Not a Staffing Agency.
A Trained Workforce With a System Behind It.
Every XPRTS team member trains inside Bay Legal, PC — a live firm with real cases, real clients and real consequences. They don’t arrive ready to learn. And we build the system they’ll work inside before anyone starts.
The Problem
Hiring Into Chaos Scales the Chaos
The reason most law firm hires fail isn’t the person.
It’s that there was nothing to step into. No documented process. No defined role. No onboarding beyond someone finding time to explain things between matters. No way to tell whether the new hire is performing until something goes wrong. The new person spends ninety days working out what they’re supposed to do — and the attorney managing them spends ninety days working out how to manage.
Then the hire doesn’t work out, and the firm concludes it was a bad hire. Occasionally it was. Usually it was a bad system that a good person couldn’t survive.
Traditional staffing gives you a person and wishes you luck. That model works when the receiving organization has structure. Most small firms don’t.
The Rule
Systems Before People. Always.
We won’t place staff into a firm that isn’t ready to receive them. This isn’t a policy we apply selectively — it’s the reason our placements hold.
If your firm doesn’t have documented workflows, defined roles and a configured practice management system, the staffing engagement includes building those first. Sometimes that means the engagement starts with systems work and staffing follows a month later.
That costs us deals. It’s still the right sequence, and it’s why we don’t have the retention problem the staffing industry has.
Foundation
What We Build First
- Organizational design — role definitions, delegation matrices and reporting lines, settled before anyone is hired. You know who does what and who they answer to.
- SOPs for every recurring workflow — intake, drafting, billing, client communication, quality assurance — documented step by step so any trained person can execute them consistently. This is also what protects you when someone leaves.
- A 30/60/90-day onboarding program with milestones, training materials and performance checkpoints, so a new person knows what success looks like in week one rather than inferring it by month four.
- A performance management framework — KPIs, review cadence, and a defined process for what happens when someone isn’t meeting expectations, including how to fix it before it becomes a departure.
Roles
Who We Place
- Intake specialists — trained on speed-to-lead, pipeline management, qualification and consultation scheduling. Usually the highest-leverage first placement, because intake failures cost revenue immediately and visibly.
- Legal assistants — case file management, client communication, document preparation, calendar and deadline support.
- Billing support — invoice preparation, collections follow-up, AR management, trust accounting support under supervision.
- Administrative operators — calendar management, document organization and general firm operations.
Intake Specialists → · Legal Assistants → · Billing Support →
All roles are non-lawyer support roles performing non-lawyer work under your supervision.
Training
The Training Model
The difference between an XPRTS placement and a hire from any other source is where they trained.
- Real cases — training happens inside Bay Legal, PC, a live firm handling real estate, probate and construction matters. Real deadlines, real clients, real consequences for errors.
- Real supervision — trainees work alongside Bay Legal’s existing team, with US-based attorneys and managers giving feedback as work happens.
- Real standards — before placement, every XPRTS staff member has to meet Bay Legal’s performance benchmarks under live conditions: speed, accuracy, communication and judgment.
They arrive knowing how Clio works, what a valid intake looks like, and how to handle a client who is upset. That’s not a virtual assistant. That’s a trained legal operator.
Why the Philippines
We’ve operated teams there since 2018, and the reason is a large pool of English-fluent, university-educated professionals with genuine experience in US business process work — not the cost difference. Cost arbitrage produces turnover. We optimize for people who stay.
Professional Responsibility
Supervision, Confidentiality and Professional Responsibility
Every attorney asks some version of this before they ask about anything else, so here it is directly.
- Supervision stays with you. Rules of professional conduct in every US jurisdiction make the attorney responsible for the conduct of non-lawyer assistants, regardless of where they sit. Our staff work under your direction, on your matters, to your standards. We manage performance; you supervise the work.
- Confidentiality obligations flow through. Every XPRTS staff member is bound by written confidentiality agreements and trained on client confidentiality as a condition of placement. That supports your obligations — it doesn’t replace them.
- Outsourcing is generally permissible with diligence. The ABA has addressed legal outsourcing in formal opinion, and the broad position across jurisdictions is that it’s permitted where the attorney exercises appropriate supervision, protects confidentiality, and conducts reasonable due diligence on the arrangement. Some jurisdictions have additional requirements, and some circumstances warrant client disclosure. That determination is yours to make.
- We support your diligence with documented training, confidentiality agreements, defined role scope, and clear information about how staff access your systems.
- No unauthorized practice. XPRTS staff perform non-lawyer support work. They don’t give legal advice, exercise legal judgment, or hold themselves out as lawyers.
Security
Data Security
- Access through your systems, on your terms — staff work inside your Clio, your Lawmatics, your document storage, with permissions you set and can revoke immediately. We don’t take copies of your data or hold it in a parallel environment.
- Least-privilege access — people get access to what their role requires and nothing beyond it.
- Device and access controls appropriate to legal work, with credentials individually assigned so activity is attributable.
- Offboarding is immediate — when a placement ends, access ends the same day.
Commercials
How Engagements Work
- Part-time (10–20 hrs/week) or full-time (35–40 hrs/week) — monthly retainer, month-to-month after an initial engagement period.
- US business hours — staff work Pacific, Mountain, Central or Eastern depending on your firm. Full overlap with your day, not overnight handoff.
- Pricing is quoted after a Strategy Review — the monthly cost sits meaningfully below the fully-loaded cost of an equivalent local hire once salary, benefits, payroll taxes, recruiting and training time are counted, and XPRTS staff arrive trained, so the training burden doesn’t land on an attorney’s billable hours. Cost comparison →
- Placement takes one to two weeks once infrastructure is in place. We maintain an active pipeline of trained candidates rather than starting a search from zero.
Common Questions