-generated outputs

8. Confidentiality

Both parties agree to maintain confidentiality. Legal Intake Pros LLC may use anonymized, aggregated data for internal analytics and service improvement.

9. Disclaimers

Legal Intake Pros LLC does not guarantee:

  • Case volume outcomes
  • Case acceptance rates
  • Revenue outcomes
  • Lead quality or marketing ROI
  • Success of third-party tools
  • Any legal outcomes for law firms or clients

All services are provided on an “as-is” basis.

10. Limitation of Liability

Legal Intake Pros LLC is not liable for indirect, incidental, or consequential damages. Liability shall not exceed the amount paid in the previous 60 days.

11. Indemnification

Clients agree to indemnify Legal Intake Pros LLC against claims arising from the misuse of deliverables, third-party systems, or improper data handling, or from violations of laws or these Terms.

12. Termination

Legal Intake Pros LLC may suspend or terminate services for violation of Terms, non-payment, misuse of materials, or any situation that makes the relationship impractical to continue.

13. Governing Law

These Terms are governed by the laws of the state where Legal Intake Pros LLC is registered.

14. Updates to These Terms

These Terms may be updated at any time. Updates become effective upon posting on the website.

15. Contact Information

For questions regarding these Terms, contact:
Legal Intake Pros LLC
info@legalintakepros.com