Yes, deliverables can be added mid-project through a formal scope variation or a secondary brief. Every addition requires operational review, an updated production timeline, and agreed commercial terms before any work begins.
How scope additions are evaluated
When a request for extra deliverables arrives mid-flight, it cannot simply be folded into ongoing sprint tasks. Doing so creates delivery risks for the assets already committed in your primary schedule.
Operations & Client Services handles the initial intake. They determine whether the new request falls under Creative, Technology, or a blend of both departments. The technical and creative leads assess:
- Resource capacity within current studio schedules.
- Dependencies between the active project build and the requested asset.
- Potential delay to agreed milestone review points.
- Whether the addition is an expansion of the existing milestone or cleanly segmented as a secondary phase.
If the addition threatens the agreed critical path of your live deliverables, we will schedule the extra items to begin immediately after the main delivery or handle them as a standalone project.
The scope change sequence
To ensure transparency and prevent unapproved billing, mid-project additions follow a standard four-step operational sequence:
1. Submission: You submit the request via Ask Xylo chat on this portal, outlining the required items, their technical format, and the business reason for the addition. 2. Assessment and Clarification: Operations & Client Services reviews your submission against current production capacity. We aim for a first reply target within 24 hours during working hours (Monday to Thursday, 09:00–17:00 GMT). If details are missing, we will clarify technical requirements with you before moving to pricing. 3. Quoting: If the deliverable matches a fixed unit from our package work, it is priced in line with the packages page. Bespoke additions are scoped individually, and we issue a formal quote within 48 hours of receiving a complete brief. If you joined Xylora Studios through our ambassador programme, any eligible referral discount (typically 10–30%) confirmed on your original quote will be reflected in writing on eligible additions. 4. Sign-off and Invoicing: Once you approve the quote in writing, an invoice is generated. 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. Work on the new assets commences only after payment clears.
Timelines and delivery implications
Adding items mid-stream almost always shifts delivery dates. When a quote is issued, it explicitly states how the additions affect your current deadlines. There are two primary outcomes:
- Integrated delivery: The new items are merged directly into the active schedule. This generally pushes your intermediate reviews and final sign-off date out by the number of production days required to build and quality-check the new components.
- Sequential delivery (Phase 2): The active project proceeds to its original target delivery date without disruption. The new deliverables enter the production queue to run immediately following final sign-off of Phase 1.
Sequential delivery is our default recommendation for projects with hard external launch dates, such as live campaigns, event deadlines, or retail rollouts.
Failure cases and blocked requests
We cannot accommodate mid-project additions in the following scenarios:
- Final QA and sign-off window: If a project has entered its final testing, rendering, or staging review, new assets cannot be added to the active milestone. You must sign off the current delivery before subsequent work commences.
- Incompatible technical dependencies: If a requested technical feature contradicts architectural decisions already deployed by our Technology department, the request will be declined or quoted as a separate rebuild.
- Unresolved briefing inputs: If you cannot supply the necessary source files, copy, or structural guidelines, the quote will not be generated and the existing timeline will proceed unchanged.
Mid-project addition checklist
Before submitting your request via Ask Xylo, ensure you have prepared the following:
- A concise description of the new deliverable, including exact file formats, dimensions, or technical environments.
- Supporting assets (copy, reference imagery, third-party credentials, or raw brand files).
- Identification of whether your live project has a fixed, immovable launch date.
- Confirmation of who within your team holds budget authority to approve the scope addition in writing.