Your Systems Were Built Right. Keep Them That Way.
Clio drifts. Lawmatics automations break. Zapier integrations fail silently. Dashboards go stale. The Systems Maintenance subscription keeps everything in alignment — month to month, without you having to notice the problem first.
This is not Fractional Operations — it's a separate monthly subscription.
Fractional Operations is an embedded management engagement — monthly reviews, staff management, and strategic advisory. Systems Maintenance is specifically about the technology layer. Many firms need one but not the other. The Strategy Review helps determine which is right for your situation.
The Problem
Systems Don't Stay Configured.
Every XPRTS implementation is built correctly. But law firms are not static — and legal technology platforms aren't either. Over time, without active maintenance, even a well-built system drifts.
The drift is usually invisible until it becomes a problem. A Zapier zap breaks after a Clio API update. A Lawmatics automation is still firing to a pipeline stage that no longer exists. A KPI dashboard is pulling from a field that got renamed three months ago. None of these announce themselves.
Staff turnover
New staff don't follow the SOP. Intake steps get skipped. Automations trigger on bad data.
Platform updates
Clio, Lawmatics, and Zapier push updates regularly. Some break existing configurations without warning.
Practice area changes
New matter types, new intake flows, new billing rates — the system needs to reflect how the firm actually operates now.
Growth pressure
A system configured for a 3-person firm needs adjustment at 8 people. What worked before creates bottlenecks after.
The Systems Maintenance subscription catches all of this before it compounds. We audit, fix, and adjust every month — not when something breaks visibly.
Bay Legal, PC — Ongoing
Free Strategy Review →
What's Included
Monthly Systems Maintenance — What We Do
Every month, XPRTS runs a structured audit across your technology stack and makes the adjustments needed to keep everything working correctly.
Automation Audit
Every Lawmatics automation, Zapier zap, and Clio trigger is tested against current firm data. Broken or misfiring automations are identified and fixed before they affect leads or billing.
Dashboard Verification
KPI dashboards are validated against live Clio data. Fields, filters, and date ranges are adjusted to reflect current matter types and billing structures. What you see is what's actually happening.
Integration Health Checks
Clio ↔ Lawmatics sync, Zapier integrations, QuickBooks connections, and any third-party tools are tested end-to-end. API failures, authentication expirations, and mapping errors are caught and corrected.
Configuration Adjustments
As your firm evolves — new practice areas, new staff, new billing rates — your Clio matter templates, Lawmatics pipeline stages, and intake workflows are updated to match current operations.
Monthly Report
A written summary of what was audited, what was found, and what was fixed. No surprises, full transparency. You know exactly what your systems are doing and what changed each month.
Reactive Support
Between scheduled audits, XPRTS is available for urgent issues — a broken automation affecting active leads, an integration failure affecting billing, a dashboard showing wrong numbers before a partner meeting.
Which Do You Need?
Systems Maintenance vs. Fractional Operations
These are two distinct services. Many firms need one. Some need both.
Systems Maintenance
Focused entirely on the technology layer. XPRTS keeps your Clio, Lawmatics, automations, integrations, and dashboards working correctly every month.
- Monthly automation audit and repair
- Dashboard validation and updates
- Integration health checks
- Configuration adjustments as firm evolves
- Monthly written report
- Reactive support for urgent issues
Best for: Firms that had a solid implementation and want to keep it that way — without paying for full fractional management.
Fractional Operations
Embedded operational management. XPRTS acts as your part-time COO — monthly reviews, staff performance management, KPI tracking, and strategic decisions.
- Monthly operational reviews
- Staff performance management
- KPI tracking and accountability
- Bottleneck identification
- Operator-level advisory
- Systems Maintenance included
Best for: Firms where the managing attorney is still the operational bottleneck and needs someone embedded in the business.