Here's exactly what happens when you work with us.
From your first call to a working system in your hands — five steps, no ambiguity.
Discovery Call
We start with a conversation. You walk us through your business, the tasks that slow your team down, and what you'd like to see automated or improved. There's no commitment at this stage — just an honest discussion about whether we can help and what that might look like. We'll also ask questions you might not have considered yet. Our job isn't just to hear what you want built — it's to understand the problem well enough to identify the right solution.
Scope & Proposal
After the discovery call, we go away and do the thinking. We prepare a detailed scope document outlining what we'll build, how it will work, and what it will cost. You'll receive a clear proposal: scope of work, timeline, and investment. No vague estimates.
Most agencies scope exactly what you asked for. We scope what you asked for — and flag everything else we identified that could make your business run better. You decide what to act on.
What you receive
- Scope of work document
- Project timeline
- Cost breakdown
- Additional opportunities identified — for you to act on now or later
Alignment Call
We walk through the proposal together. You ask questions, push back on anything that doesn't feel right, and we agree on the scope, timeline, and cost before anything starts. If you want to adjust the scope — add something, simplify something, phase the build differently — we handle that here. Nothing moves forward until we're both aligned.
Build
Once the project starts, our Project Manager creates a detailed internal timeline and keeps you updated throughout. We schedule regular check-ins based on the project size — more frequent for larger builds, lighter-touch for smaller ones. You'll always know where things stand. You don't need to manage the build. You just need to be available for the check-ins and to tell us when something isn't quite right.
What you receive
- Dedicated Project Manager on your engagement
- Regular progress calls (cadence set at project kickoff)
- Updates at each milestone
- Clear communication — no unexplained delays
Handoff
When the build is complete, we don't just send you a file. We walk you through exactly how the system works, how to use it day-to-day, and what to do if something behaves unexpectedly. You'll also receive full written documentation — so anyone on your team can understand the system without needing to call us first.
What you receive
- Working system, fully tested
- Live walkthrough session
- Written documentation
- Optional: ongoing hosting and support retainer
Need us to keep it running?
Some clients choose to manage their systems internally post-handoff. Others want the peace of mind of our ongoing monitoring and maintenance. We offer an optional hosting and support retainer — a fixed monthly arrangement that covers hosting, system monitoring, updates, and priority access when something needs attention.
- System hosting and uptime monitoring
- Maintenance and updates
- Priority support response
- Minor adjustments as your workflow evolves