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Pricing Policy

Last updated 04 April 2024

At Dot Tech, we are dedicated to providing transparent, flexible, and fair pricing for all of our projects. Our pricing structure is designed to ensure clients understand the costs associated with each stage of development, from initial consultation to final delivery. This policy outlines how we prepare estimates, structure quotes, issue invoices, and facilitate milestone payments for each project. Our commitment to transparency and collaboration ensures that our clients can make informed decisions and feel confident in our pricing practices.

1. Initial Consultation and Project Assessment

  • Free Initial Consultation: We begin with a complimentary consultation to understand the client’s needs, objectives, and vision for the project. During this session, we discuss the scope of work, project timeline, and any specific requirements. This conversation helps us assess the overall scale and complexity of the project, which is essential for preparing an accurate estimate.
  • Project Scope Definition: Following the consultation, our team works with the client to outline a detailed scope of work. This scope is the foundation for preparing estimates, quotes, and milestone breakdowns. By clearly defining each phase and deliverable upfront, we help avoid any misunderstandings or unexpected costs later on.

2. Pricing Structure and Estimate Preparation

  • Customized Estimates: Each project is unique, so we prepare a customized estimate that reflects the specific needs and goals of the client. Our estimates are based on a combination of factors, including project complexity, required features, and timeline. Estimates include a detailed breakdown of costs for different phases (e.g., design, development, testing) and provide clients with a clear picture of what to expect financially.
  • Flexible Pricing Options: Depending on the project, we offer different pricing models to suit our clients’ preferences. Options may include:
    • Fixed-Price Contracts: Ideal for projects with a well-defined scope and timeline. The client pays a fixed fee based on the agreed-upon milestones.
    • Time and Materials (T&M): For projects that may require ongoing changes or adjustments, we offer T&M pricing, where clients are billed based on the time and resources spent.
    • Retainer Agreements: For clients who need ongoing support or additional development after the initial project is complete, we offer retainer options to ensure continuous access to our team.

3. Quotes and Detailed Project Breakdown

  • Formalized Quotes: Once the estimate is approved, we create a formal quote. The quote is a comprehensive document that outlines all projected costs, timelines, and deliverables associated with the project. The quote is valid for a specified period (typically 30 days) to allow clients sufficient time for review.
  • Inclusions and Exclusions: Each quote specifies the work included in the scope, as well as any exclusions or optional add-ons that may incur additional charges. This level of detail ensures there are no hidden costs or surprises.
  • Project Timeline and Milestones: The quote also includes an estimated timeline for each phase of the project, along with key milestones. These milestones correspond with payment releases, allowing clients to track progress and approve each stage before moving forward.

4. Invoicing and Milestone Payments

  • Invoice Issuance: After the client approves the quote and we have a signed agreement, we issue the first invoice, typically covering the initial milestone or deposit. Invoices are issued at the start of each milestone, allowing clients to pay in installments as work progresses.
  • Milestone-Based Payment Structure: Each project is divided into specific milestones, and each milestone corresponds to a clearly defined deliverable. Payment for each milestone is due before work on that phase begins, which ensures a steady project flow and minimizes financial risk for both parties.
  • Payment Methods and Due Dates: Invoices specify the accepted payment methods (e.g., bank transfer, credit card) and include clear due dates. Clients can also set up automatic payments or choose an alternative payment schedule upon request.
  • Completion Approval Process: After completing each milestone, we submit the deliverables for client review and approval. The client’s approval triggers the next invoice and payment, allowing for seamless, step-by-step project progression.

5. Adjustments and Change Requests

  • Scope Adjustments and Additional Charges: We understand that project requirements can evolve, so we offer flexibility for adjustments. However, changes that fall outside the initial scope may incur additional charges. These charges are based on the added time and resources needed to accommodate the changes.
  • Change Order Process: When a change request is made, we issue a formal change order that details the additional work and its impact on cost and timeline. Once the client approves the change order, we update the project milestones and invoices accordingly.
  • Transparent Communication: We maintain open communication throughout the project to ensure clients are aware of any adjustments or changes in pricing.

6. Project Completion and Final Payment

  • Final Review and Approval: Upon completing the project’s final milestone, we provide the client with all agreed deliverables for a thorough review. Any final adjustments or fixes, as outlined in the contract, are made to ensure complete satisfaction.
  • Final Invoice: After the client approves the final deliverable, we issue the final invoice. This invoice covers any remaining balance due for the project, closing out the payment process.
  • Project Handover and Documentation: Once the final payment is received, we deliver all project documentation, source files, and any other agreed-upon assets. This ensures the client has full ownership and access to the completed project.

7. Refund and Cancellation Policy

  • Milestone-Based Refunds: If a client decides to cancel the project before work begins on a specific milestone, they may be eligible for a refund of any unused portion of the payment for that milestone, as per our refund policy.
  • Non-Refundable Milestone Payments: Payments for completed milestones are non-refundable, as work has already been performed and resources allocated. Refund eligibility is based on project completion status and compliance with our refund policy.
  • Partial Refunds for Exceptional Cases: In rare cases where we are unable to complete a project due to unforeseen circumstances on our end, we offer partial refunds for any incomplete milestones.

8. Ongoing Support and Retainer Options

  • Post-Launch Support: We offer ongoing support packages for clients who wish to maintain, update, or expand their project after the initial launch. Support packages can be customized based on client needs and are billed separately from the initial project.
  • Retainer Agreements for Continuous Collaboration: For clients with ongoing needs, we offer retainer agreements. Retainers ensure the client has continuous access to our development and support team at a fixed monthly or annual rate, providing consistent, proactive support.

9. Project Confidentiality and Ownership

  • Intellectual Property Ownership: Upon final payment, clients receive full ownership of the project deliverables, including source code and design files. All details regarding intellectual property rights are outlined in the signed agreement.
  • Confidentiality Assurance: We are committed to maintaining the confidentiality of all client information and project details. Any information shared with Dot Tech is protected under a non-disclosure agreement.

10. Contact and Support for Pricing Inquiries

  • For any questions about our pricing, payment methods, or terms, clients are encouraged to reach out to our support team. We are available to address any concerns and ensure clarity on all financial aspects of the project.

For more details or if you have any questions about our pricing policy contact us directly.