Yes, bespoke quotes can be structured into phased deliveries, provided each stage has a clearly defined scope and agreed completion criteria.
Operations & Client Services breaks down the work during scoping, issuing a schedule where each phase operates under its own deliverable boundary and deposit gate.
How phased quoting works
Phased quoting applies primarily to bespoke scopes managed across our Creative and Technology departments. Standard packages listed on the packages page follow fixed single-cycle delivery schedules and cannot be subdivided unless converted into a bespoke agreement.
When scoping multi-part briefs, we separate work into distinct structural stages—such as strategy and wireframing, core visual build, and technical development. Bespoke quotes are produced within 48 hours of receiving a complete, finalized brief during studio hours (Monday to Thursday, 09:00–17:00 GMT).
Each phase receives its own line-item cost, defined delivery targets, and explicit sign-off criteria. A phased quote prevents you from paying upfront for later deliverables that rely on earlier approvals, while allowing the studio to schedule engineering and design time cleanly.
Requirements from your side
To split a quote into phases, your brief must allow for functional separation. We cannot phase a continuous deliverable where assets cannot be frozen independently.
You must provide:
- Clear dependency mapping: An understanding of which assets or approvals dictate the start of subsequent stages.
- Phase-specific sign-off authorities: A designated stakeholder authorised to review and formally approve each phase without delay.
- Prerequisite asset timelines: All initial materials (copy, brand files, API credentials, or structural preferences) required for that specific phase submitted prior to its kickoff date.
Production sequence and payment gates
Phased production follows a strict operational sequence designed to prevent scope bleed:
1. Scoping and sign-off: Operations & Client Services confirms the phased schedule on your bespoke quote. You accept the terms via the client portal. 2. Phase deposit: You pay the initial deposit invoice for Phase 1. Deposits are non-refundable once your production slot is held. Before work begins, sums not yet earned are refunded pro rata; after work begins, completed work and booked time are charged. Defects are fixed free of charge within the acceptance window. The full terms are on the Refund Policy page of the main site. 3. Phase execution: Creative or Technology teams execute the tasks allocated to that milestone. 4. Review and sign-off: You review the deliverables against the agreed acceptance criteria. Feedback must be consolidated within the phase boundary. 5. Phase closing invoice: Once Phase 1 is approved, the completion balance for that phase is invoiced and settled. 6. Subsequent phase initiation: Phase 2 deposit is issued. The studio does not commence work on subsequent phases until the previous phase invoice and the upcoming phase deposit are settled.
Referral discounts on phased work
If you were introduced by an existing partner through our ambassador programme, your 10–30% referral discount is applied proportionally across all agreed phases. The exact percentage is confirmed in writing on the formal quote. The referring ambassador’s commission is calculated and disbursed per completed, paid phase rather than at initial contract signing.
Failure cases and scope shifts
Splitting a quote requires strict discipline regarding scope control. Common operational breakdowns occur when:
- Cross-phase revisions: Requesting changes to Phase 1 assets while Phase 2 or 3 is already underway. Completed phases are locked; subsequent adjustments must be quoted as supplementary change orders.
- Payment halts between phases: Pausing between phases for more than 14 calendar days releases your studio resource allocation. If production stalls, your project goes back into the studio scheduling queue when payment resumes.
- Unresolved dependencies: If third-party materials needed for Phase 2 fail to arrive before Phase 1 ends, the studio stops work and moves Phase 2 kickoff to the next available production window.
For questions about adjusting an active schedule or reviewing your phase boundaries, open a query through Ask Xylo on the client portal.
Phased quoting checklist
- Brief reviewed to ensure work can be decoupled into distinct milestones.
- Full brief submitted for bespoke turnaround (48-hour SLA during Monday–Thursday working hours).
- Sign-off criteria documented for each stage.
- Milestone billing schedule and non-refundable deposit terms accepted.
- Ambassador referral discount confirmed in writing on the quote (if applicable).
- Single stakeholder identified for milestone sign-offs.