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 Operation
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.
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
Staff still perform repetitive steps manually.
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.
Active Maintenance, Not One-Time Configuration
Bay Legal runs the XPRTS Systems Maintenance model internally — monthly audits of every automation, integration, and dashboard. The 98.5% collections rate and sub-5-minute speed-to-lead require active maintenance, not just initial configuration.
Monthly
Automation audits
Zero
Silent failures left unaddressed
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.
Audit. Verify. Adjust. Report.
01
Audit
Test automations, integrations, triggers, and current data.
02
Verify
Confirm dashboards and system outputs match live operations.
03
Adjust
Update configurations as staff, practice areas, and processes change.
04
Report
Document what was audited, what was found, and what changed.
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.
Systems Maintenance FAQ
What is the XPRTS Systems Maintenance subscription?
Systems Maintenance is a monthly subscription that keeps your Clio, Lawmatics, automations, and integrations working correctly. XPRTS runs regular audits, updates automations as your firm evolves, fixes broken integrations, adjusts dashboards, and ensures the systems don’t drift back toward manual processes over time.
Is Systems Maintenance the same as Fractional Operations?
Do I need an XPRTS implementation first?
No. XPRTS can audit and maintain Clio and Lawmatics configurations that were set up by anyone — including systems your firm built internally or had configured by another vendor. The Strategy Review assesses the current state and determines what ongoing maintenance would look like for your specific setup.
How is the subscription structured?
Systems Maintenance is a monthly subscription. The exact scope and price are determined after the Strategy Review, based on how many systems your firm runs, how complex the integrations are, and how frequently adjustments are typically needed. The Strategy Review gives us everything we need to propose a specific monthly scope.
What causes systems to drift?
Staff changes, practice area shifts, platform updates, and firm growth all create drift. An automation that worked perfectly six months ago may now be sending to the wrong pipeline. A Zapier integration may have broken after a platform API update. A dashboard may show stale fields after a Clio configuration change. Without regular maintenance, these small failures compound into significant operational problems.
Ready to Keep Your Systems in Alignment?
Start with a free Strategy Review. We’ll assess your current setup and tell you exactly what a monthly maintenance subscription would cover.