Project flow
Every project follows the same clear path, so both sides always know what has been requested, what has been approved, and what is being delivered.
- First contact. You reach out, or we reach out to you, and together we confirm the business goal, the rough budget direction, the timing, and whether the project is a good fit for both sides.
- Discovery and requirements. We gather the details that shape the work: pages, screens, features, integrations, content, languages, user roles, admin needs, deadlines, and any business constraints.
- Quote and scope PDF. We prepare a written quote or project scope PDF that defines exactly what will be designed, developed, delivered, excluded, priced, and scheduled.
- Approval and first payment. The project starts once the quote is approved and the first payment is received. This is the moment scope, price, and timeline are locked in together.
- Milestone delivery. We deliver in phases, share progress at each milestone, collect your consolidated feedback, and move to the next phase according to the approved plan.
- Final handover. After final approval and full payment, we complete deployment, transfer the agreed files or access, and start any support and warranty window included in the quote.
The approved quote defines the scope
The final quote or closed project PDF is more than a price. It is the baseline for the whole collaboration, and it is what we design, build, test, and hand over against. If a detail is not written there, it is not included by default.
- Deliverables. The pages, screens, modules, dashboards, files, designs, documents, or deployments that will be delivered.
- Features and behavior. The specific actions the product must perform, including user flows, admin flows, integrations, and the expected results.
- Phases and timeline. The project phases, review points, dependencies, and the estimated delivery schedule.
- Payment schedule. The amount due before phase one, the amounts due at later milestones, and any final payment due before handover.
- Assumptions. What the price depends on, such as content availability, access, feedback speed, third-party tools, and technical constraints.
- Exclusions. What is not included, such as extra features, extra revisions, maintenance, hosting, content writing, or new integrations unless stated.
- Quote validity. Every quote is valid for the period stated on it. If approval comes after it expires, we may need to re-confirm the price and timeline before starting.
- Included revisions. The number and depth of revision rounds included at each milestone are written in the quote. Further rounds are welcome and are handled as change requests.
Project rules
These rules keep every project clear, fairly priced, and on schedule. They apply unless the approved quote or a signed agreement says otherwise.
Scope is set at approval
Once the quote is confirmed, the included work is what has been written and approved.
- The agreed price covers the deliverables, pages, screens, features, integrations, revisions, and services written in the approved scope.
- Ideas raised in calls, chat messages, meetings, or early drafts are included only when they appear in the final approved quote or scope PDF.
- Anything ambiguous is clarified, written down, estimated, and approved before it becomes part of the project.
- A feature is only committed once it is clear enough to design, estimate, build, test, and accept.
Payments follow the milestone plan
The payment schedule is part of the delivery plan, and it keeps the project moving predictably.
- The first payment is due before phase one begins, unless the quote clearly states otherwise.
- Later phases start and are released according to the payment milestones written in the quote.
- Overdue invoices may pause work, timelines, delivery, deployment, handover, and support until payment is received.
- Final source files, final deployment, credentials, and agreed handover materials are released once all due amounts are fully paid.
New requests are paid change requests
A change of mind, a new idea, or a new business need after approval is separate work, and treating it that way keeps pricing fair for everyone.
- Any new feature, changed behavior, extra page, extra screen, new integration, or extra revision after approval needs its own quote.
- Requests recalled or discovered later are still outside the current scope if they were not written in the approved quote.
- Work outside the approved scope is always estimated and approved before implementation, even while the project is in progress.
- Approved changes may adjust the price, extend the timeline, or reorder the milestones.
Acceptance is measured against the scope
Each milestone is reviewed against the written scope, not against expectations introduced later.
- We test included features against the approved behavior, acceptance criteria, and deliverables.
- A bug is an included feature that does not match the approved behavior. A request for new behavior is a change request, not a bug.
- Unless the quote states otherwise, each milestone has a five-business-day window for complete, consolidated feedback.
- If there is no response within the review window, the milestone may be treated as approved for scheduling, invoicing, and moving forward.
Ownership transfers on full payment
Final ownership and handover follow the completion of the agreed payments.
- You own the approved final deliverables once all due project amounts are fully paid, unless the quote states otherwise.
- idocode keeps ownership of its pre-existing tools, reusable components, templates, internal workflows, know-how, and general technical methods.
- Third-party libraries, platforms, subscriptions, domains, hosting, payment providers, and licenses stay subject to their own terms and costs.
- Unpaid, cancelled, draft, or rejected work remains idocode property unless a written agreement states otherwise.
Confidentiality and privacy
We handle your information carefully, and we ask for the same care in return.
- Business information, project details, private documents, credentials, and customer data shared with us are used only to deliver the project.
- Credentials and sensitive access are shared through agreed secure channels, and can be changed or removed by the client after handover.
- Both sides agree not to publicly share private project information, screenshots, data, or internal decisions without permission.
- idocode may reference completed work in its portfolio, unless the quote, an NDA, or a written instruction asks for the project to stay private.
Support and warranty
After handover, included features are covered for the warranty window written in the quote, and longer-term care is available separately.
- A warranty window covers fixes for included features that do not match the approved behavior, for the period stated in the quote.
- Within that window, we fix qualifying bugs at no extra cost. New behavior, new requests, or new environments are handled as change requests.
- Issues caused by third-party changes, hosting, external services, or edits made to the code after handover are outside the warranty.
- Ongoing maintenance, monitoring, updates, and improvements are available as a separately quoted support plan or retainer.
Cancellation and pausing
Either side can end or pause a project in writing, and the terms below keep that fair for the work already done.
- Either side may end the project with written notice. Completed milestones and work already in progress remain payable.
- Payments for phases that have already started are non-refundable, unless the quote states otherwise.
- A long period without client response may pause the project and free the schedule for other work.
- Restarting a paused or cancelled project may require rescheduling and, if prices or requirements have changed, a new quote.
Out of scope by default
The requests below are not included unless the approved quote explicitly covers them. They can absolutely be done, once they are priced and approved separately.
- Any new feature, module, dashboard, workflow, user role, automation, notification, or business rule.
- Changing approved behavior, logic, layout, user flow, design direction, or technical approach after approval.
- Extra pages, screens, sections, forms, languages, translations, emails, PDFs, reports, or admin tools.
- New integrations with payment providers, CRMs, APIs, booking systems, analytics, maps, messaging, or third-party software.
- Copywriting, product entry, image editing, data entry, data migration, legal text, translations, or brand assets, unless included.
- Ongoing maintenance, monitoring, SEO operations, marketing, content updates, support retainers, or post-launch improvements.
- Domain names, hosting, email accounts, paid plugins, subscriptions, app store fees, advertising spend, or external platform charges.
- Urgent work, weekend work, priority changes, or timeline acceleration that was not part of the approved schedule.
How change requests work
Change requests are welcome when a project needs to evolve. We simply treat them as new, paid work, and confirm them before implementation starts.
- Request it clearly. You send the new request in writing, with enough detail for us to understand the result you expect.
- We review the impact. We assess scope, complexity, risks, timeline, dependencies, and whether the current milestone needs to shift.
- We price it separately. We send a separate estimate or an updated quote. Work begins once it is approved in writing and any required payment is made.
- We update the plan. Approved changes are added to the current project, scheduled after launch, or handled as a separate mini-project.
What we need from you
Great collaboration works both ways. To deliver the approved scope on time, we rely on you for timely decisions and the materials the project needs.
- One decision-maker. Name one person who can approve scope, feedback, priorities, payments, and final acceptance on your side.
- Timely, consolidated feedback. Feedback works best when it is complete, written, and consolidated. Conflicting or late feedback can delay delivery.
- Required assets and access. Provide brand files, content, images, accounts, API access, hosting access, products, prices, and legal content when they are needed.
- Secure communication. Share sensitive credentials, customer data, and business information only through agreed channels, and keep them up to date.
Ready to start with clear rules?
Tell us what you want to build. We will turn your requirements into a precise scope and quote before any paid work begins.
This page supports project clarity and is not a substitute for a project-specific signed agreement or legal advice. For formal legal terms, please consult a qualified professional.
