Firm Admin Overview
As a Firm Administrator, you have full control over your firm’s Victoria AI OS instance including team management, billing, settings, and AI usage monitoring.Key Responsibilities
Team Management
Invite team members, assign roles, and manage permissions
Billing & Usage
Monitor AI usage, review invoices, and manage subscription
Firm Settings
Configure firm profile, branding, and preferences
Security
Manage security settings, MFA, and access controls
Getting Started
1
Complete Firm Setup
Configure your firm profile, subdomain, and branding
2
Invite Your Team
Add lawyers, staff, and configure their roles and permissions
3
Configure Billing
Set up payment method and review pricing plan
4
Monitor Usage
Review the AI Usage dashboard to track costs
Pricing & Billing
Victoria AI uses transparent, cost-pass-through billing:Platform Fee: $497/month
Includes:- Victoria AI Platform Access (all 5 AI agents)
- Unlimited users per firm
- Case management system
- Document storage (unlimited)
- Real-time collaboration
- Billing & invoicing tools
- All platform features
Processing Costs: At Cost
Your firm pays exact cost with zero markup for:AI Conversations
- Cost: ~$0.01-0.10 per conversation
- Average: ~$0.05 per conversation
- Monthly typical: $5-25 depending on usage
Document Processing
- Cost: ~$0.48 per document
- Includes: PDF parsing, AI extraction, semantic search indexing
- Monthly typical: $10-100 depending on document volume
Sample Monthly Costs
| Firm Size | Documents | AI Conversations | Total Cost |
|---|---|---|---|
| Small (1-2 lawyers) | 20 docs | 100 conversations | ~$512 |
| Medium (3-5 lawyers) | 50 docs | 200 conversations | ~$531 |
| Large (6+ lawyers) | 200 docs | 500 conversations | ~$618 |
Team Management
User Roles
Firm Admin (You)- Full access to all features
- Billing management
- Team management
- Security settings
- All case access
- Full case access (assigned cases)
- Victoria AI access (all agents)
- Document management
- Client communication
- Billing entry
- Document upload and organization
- Client intake
- Task management
- Calendar management
- Limited Victoria AI access
- View their case only
- Upload documents
- Victoria Client Liaison access
- Secure messaging
- Invoice viewing
Inviting Team Members
1
Navigate to Team Management
Click Settings → Team Management in your dashboard
2
Click Invite Member
Enter email address and select role from dropdown
3
Send Invitation
They’ll receive an email with a secure invitation link
4
They Create Account
New member clicks link, creates password, and gets instant access
Managing Permissions
Control what each role can do:- Case Access: Assign lawyers to specific cases
- AI Agent Access: Limit which AI agents staff can use
- Document Permissions: Control who can delete documents
- Billing Access: Restrict who sees financial information
AI Usage Monitoring
AI Usage Dashboard
Access at Settings → AI Usage View by:- Time period (daily, weekly, monthly)
- Case (cost per case)
- User (cost per lawyer)
- AI Agent (which agents cost most)
- AI conversation count and cost
- Document processing count and cost
- Total monthly spend
- Cost trends over time
Cost Optimization Tips
Use the Right Agent
Use the Right Agent
Each agent is optimized for specific tasks. Using the wrong agent wastes tokens:
- Co-Counsel: Legal strategy, motions
- Financial Analyst: Calculations, asset division
- Discovery Manager: Document requests
- Case Manager: Organization, deadlines
Upload Documents Early
Upload Documents Early
Better context means fewer follow-up questions:
- Upload financial affidavits before asking Victoria about income
- Upload orders before asking Victoria about custody
- More context = better first answers = lower costs
Batch Similar Questions
Batch Similar Questions
Ask related questions in one conversation:
- Instead of 3 separate chats, ask 3 related questions at once
- Victoria maintains context within a conversation
Train Your Team
Train Your Team
Efficient prompting reduces costs:
- Be specific: “Calculate spousal support under CA law for $5k/mo income difference”
- Reference documents: “According to the financial affidavit uploaded today…”
- State your goal: “I need a motion to modify support because…”
Firm Settings
Firm Profile
- Firm Name: Displayed in client portal and invoices
- Subdomain: Your unique URL (e.g., smith-law.divorce.law)
- Contact Information: Primary email and phone
- Address: For court filings and client communications
- Logo: Upload firm logo (shown in client portal)
Billing Configuration
- Payment Method: Credit card on file (auto-billing)
- Billing Email: Where invoices are sent
- Billing Schedule: Monthly on your signup date
- Invoice History: Download past invoices
Security Settings
Multi-Factor Authentication (MFA)
Multi-Factor Authentication (MFA)
Recommended for all adminsEnable MFA for added security:
- Go to Settings → Security
- Click Enable MFA
- Scan QR code with authenticator app
- Enter verification code
Session Management
Session Management
Configure session timeouts:
- Auto-logout after inactivity (default: 30 minutes)
- Require password re-entry for sensitive actions
- View active sessions and force logout
IP Whitelisting
IP Whitelisting
Enterprise plans onlyRestrict access to specific IP addresses:
- Office locations only
- VPN required for remote access
Audit Logs
Audit Logs
View complete audit trail:
- User login/logout events
- Document access and downloads
- Case access history
- Settings changes
- Team member additions/removals
Data Management
Data Export
Export all your firm’s data:- Go to Settings → Data & Privacy
- Click Export Data
- Select data types:
- Cases and case details
- Documents
- Victoria AI conversations
- Client information
- Billing history
- Receive download link via email (usually within 24 hours)
Data Retention
Active Cases: Unlimited retention Closed Cases: 7 years (default, configurable) Deleted Documents: 30-day recovery period AI Conversations: Permanent (tied to case)GDPR Compliance
For clients in EU:- Enable GDPR mode in Settings → Privacy
- Clients can request data export
- Clients can request data deletion (after case closure)
- Automatic consent tracking
Support & Resources
Getting Help
Live Chat Support
Click chat icon in bottom right (response in < 5 minutes)
Email Support
[email protected] (response in < 2 hours)
Schedule Training
Book 1-on-1 onboarding session with our team
Video Library
Watch training videos for each feature
Quick Links
Quick Start
Complete setup guide for new firms