How working with us goes, and what you pay at each step

Before hiring anyone to build a system, nearly every buyer wants the same answers, and few ask for them outright. What is free? When do I start paying? Where does the number on the quote come from? And once it’s live, what am I still paying for?

This article answers all of it, in the order the work actually happens, from your first message to the months after launch.

1. A 30-minute call, at no charge

We talk about what you want to change, how the work is done today, who will use the system and what it has to connect to. By the next business day you have a written summary: two or three options and the one we recommend.

That is where the free part ends: one call and one written summary. If you’re an organisation and the person who decides wants to join, we’ll hold one more call.

2. The first paid step depends on what you need

After the call, the work takes one of four routes.

The features are clear and we can list them all on the call. We send a fixed quote straight away. Nothing to pay yet.
A new system that isn’t clear yet, or one that spans several departments or systems. It starts with a Blueprint: two to three weeks, from THB 120,000.
A system someone else built. It starts with a Takeover audit, from THB 90,000.
You have to do something with AI, but don’t know what yet. It starts with AI Start: one or two workshops, from THB 75,000.

The last three are paid in full upfront, on the same terms: if you go ahead with us within 60 days, the whole fee comes off the next stage of work. And whether you go ahead or not, every document is yours to keep, and any other vendor can quote from it.

1 Clear enough to list A fixed quote straight after the call. Nothing to pay yet.
2 Blueprint A new system that isn't clear yet. Two to three weeks, from THB 120,000.
3 Takeover audit A system someone else built. From THB 90,000.
4 AI Start AI, but which task? One or two workshops, from THB 75,000.

Fig. 1 Every route ends at one fixed quote. Go ahead within 60 days and the Blueprint, Takeover audit or AI Start fee comes off the next stage in full.

We don’t skip this step because a price given before anyone can list what will be built either carries a very large buffer or gets topped up later.

3. Where the fixed price comes from

We price a list of features, not the name of a system. Each line says who can do what, and under which rule: “A patient can move their own booking up to two hours before the appointment.” We estimate the work in each line, testing and documents included, and add it up to one price for the whole scope. Nothing is billed by the hour.

The quote says what you get, what isn’t included, how many payments there are and what you will see before each one. It holds for 60 days when it comes out of a Blueprint, Takeover audit or AI Start, and 30 days when we quote straight after the first call. The figure on the quote is the figure you pay, and you get a receipt for every payment. See a sample quote and the other documents.

The price changes in one case only: when the scope changes.

4. During the build: three payments, 40 / 40 / 20

Payment 1 (40%) when the contract is signed. You get the plan and the date of each demo. If you’ve already paid for a Blueprint, that fee comes off this payment.
Payment 2 (40%) once you’ve signed off the first demo, on a test system that really works.
Payment 3 (20%) once you’ve signed off the final demo, with everything in the scope done and ready to go live.

At every demo you try the system yourself. If something doesn’t match what was written down, we fix it before you sign off.

1 Contract signed: 40% You get the plan and the date of each demo. A Blueprint fee already paid comes off this payment.
2 First demo signed off: 40% On a test system that really works, tried by you.
3 Final demo signed off: 20% Everything in the scope done and ready to go live.
4 Warranty: 12 months If the system doesn't do what the scope says, we fix it at no charge.

Fig. 2 Each payment follows something you have seen and tried. The last fifth waits until everything in the scope works.

5. What’s included, and what you can add

Included in the price:

automated tests, and a test link you can open any time;
a written update every week: what’s done, what’s next, what’s blocked, with screenshots and steps to try the new work yourself;
the handover documents: a system map, how to deploy, how to restore a backup, and user guides;
source code in your repository and every account in your name, from the first day.

Yours to add, each priced separately in the quote:

a weekly video call;
working with your real users: interviews, user testing or training;
time on site at your office.

6. When you want to change something mid-way

That’s normal. Anything outside the written scope is priced as a change, and you see the price before any work starts, every time. If you agree, you pay 50% before we start and 50% on delivery. If you don’t, the original plan carries on as it was. Nothing shows up on an invoice that you haven’t already seen.

1 Outside the written scope Anything not written down is priced as a change.
2 Priced before any work You see the price first, every time.
3 Yes: 50 / 50 Half before we start, half on delivery.
4 No: the plan carries on As it was. Nothing shows up on an invoice that you haven't already seen.

Fig. 3 A change reaches you before it reaches an invoice. Whatever you decide, the original plan keeps going.

7. After handover

Warranty. For 12 months after handover, if the system doesn’t do what the scope says, we fix it at no charge. Entry products and fixes to code someone else wrote carry 3 months. The warranty doesn’t cover new work or changes you ask for.

Running costs. Servers, domains and the LINE OA plan are opened in your name and you pay the providers directly. We add nothing on top, and the quote already gives you an estimate.

Care, if you want it. If you’d like us to look after the system, there are three tiers, set by response time. Essential: the next business day. Business: within 4 business hours. Critical: within 1 hour, 24/7, when the system is down. From THB 35,000 a month. Every tier includes time each month for small changes, and Care is billed quarterly in advance.

You don’t have to take Care. The system and the documents are already yours, so your own team or another vendor can run it. If you need a change later, we quote it as a change, one at a time.

Only two discounts

The Blueprint, Takeover audit or AI Start fee, credited in full when you go ahead within 60 days.
5% off Care when you pay for a year upfront.

If your budget is below the price, we’ll work out what to leave out or move to a second phase, so the main goal is still met. The price comes down only when the work does, and we never cut testing or documents to make it smaller.

The whole path at a glance

A 30-minute call and a written summary of options: free.
Blueprint, Takeover audit or AI Start, when the need isn’t clear yet: paid upfront, credited if you go ahead within 60 days.
The build: a fixed price, paid 40 / 40 / 20, each part after a demo you sign off.
Changes along the way: priced before work starts, paid 50 / 50.
After handover: a 12-month warranty, running costs paid to the providers directly, and Care if you want it, billed quarterly.

If your purchasing or finance team needs every term in one place, it’s all on the procurement page.