Investing in practice management software is one of the best decisions a law firm can make. The right platform helps you stay organized, save time, improve client service, and increase profitability. But here’s the catch: buying the software doesn’t automatically solve your operational challenges.

At Streamlined Legal, we’ve seen too many firms make the same mistakes when rolling out or using their practice management tools. If you want to avoid wasted time and missed opportunities, steer clear of these common pitfalls:

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1. Skipping the Step of Defining Processes

Software won’t fix disorganization on its own. If your firm doesn’t have clear workflows for client intake, calendaring, billing, and communication, the system can quickly turn into little more than a digital filing cabinet. Establish your processes first — then use the software to support them.

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2. Leaving Everything at the Default Settings

Every law firm operates differently. Yet many teams stick with the software’s default fields, workflows, and notifications. That usually means extra clicks, irrelevant reminders, or information that isn’t captured at all. Taking the time to customize your system pays off in efficiency and adoption.

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3. Failing to Train and Onboard the Team

One of the biggest reasons practice management systems fail is lack of training. If team members don’t understand how or why to use the software, they’ll fall back on old habits — like sticky notes, spreadsheets, or siloed email inboxes. Consistent training and clear expectations are critical to long-term success.

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4. Creating Notification and Task Overload

When everything triggers a notification, people stop paying attention. The same goes for endless task assignments without structure. Be intentional about what deserves an alert — otherwise your team will experience “notification fatigue” and ignore important updates.

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5. Ignoring Integrations

Practice management software is designed to connect with your other tools, like email, accounting systems, payments, and document storage. Firms that don’t set up integrations waste time on duplicate data entry and manual reconciliations — all problems the software was meant to solve.

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6. Neglecting Data Hygiene

Outdated contacts, inconsistent matter names, and incomplete billing records make reporting unreliable. Clean, consistent data ensures you can actually use the system to track performance and make better business decisions.

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7. Treating It as “Just Storage”

Your software is more than a place to hold files. It can automate workflows, streamline client communication, generate reports, and even help you get paid faster. If you’re only using it as a glorified filing cabinet, you’re missing out on its real power.

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8. Never Updating Workflows

Law firms evolve — but too often, the software setup doesn’t. If your practice management system hasn’t been updated in years, chances are it no longer matches how your firm actually operates. Revisit your setup regularly to keep it aligned with your business.

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The Bottom Line

The biggest mistake law firms make with practice management software is treating it like a quick fix. The real benefits come from thoughtful setup, customization, and ongoing use that aligns with your firm’s processes.

At Streamlined Legal, we help law firms get the most out of their software so they can run efficiently, serve clients better, and actually enjoy practicing law. If you’re ready to optimize your system, we’d love to help.

Want to aviod these mistakes? Check out Streamlined Legal Plus for financial systems that work. And use promo code CCC-STREAMLINED to sign up for Clio and get 3 months of Streamlined Legal Plus FREE! (That’s a $1,500 value!)

Let’s talk about something that makes many lawyers uncomfortable: money.

Not billing rates or retainer amounts. I’m talking about really understanding your firm’s finances. Most lawyers can tell you their billable rate but can’t tell you their actual profit margin.

If someone asked you right now, “How profitable was last month?” could you answer without spending an hour digging through bank statements and spreadsheets?

If not, you’re not alone. But you are flying blind.

The Numbers That Actually Matter

Here’s what most law firm owners think they need to track:

• How much they billed
• How much they collected
• How much they spent

That’s not wrong, but it’s not enough.

Here’s what you really need to know:

• Which clients are actually profitable (not just which ones pay the most)
• Which practice areas make you the most money per hour
• What your real overhead costs are (including your time)
• Where your money actually goes each month

Your Homework (Grab a Calculator)

Let’s figure out your real hourly rate:

1. Take your total revenue from last month
2. Subtract all expenses (including what you paid yourself)
3. Divide by the total hours you worked (not just billable hours)

That’s your real hourly rate. How does it compare to what you think you make?

The Wake-Up Call

We worked with a lawyer who thought he was doing great. He was billing $400/hour and staying busy.

When we actually looked at his numbers, he was making $73/hour for his actual time. He was working 70-hour weeks and making less than some of his employees.

The problem wasn’t his billing rate. The problem was that he had no idea where his time or money was actually going.

Making Money Make Sense

Here’s what changed everything for him (and can change everything for you):

Weekly Money Meetings — 15 minutes every Friday reviewing the key numbers Real-Time Dashboards — Knowing your finances daily, not monthly Profitability by Client — Seeing which clients are actually worth your time Expense Tracking — Every dollar categorized and accounted for

The Tools That Make It Simple

You don’t need to become an accountant. You just need systems that show you the truth.

Clio’s financial dashboards show you profitability in real-time. You can see which clients and practice areas are actually making you money, not just keeping you busy.

Ready to Make Real Money?

Being busy isn’t the same as being profitable. Working more hours isn’t the same as making more money.

What would change in your firm if you knew exactly which activities were actually making you money?

Want to see how profitable firms actually track their money? Check out Streamlined Legal Plus for financial systems that work. And use promo code CCC-STREAMLINED to sign up for Clio and get 3 months of Streamlined Legal Plus FREE! (That’s a $1,500 value!)

Let’s talk about something that keeps me up at night — and probably should keep you up too.

Your best clients — the ones who pay on time, refer their friends, and actually follow your advice — are getting frustrated. Not with your legal work (you’re great at that), but with everything else.

We’ve all been there. Client calls asking about something you thought you already handled. Email gets buried in your inbox for three days. They can’t figure out how to access the documents you sent them.

Before you know it, your A+ client is questioning whether you’re really on top of their case.

The Communication Crisis

Here’s what’s really happening: your clients don’t expect you to be available 24/7. They just want to know what’s going on.

Think about it — when you order something online, you get tracking updates. When you book a flight, you get gate changes. When you go to the doctor, you get test results through a portal.

But when someone hires a lawyer? Radio silence.

The Three Communication Killers

1. The Black Hole — Information goes in, nothing comes out. Clients submit documents and hear nothing for weeks.

    

2. The Surprise Bill — Invoice shows up with no context. “What’s this $300 charge for?”

    

3. The Runaround — “Let me check on that and get back to you” becomes the client’s least favorite phrase.

    

Your Homework (This Might Sting)

Think about your three best clients right now. When was the last time you proactively updated them about their case?

Not when they called asking for an update. When you reached out first to tell them what was happening.

If you can’t remember, that’s your answer.

The Fix is Easier Than You Think

Good client communication isn’t about working more hours. It’s about working smarter.

Here’s what your clients actually want:

• To know you received their email/document/call
• Regular updates, even if nothing major is happening
• Easy access to their case information
• No surprises on bills

Making It Automatic

Tools like Clio’s client portal handle most of this automatically. Clients can see their case updates, documents, and billing in real-time. They don’t have to call you to find out what’s happening — they can just log in and see.

But here’s the best part: automated check-ins. Set up simple templates that go out automatically: “Here’s what happened this week on your case.” “Your document was filed today.” “No updates this week, but here’s what we’re working on next.”

Ready to Stop Playing Phone Tag?

Your clients hired you because they trust your legal expertise. Don’t lose that trust because of poor communication.

What would happen to your referrals if every client felt completely informed and taken care of?

Want to see how seamless client communication actually works? Check out Streamlined Legal Plus for the exact systems we use. And use promo code CCC-STREAMLINED to sign up for Clio and get 3 months of Streamlined Legal Plus FREE! (That’s a $1,500 value!)

Let’s talk about something that’ll take you just 15 minutes but could save you hours of stress and missed opportunities.

It’s called a weekly calendar review, and it’s the difference between feeling in control of your week and feeling like your week is controlling you.

Most of us plan our vacations better than we plan our weeks. We’ll spend hours researching hotels and restaurants, but we’ll walk into Monday morning with no clue what’s actually coming.

Sound familiar?

Why Most Calendar Reviews Don’t Work

Here’s what most people do wrong: they look at their calendar Sunday night, panic about everything they see, and then spend the week reacting to whatever comes up.

That’s not planning — that’s just organized panicking.

The 15-Minute Weekly Review That Actually Works

Every Friday at 4 PM (or whatever works for you), spend 15 minutes doing this:

Minutes 1-5: The Look Ahead

• Scan next week’s calendar
• Note any prep work needed for meetings
• Check if you have back-to-back meetings (and add buffer time)

Minutes 6-10: The Reality Check

• How much actual work time do you have?
• What deadlines are coming up?
• Where are the potential problems?

Minutes 11-15: The Adjustment

• Move anything that can be moved
• Block time for important work
• Add prep reminders for big meetings

Your Homework (Do This Today)

Right now — seriously, right now — put a recurring 15-minute “Weekly Review” block on your calendar for every Friday at 4 PM.

That’s it. Just block the time. We’ll worry about the rest later.

The Game Changer

Here’s what happens when you do this consistently: you stop being surprised by your own calendar.

No more “Oh crap, I have that deposition tomorrow and I haven’t prepared.” No more double-booking yourself. No more working until 10 PM because you didn’t realize how packed your day was.

Making It Even Easier

If you’re using Clio, you can see everything in one place — your calendar, your deadlines, your task list. No more switching between three different systems to figure out what’s actually due.

Ready for Calmer Weeks?

Just like you wouldn’t drive cross-country without checking your map, don’t run your week without checking your calendar.

Fifteen minutes on Friday can save you hours of stress during the week. And honestly, who couldn’t use a little less stress?

What would your weeks feel like if you actually knew what was coming?

Want to see how streamlined intake actually works? Check out Streamlined Legal Plus for the exact systems we use. And use promo code CCC-STREAMLINED to sign up for Clio and get 3 months of Streamlined Legal Plus FREE! (That’s a $1,500 value!)

Let’s be honest — when was the last time you worked a normal 40-hour week? If you’re like most law firm owners we talk to, you probably can’t even remember.

Some of us wear those 80-hour weeks like badges of honor. “I was at the office until 11 PM again last night.” “I worked all weekend on that brief.” Sound familiar?

But here’s what nobody talks about: all those hours aren’t actually making you more money. In fact, they might be costing you.

The Math Doesn’t Add Up

Let’s do some quick math together. If you’re billing $300/hour but only 30 of your 80 weekly hours are actually billable, you’re making $9,000 per week. That’s $112.50 per hour for your actual time.

Now imagine you streamlined those 50 non-billable hours down to 20. Suddenly you’re working 50-hour weeks and making the same money. That’s $180 per hour for your actual time.

Which sounds better to you?

Where Are Those Hours Really Going?

Most lawyers have no idea where their time actually goes. We think we’re working on cases, but we’re really:

• Hunting for documents
• Re-entering the same client information multiple times
• Playing phone tag to schedule appointments
• Manually creating invoices
• Fixing mistakes that could have been prevented

Your Homework (It’ll Take 15 Minutes)

This week, I want you to track every single thing you do for just three days. Not forever — just three days. Write down:

• What you did
• How long it took
• Whether it made you money (billable) or not

You’ll be shocked at what you find.

The Real Game Changer

Once you see where your time is actually going, you can start getting it back. Tools like Clio’s time tracking can show you exactly where every minute goes — no guessing, no forgetting to start the timer.

But the bigger win? All those administrative tasks that eat up your day can be automated or systematized. Client intake, document generation, billing, scheduling — it can all run without you.

Ready to Get Your Life Back?

Those 80-hour weeks aren’t making you a better lawyer. They’re just making you a tired one.

What if you could make the same money (or more) in 50 hours? What would you do with those extra 30 hours each week?

Looking for ways to get those hours back? Check out Streamlined Legal Plus for step-by-step systems that actually work. And if you’re ready to see where your time really goes, use promo code CCC-STREAMLINED to sign up for Clio and get 3 months of Streamlined Legal Plus FREE! (That’s a $1,500 value!)

Today we’re talking about something that goes beyond software — it’s about leadership. Specifically: What kind of leader do you want to be when your team is in crisis?

It’s a question that doesn’t come up often in day-to-day practice, but when life happens — and it will — your answer will make all the difference for your team, your clients, and your business.

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The Power of Systems and Documentation

One of the biggest benefits of building strong systems and processes in your firm is the ability to share information easily.

When your team consistently documents their work — where they left off, what’s next, what matters they’re handling — it means that anyone else can step in if needed.

As a leader, this gives you an incredible gift:
✅ The ability to support your team when they need to step away
✅ The ability to keep your business running smoothly
✅ The peace of mind that comes from knowing the work won’t fall through the cracks

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Two Types of Leaders in a Crisis

When a team member is in crisis, you can either:

Pull information from them to keep the business afloat — which distracts them from dealing with their personal situation and creates extra stress.

Step up as a leader who says, “We’ve got this.”  Because your systems are solid, you and your team can keep things moving without bothering the person in crisis.

Which kind of leader do you want to be? For me, it’s clear: I want to give my team the time and space they need without worrying about the business.

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Real-Life Lessons

You may think, “Sure, that’s nice in theory, but how often does that really happen?”
Trust me — more often than you’d think. Here are a few examples from my own experience:

• Early in my career, a supervising attorney didn’t show up to work one day. We assumed he was in court on a case that hadn’t been diaried — but no, he’d had an accident the night before and was hospitalized. We had to send someone to the hospital to get critical client updates while he was heavily medicated. It was chaotic and avoidable.

• A colleague’s office mate, a solo attorney, suddenly suffered a brain aneurysm. In the days and weeks that followed, we scrambled to piece together client matters from scattered notes and files — all because nothing was systematized.

• Most profoundly, when a colleague’s spouse suddenly passed away, we were able to say, “Don’t worry — we’ve got this. Focus on what you need to handle.” That’s the kind of culture and leadership we should all aim for.

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Build a Business That Supports Your People

It’s not just about helping clients in crisis — it’s about helping our own people when life throws curveballs.

Here’s what happens when you get this right:

• Your team feels supported and valued.

• You maintain business continuity without scrambling.

• When they return, your team members don’t face a mountain of stress or feel pressured to rush back too soon.

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Take Action: Prepare for the Inevitable

I challenge you to sit down and make a list of the situations you’ve experienced or seen where a colleague was suddenly unavailable. Think about:

• What went wrong?

• What could have made it easier?

• What systems could you put in place today to prepare for tomorrow?

Because here’s the truth: crises will come. We don’t know when or how, but we can be ready.

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Let’s Build That Culture Together

If you’re not sure how to start building that resilient, supportive system in your firm, reach out to us at Streamlined.legal. We’d love to help you create a culture where you can confidently say to a team member in crisis: “We’ve got this. You take care of yourself.”

And if you already have this in place — congratulations! Keep nurturing that culture. Your team, your clients, and your future self will thank you.

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Looking for more ways to streamline your law firm? Check out Streamlined Legal Plus, or talk to us about how Clio can transform your practice.  AND Use promo code CCC-STREAMLINED to sign up for Clio and get 3 months of streamlined.legal Plus FREE!  (That’s a $1,500 value!)

The Value of Documented Procedures

Let’s be honest—many people dread the thought of creating written procedures. It can feel overwhelming to sit down and document an entire workflow from start to finish. But the reality is:

✔️ Training takes less time when there’s a procedure in place.
✔️ Fewer questions are asked when team members have a reference.
✔️ Everyone stays on the same page, reducing confusion and duplicated work.

But here’s the problem: Written procedures aren’t always the most engaging or effective way to teach. Some people learn better by reading, while others learn best by watching or listening. That’s why I encourage you to consider video procedures instead!

Why Video Procedures Work Better

Many firms stick to written procedures because it’s what they’ve always done—but video has some major advantages:

🔹 Faster to create – You don’t have to write step-by-step instructions.
🔹 Easier to understand – People can see exactly what’s being done.
🔹 More engaging – Watching a video is more intuitive than reading a manual.
🔹 Reusable – Team members can watch it as many times as needed without repeatedly asking questions.

Easy Tools for Creating Video Procedures

You don’t need fancy software or a huge budget to create great video procedures. Here are two simple ways to do it:

1. Use Loom for Screen Recording

Loom is a fantastic tool for recording on-screen tutorials. Let’s say you want to show your team how to create a bill in Clio—here’s how easy it is with Loom:

1️⃣ Open Loom and choose to record either your screen + camera or just your screen.
2️⃣ Click record, and demonstrate your process step by step.
3️⃣ Narrate your actions so your team understands why you’re doing each step.
4️⃣ Finish recording, and Loom will instantly generate a shareable link for your video.

Now, instead of answering the same billing questions repeatedly, you can share the video and let your team watch on demand!

2. Use Your Phone for Physical Tasks

If you need to document physical office procedures—like changing the toner in the printer—just grab your smartphone camera and record yourself doing it.

📲 Pro Tip: Once recorded, upload the video to Dropbox, Google Drive, or your firm’s internal system so team members can access it anytime.

Organizing & Sharing Your Video Procedures

Once you have your videos recorded, it’s essential to keep them organized and accessible. Here’s how:

✅ Create a central folder in Dropbox, Google Drive, or OneDrive.
✅ Label videos clearly (e.g., “Billing in Clio,” “Printer Maintenance”).
✅ Grant access to team members so they can find what they need.

Looking for more ways to streamline your law firm? Check out Streamlined Legal Plus, or talk to us about how Clio can transform your practice.  AND Use promo code CCC-STREAMLINED to sign up for Clio and get 3 months of streamlined.legal Plus FREE!  (That’s a $1,500 value!)

In the dynamic environment of law firm management, finding the right balance between oversight and independence for attorneys is crucial. This blog explores how structured autonomy can enhance efficiency and client service, providing practical tips and best practices for law firms to implement systems that balance freedom and oversight effectively.

Introduction to Structured Autonomy

Structured autonomy is a management approach that grants attorneys the freedom to manage their own cases while operating within a defined framework of guidelines and procedures. This balance ensures that attorneys have the independence they need to be effective while maintaining the oversight necessary to ensure consistency and quality.

Benefits of Structured Autonomy:

• Increased Efficiency: Attorneys can handle their cases more independently, freeing up managing attorneys to focus on higher-level tasks.
• Improved Client Service: Consistent procedures ensure that all clients receive a high standard of care, regardless of who is handling their case.
• Enhanced Job Satisfaction: Team members who feel trusted and empowered are often more motivated and productive.

Challenges of Traditional Management Styles

• Micromanagement:

• Burnout: Constantly overseeing every detail can lead to exhaustion and decreased productivity for managing attorneys.

• Limited Case Capacity: The firm’s ability to handle more cases is constrained by the managing attorney’s capacity to supervise.

• Full Autonomy:

• Inconsistent Performance: Without oversight, the quality of work can vary significantly between attorneys.

• Lack of Accountability: It becomes difficult to track progress and address issues without a structured system.

Implementing Structured Autonomy

• Setting Clear Expectations and Procedures:
1. Establish clear guidelines and standards for case management.
2. Provide team members with a detailed framework for handling cases independently.
• Regular Case Reviews and Documentation:
1. Require attorneys to conduct regular reviews of their cases and document their findings.
2. Create a digital paper trail to ensure accountability and facilitate problem-solving.
• Using Evergreen Retainers:
1. Implement evergreen retainers to maintain healthy billing relationships and ensure timely payments.
2. Prevent situations where attorneys continue working without being compensated.

Tools and Systems for Effective Management

• Robust Task Management System:
1. Use a comprehensive task management system to track progress on cases and ensure tasks are completed on time.
2. Provide visibility into each attorney’s workload and case status.
• Digital Paper Trails:
1. Maintain detailed records of case activities and decisions to ensure transparency.
2. Facilitate easy review and oversight by managing attorneys.

Promoting a Collaborative Firm Culture

Encouraging Communication and Feedback:

1. Foster open communication channels among team members to share insights and provide feedback.
2. Encourage regular team meetings to discuss case progress and address any issues.
3. Building Trust Through Transparency:

1. Implement regular check-ins and updates to keep everyone informed about case statuses.
2. Create a culture of trust where attorneys feel supported and empowered to perform at their best.

Structured autonomy offers a pathway to enhanced efficiency and improved client service for law firms. By implementing these practices, firms can strike the right balance between freedom and oversight, fostering a productive and collaborative environment.

By embracing structured autonomy, law firms can ensure that their teams are empowered to succeed, clients receive consistent and high-quality service, and the firm operates smoothly and efficiently.

Looking for a task management system to promote

In the dynamic environment of law firm management, finding the right balance between oversight and independence for attorneys is crucial. This blog explores how structured autonomy can enhance efficiency and client service, providing practical tips and best practices for law firms to implement systems that balance freedom and oversight effectively.

Introduction to Structured Autonomy

Structured autonomy is a management approach that grants attorneys the freedom to manage their own cases while operating within a defined framework of guidelines and procedures. This balance ensures that attorneys have the independence they need to be effective while maintaining the oversight necessary to ensure consistency and quality.

Benefits of Structured Autonomy

• Increased Efficiency: Attorneys can handle their cases more independently, freeing up managing attorneys to focus on higher-level tasks.
• Improved Client Service: Consistent procedures ensure that all clients receive a high standard of care, regardless of who is handling their case.
• Enhanced Job Satisfaction: Attorneys who feel trusted and empowered are often more motivated and productive.

Challenges of Traditional Management Styles

• Micromanagement:
  Burnout: Constantly overseeing every detail can lead to exhaustion and decreased productivity for managing attorneys.
  Limited Case Capacity: The firm’s ability to handle more cases is constrained by the managing attorney’s capacity to supervise.
• Full Autonomy:
  Inconsistent Performance: Without oversight, the quality of work can vary significantly between attorneys.
  Lack of Accountability: It becomes difficult to track progress and address issues without a structured system.

Implementing Structured Autonomy

• Setting Clear Expectations and Procedures:
  Establish clear guidelines and standards for case management.
  Provide attorneys with a detailed framework for handling cases independently.
• Regular Case Reviews and Documentation:
  Require attorneys to conduct regular reviews of their cases and document their findings.
  Create a digital paper trail to ensure accountability and facilitate problem-solving.
• Using Evergreen Retainers:
  Implement evergreen retainers to maintain healthy billing relationships and ensure timely payments.
  Prevent situations where attorneys continue working without being compensated.

Tools and Systems for Effective Management

• Robust Task Management System:
  Use a comprehensive task management system to track progress on cases and ensure tasks are completed on time.
  Provide visibility into each attorney’s workload and case status.
• Digital Paper Trails:
  Maintain detailed records of case activities and decisions to ensure transparency.
  Facilitate easy review and oversight by managing attorneys.

Promoting a Collaborative Firm Culture

• Encouraging Communication and Feedback:
  Foster open communication channels among team members to share insights and provide feedback.
  Encourage regular team meetings to discuss case progress and address any issues.
• Building Trust Through Transparency:
  Implement regular check-ins and updates to keep everyone informed about case statuses.
  Create a culture of trust where attorneys feel supported and empowered to perform at their best.

Structured autonomy offers a pathway to enhanced efficiency and improved client service for law firms. By implementing these practices, firms can strike the right balance between freedom and oversight, fostering a productive and collaborative environment.

If you need expert advice on adopting structured autonomy and optimizing your firm’s management practices, contact streamline.legal. Our team can help you implement effective strategies to transform your law firm’s operations and achieve greater success.

By embracing structured autonomy, law firms can ensure that their attorneys are empowered to succeed, clients receive consistent and high-quality service, and the firm operates smoothly and efficiently.

Looking for a task management system to promote structured autonomy in your firm ?  Use promo code CCC-LEONARD to sign up for Clio and get 3 months of streamlined.legal Plus FREE!  (That’s a $1,500 value!)