Build Blueprint · Whitfield & Marsh LLP

Engagement Overview

Columbus, OH · 9-attorney employment-law firm

This Blueprint defines the complete scope of what Synapse Forge will build for Whitfield & Marsh LLP: four interconnected workflow modules that connect the firm's existing tools (Clio, Outlook, HubSpot, OneDrive, Calendly) and eliminate the manual coordination work that slows down a 9-attorney practice.

Where it lives: Every workflow runs inside the firm's own accounts, under the firm's own credentials and access controls. Nothing is hosted by Synapse Forge. The firm controls the on/off switch at every step.

What the firm owns at the end: Everything. All workflows, prompts, templates, connection configurations, and documentation are handed over in full at acceptance. There is no dependency on Synapse Forge for the system to keep running.

5 weeks from kickoff to acceptance. Synapse Forge builds run 4 to 6 weeks depending on complexity; this four-module scope is planned at five. Kickoff begins the business day after the client access checklist (Section 8) is complete and the signing payment is received.

4

Modules

5 wks

Build Timeline

$29,750

Capped Price

100%

Firm Owned

Module Scope

Each module is discrete, tested, and accepted separately

1

Document Production Engine

Replaces the firm's ad-hoc AI chat drafting workflow: demand letters, position statements, and severance reviews drafted from firm templates and live Clio matter data, grounded so review confirms instead of re-verifies

What It Does

Reads the active matter in Clio (parties, key dates, claim type, prior correspondence)
Selects the matching firm template from OneDrive
Drafts the document with matter-specific facts pre-populated, grounded in the matter file: no invented citations or facts for the reviewer to hunt down
Queues the draft in a shared folder for attorney review before anything leaves the firm
Logs the draft and version to the Clio matter notes

Firm Inputs Required

Clio API access (read + write)
Approved template library in OneDrive: demand letter, position statement, severance review (minimum one template per document type)
Named review attorney per document type
Designation of which matter types trigger each template

Review Gate + Deliverables

Attorney review gate is mandatory. No draft reaches a client or opposing counsel without a supervising attorney opening, reviewing, and approving it.
Deliverable: working document workflow connected to Clio + OneDrive, draft queue folder, usage guide

Attorney Gate: Required

2

Intake & Routing

Inquiry capture from phone callbacks, email, and web form, with qualification and matter creation in Clio

What It Does

Captures incoming inquiries from the firm's web form, email inbox, and phone-callback voicemail transcripts
Runs a qualification checklist (employment matter, jurisdiction, conflict check flag) and scores the inquiry
Opens a new matter stub in Clio and creates a contact in HubSpot, with full intake context attached
Routes to the correct attorney based on matter type and current workload flag
Books a Calendly intake call if the inquiry qualifies and the attorney has availability

Firm Inputs Required

Clio API access (write)
HubSpot API access
Calendly API access and intake calendar configured per attorney
Firm's qualification criteria in writing (minimum employment threshold, conflict check process, geographic limits)
Routing rules: which attorney receives which matter type

Review Gate + Deliverables

Conflict check is flagged for attorney confirmation before matter is opened in Clio. The workflow does not proceed past the stub until an attorney clears the flag.
Deliverable: end-to-end intake workflow, routing logic, Clio and HubSpot integration, usage guide

Conflict Flag: Attorney Clears

3

Meeting Intelligence

Client calls summarized, filed to the matter, action items surfaced and assigned

What It Does

Detects completed client calls scheduled through Calendly and Outlook calendar
Pulls the call transcript (from a connected recording tool the firm already uses, or Teams/Zoom if applicable)
Produces a structured summary: matter context, client statements, commitments made, next steps
Appends the summary to the Clio matter note and tags it by date and attendees
Creates a task in Clio for each action item with an assigned attorney and due date

Firm Inputs Required

Calendly and Outlook access
Clio API access (write)
Designation of which call types to capture (intake, status, settlement discussion)
Confirmation of which recording source to connect (Teams, Zoom, or existing transcription service)

Review Gate + Deliverables

Summaries are appended to Clio as attorney notes. Attorneys review and can edit or delete any note before it is treated as a matter record. Action items are tasks, not calendar entries, until an attorney confirms them.
Deliverable: meeting-to-matter workflow, Clio task integration, usage guide

Note Review: Attorney Confirms

4

Follow-Through Engine

Deadlines, unanswered threads, and status updates chased automatically so nothing slips

What It Does

Monitors open Clio tasks and matter deadlines for approaching due dates
Flags email threads in Outlook that have not received a reply within the firm's defined response window
Sends automated client status updates at defined intervals (e.g., "no movement to report" update after 10 business days of silence)
Surfaces a daily digest to the responsible attorney listing items needing attention that day

Firm Inputs Required

Clio API access (read)
Outlook access (read email thread status)
Firm's response window policy in writing (how many days before a thread is flagged)
Approved language for client status update templates
Named attorney who receives the daily digest per practice group

Review Gate + Deliverables

Client-facing status updates are drafted and held for 4 hours before sending. The responsible attorney receives a preview link during that window and can edit or cancel. After 4 hours with no action, the update sends.
Deliverable: deadline monitoring workflow, unanswered-thread flagging, status update automation, daily digest, usage guide

Status Updates: 4hr Hold

Acceptance Criteria

Final payment is due only after all criteria are met

How Acceptance Works

Each module is demonstrated live on the firm's own data. The firm designates one supervising attorney per module as the acceptance reviewer. Acceptance is confirmed in writing. The $13,750 final payment is not due until all four modules are accepted.

Module	Criterion	Measurement
1. Document Production	Demand letter drafted from a live matter in under 10 minutes, accepted by supervising attorney without structural revision	Timed live demonstration on 3 consecutive matters
1. Document Production	Draft queue populated with correct Clio matter data, zero manual re-keying required from attorney to finalize	Attorney confirms all fields pre-populated correctly in 3 of 3 test runs
2. Intake & Routing	10 consecutive intake inquiries captured from at least 2 channels (web form and email), matter stub opened in Clio, contact created in HubSpot, with zero manual re-typing by staff	Live run observed by firm administrator
	Qualified inquiries routed to the correct attorney per the firm's routing rules in 10 of 10 test cases	Routing log reviewed by managing partner
	Calendly intake call booked automatically for 5 consecutive qualified inquiries without staff intervention	Calendar entries verified by designated attorney
3. Meeting Intelligence	Structured summary filed to the correct Clio matter within 15 minutes of call end for 5 consecutive client calls	Clio note timestamps verified by supervising attorney
3. Meeting Intelligence	Action items from each call created as Clio tasks assigned to the correct attorney with a due date, accepted by the attorney as accurate in 5 of 5 cases	Attorney confirms accuracy in writing for each task set
4. Follow-Through Engine	Unanswered email threads flagged within 1 business day of exceeding the firm's response window, with zero false positives on threads that already have a reply, across a 5-day live period	Outlook thread log reviewed by firm administrator
4. Follow-Through Engine	Daily digest delivered to the responsible attorney by 8:30 AM on 5 consecutive business days, containing all tasks due that day with zero omissions	Attorney confirms completeness by comparison to Clio task list

Price & Milestones

No hourly meter. Price cannot grow without a signed change order.

$29,750

Bespoke price for all 4 modules: 20% of the estimated $148,750 annual capacity cost identified in the Systems Audit. The firm keeps 80% of year-one recovery and 100% every year after. Capped in writing. Builds carry a $15,000 minimum engagement

This is a capped price. There is no hourly rate and no time-and-materials component. The price cannot increase unless the firm signs a written change order for out-of-scope work.

If Synapse Forge cannot pass the acceptance criteria for any module, rework continues at no additional charge until the criteria are met or the parties agree in writing to a modified criterion.

The final payment of $13,750 is withheld by the firm until all four modules pass acceptance. Payment schedule is the only leverage the firm needs.

Milestone 1 · At Signing

$9,000

Due when this Blueprint is signed and returned. Kickoff is scheduled within 2 business days of receipt.

Milestone 2 · Mid-Build Demo

$7,000

Due after the mid-build demonstration at the end of Week 2. The firm watches modules 1 and 2 run on its own live work before this payment is due.

Milestone 3 · At Acceptance

$13,750

Due only after all four modules pass their written acceptance criteria. No acceptance, no final payment.

The Numbers Add Up

$9,000 at signing + $7,000 at mid-build demo + $13,750 at acceptance = $29,750 total. The milestone payments are the complete fee schedule. Nothing else will be invoiced under this Blueprint.

Build Timeline

5 weeks from kickoff (builds run 4 to 6 weeks by complexity). Kickoff begins when Section 8 checklist is complete.

Pre-Kickoff (Before Week 1)

Access & Credentials

Firm completes the client access checklist (Section 8)
Synapse Forge reviews access, confirms all integrations connect, and flags any gaps within 1 business day
Kickoff call scheduled. Kickoff begins the next business day.

Week 1

Module 1: Document Production Engine + Module 2: Intake & Routing (Build)

Map firm's Clio matter schema and template library
Build document production workflow and draft queue folder structure in OneDrive
Build intake capture from web form and email, connect to Clio and HubSpot
Configure qualification logic and routing rules per firm's written criteria
Internal testing on each workflow with synthetic data

Week 2

Live Test on Firm Data + Mid-Build Demonstration

Modules 1 and 2 run against live firm matters and live intake inquiries under supervision
Firm administrator and designating attorney observe the system in operation
Defects noted and corrected within the week
Mid-build demonstration call held at end of Week 2. Second payment due after this call.

Week 3

Module 3: Meeting Intelligence + Module 4: Follow-Through Engine (Build)

Connect call recording source (Teams, Zoom, or existing transcription) to Clio note workflow
Build structured summary and action-item extraction
Build deadline monitor, unanswered-thread flagging, and daily digest
Build status-update automation with 4-hour attorney hold window
Internal testing on modules 3 and 4

Week 4

Integration + Live Refinement

All four modules run together on live firm work, with attorneys reviewing output daily
Template and routing refinements from reviewer edits fed back into each module
Permission scopes and audit logging verified module by module
Load and edge-case testing: intake surges, malformed inquiries, calendar conflicts

Week 5

Acceptance Testing + Handover

All four modules run through their written acceptance criteria with the designated attorney for each module
Defects corrected and re-tested within the week
Full workflow documentation, prompt files, and connection credentials handed to the firm in an OneDrive folder
1-hour walkthrough call: firm staff can operate, modify, and pause any module independently after this call
Final payment due on written acceptance confirmation

Client Access Checklist

Kickoff cannot begin until all items below are complete

Clio API key with read and write permissions Generate in Clio: Settings > API > Manage keys. Provide to Synapse Forge via encrypted share.

Firm administrator

~15 min

OneDrive shared folder with template library Minimum: one demand letter template, one position statement template, one severance review template, in Word format.

Managing partner or paralegal

~1–2 hrs

Outlook shared mailbox or delegation access for intake inbox The specific inbox where new client inquiries arrive. Read-only delegation is sufficient for testing; read+send required for status updates (Module 4).

IT or office manager

~30 min

HubSpot private API key with contact and deal write access Generate in HubSpot: Settings > Integrations > Private apps.

HubSpot admin

~20 min

Calendly API token and intake calendar link per attorney One Calendly event type per attorney configured for 30-minute intake calls, with buffer time set.

Each attorney + office manager

~1 hr

Firm's intake qualification criteria in writing Minimum: which matter types you accept, jurisdictional limits, and the conflict-check process the workflow should flag.

Managing partner

~1 hr

Attorney routing rules in writing Which attorney receives which matter type (e.g., discrimination claims to Partner A, wage and hour to Partner B). Include backup if primary is unavailable.

Managing partner

~30 min

Review attorney designated per module (4 names, may overlap) The attorney who signs off on acceptance for each module. One name per module is sufficient.

Managing partner

~10 min

Call recording source confirmed and access granted Confirm which platform the firm uses (Teams, Zoom, or existing transcription service) and provide API access or export credentials.

IT or office manager

~30 min

Data & Privacy Commitments

Applies to all work performed under this Blueprint

Where Data Lives

All workflows run inside the firm's own accounts (Clio, Outlook, OneDrive, HubSpot, Calendly) under the firm's own credentials and access controls.
Synapse Forge does not maintain a copy of any client data, matter data, or document drafts. Access credentials are used during build and testing, then revoked at handover.
No firm data is stored on Synapse Forge infrastructure at any point during or after the engagement.

Use of Data

Client data is never pooled, aggregated, benchmarked, or shared with any other firm or third party.
Client data is never used to train or fine-tune any AI model: not by Synapse Forge and not by any tool selected for this build.
ABA Model Rule 1.6(c) confidentiality is preserved. Synapse Forge treats all matter information as protected client data under the same standard the firm applies.
An NDA is available for signature before any work begins, before any credentials are shared.

Ownership Terms

No lock-in. No dependency. The system is yours.

What the Firm Receives at Handover

All workflow files and configurations for every module, stored in the firm's OneDrive folder, in a format that can be read and modified without Synapse Forge's involvement.
All prompt and instruction files used by AI-assisted steps, documented in plain language so any attorney or administrator can understand what the system is doing and why.
A written usage guide per module covering: how to trigger each workflow, how to pause or disable it, how to edit routing rules or templates, and who to contact internally if something behaves unexpectedly.
A 1-hour recorded walkthrough of the complete system, saved to OneDrive, usable for onboarding new staff.

What Happens If the Care Plan Ends

The system keeps running. There is no remote kill switch, no license server, and no hosted dependency that Synapse Forge controls.
The firm owns the connection credentials, the workflow files, and the documentation outright. Ending a care plan does not affect any of those assets.
If a connected tool (Clio, Outlook, etc.) updates its API in a breaking way after the care plan ends, the firm has the documentation needed to identify what changed. A one-time repair engagement is available at a flat rate scoped at that time.