Frequently Asked Questions

A 30–45 minute assessment of your firm across five operational pillars: Systems, Intake, Web Presence, Staffing, and Financial Visibility. A senior XPRTS operator conducts the review, scores your firm on each pillar, and delivers a written prioritized recommendation within 48 hours. There is no charge and no obligation attached to the assessment or the written recommendation. The Strategy Review is always the starting point for any XPRTS engagement.

Project engagements — Clio configuration, Lawmatics setup, law firm website builds, firm launch packages — are fixed-price with no ongoing commitment. Once the project is delivered, the engagement is complete. Staffing retainers and systems maintenance subscriptions are month-to-month after an initial engagement period. XPRTS does not lock firms into arrangements they cannot exit — the relationship continues because it's working, not because a contract forces it to.

XPRTS is an operator, not a consultant. Every system XPRTS recommends is running daily inside Bay Legal, PC — a live California law firm. The Clio billing configuration that drives 97%+ collections, the Lawmatics intake automation that responds in 90 seconds, the staffing SOPs that allow remote staff to be effective from day one — these aren't recommendations from research. They're the actual systems running a real firm right now. When XPRTS configures your Clio or places a staff member, you're getting the same setup Bay Legal uses, applied to your firm's specific situation.

XPRTS works with solo attorneys through firms at approximately $5M annual revenue — typically 1 to 15 attorneys. The systems and staffing solutions XPRTS provides scale within this range. Very small firms (solo or 2-person) benefit most from Lawmatics intake automation and part-time remote staffing. Mid-size firms ($500K–$3M revenue) typically need all five pillars addressed. Firms approaching $5M are often candidates for fractional operations — an embedded senior operator.

XPRTS is headquartered at 667 Lytton Ave Suite 3, Palo Alto, CA 94301. All client work — systems configuration, staffing placement, web presence builds — is conducted remotely. The tools XPRTS configures (Clio Manage, Lawmatics) are fully cloud-based, so remote access is equivalent to in-office access. XPRTS serves law firms across the United States with no difference in service quality by location.

Clio configuration engagements are scoped and priced on a project basis after a free Strategy Review. A focused single-practice-area build is a different scope than a full multi-practice-area configuration with Lawmatics integration and custom KPI dashboards. XPRTS does not charge hourly — all projects are quoted at a fixed price with a defined scope, timeline, and outcome.

A fully configured Clio includes: practice-area matter templates with task lists and document checklists; automated invoice generation on a billing schedule; online payment links in every invoice; automated payment reminders at 7, 14, and 30 days past due; trust accounting automation with three-way reconciliation; custom fields for case-specific data; Lawmatics integration for zero-manual intake handoff; and KPI dashboards showing revenue, AR aging, and collections rate in real time. Most firms are using less than 25% of this functionality when XPRTS audits them.

The 97%+ collection rate at Bay Legal, PC comes from three Clio configurations working together: automated invoice generation that ensures invoices go out on schedule regardless of staff availability; online payment links embedded in every invoice so clients can pay in one click; and automated payment reminders at 7, 14, and 30 days past due that fire without any staff action. Each configuration removes a specific friction point that causes invoices to go unpaid. The system has no reluctance and no sick days.

XPRTS focuses on Clio Manage configuration. For intake automation, XPRTS recommends Lawmatics over Clio Grow because Lawmatics provides more sophisticated pipeline automation, lead source attribution, follow-up sequencing, and consultation scheduling capabilities specifically designed for law firm intake. The Lawmatics + Clio Manage combination is the XPRTS-recommended stack.

A focused single-practice-area Clio configuration typically takes 1–2 weeks. A full multi-practice-area build with Lawmatics integration and custom dashboards typically takes 3–4 weeks. All configuration work is conducted remotely. XPRTS delivers a configured system with written SOPs and staff training guidance — not a setup call and a handoff to figure out the rest.

When correctly configured, Lawmatics sends an automated text and email response within 90 seconds of any new lead inquiry — 24 hours a day, including nights, weekends, and holidays. No staff involvement is required. At Bay Legal, PC, this configuration has revived leads that were years old because the follow-up sequence runs indefinitely until the lead either converts or explicitly opts out.

Harvard Business School research demonstrates that firms responding to a lead within 5 minutes are 100 times more likely to connect with that lead than firms responding at 30 minutes. The conversion advantage of fast response is not linear — it drops sharply after the first few minutes. Most law firms respond in hours. The first firm to respond professionally wins a disproportionate share of signed cases from any given lead pool.

XPRTS configures a minimum 5-touch automated follow-up sequence: an immediate response within 90 seconds, a Day 2 check-in, a Day 5 follow-up, a Day 14 re-engagement attempt, and a Day 30 final touch. Research shows most conversions happen between the 3rd and 5th contact attempt. Manual follow-up processes rarely execute more than 1–2 attempts before staff move on to other priorities.

Yes. The Lawmatics + Clio integration is native and bidirectional. When a lead signs an engagement letter in Lawmatics, a contact and matter are created automatically in Clio — populated with the client's information and the correct matter template. This eliminates the manual data entry between intake and case management that creates errors and 15–30 minutes of staff time per signed case.

Remote legal staff are placed on a monthly basis — part-time (10–20 hours/week) or full-time (35–40 hours/week). Pricing is significantly below the fully-loaded cost of an equivalent local in-house hire when you account for salary, benefits, payroll taxes, recruiting, and training. Exact rates are discussed during a free Strategy Review based on role scope and required hours.

XPRTS staff train inside Bay Legal, PC — a live California law firm with real cases, real clients, and real operational systems. They work in Clio Manage and Lawmatics daily before placement. They arrive on day one knowing how to operate the platforms, follow SOPs, and handle legal-specific client communication — not learning on the job at the client's expense. The attorney does not carry the training burden.

At minimum: cloud-based practice management (Clio or equivalent), a configured intake pipeline (Lawmatics recommended), written SOPs for the roles being delegated, a communication structure (daily async check-ins and a task management system), and a clear task definition for the role. XPRTS builds these prerequisites as part of a staffing engagement when they don't already exist. Take the free Staffing Readiness Assessment to find out where your firm stands.

XPRTS places intake specialists (lead response, consultation scheduling, follow-up sequences), legal assistants (case management support, document preparation, client communication), and billing support (invoice generation, payment follow-up, AR management). All placed staff train inside Bay Legal, PC before placement.

XPRTS builds law firm websites on static HTML deployed on Cloudflare Pages — the same architecture as xprts.com. Static sites have no database, no WordPress vulnerabilities, no plugin conflicts, and load in under 1 second from any location. They consistently score 95+ on Google's PageSpeed Insights benchmarks and have no ongoing hosting security maintenance requirements.

A well-built, fast, SEO-optimized law firm website typically begins appearing in search results within 4–8 weeks of launch and builds ranking authority over 6–18 months. The timeline depends on domain age, practice area competition in the target market, content quality, and link acquisition. XPRTS builds the technical and schema foundations that give new sites the best possible start.

AEO stands for Answer Engine Optimization — structuring content and schema markup so AI systems like ChatGPT, Claude, and Perplexity cite your site when someone asks a relevant legal question. XPRTS builds AEO schema into every site: FAQPage, HowTo, SpeakableSpecification, Person, and Organization markup. As more legal clients use AI search to find attorneys, this visibility becomes increasingly important.