Initial scoping discussions and brief assessments are carried out at no cost. Deep technical or creative discovery that yields standalone documentation, technical architectures, or bespoke roadmaps is billed as a dedicated engagement.
Preliminary scoping versus formal discovery
Xylora Studios does not charge for initial discussions required to determine whether a project is viable. When you submit an enquiry through the portal, Operations & Client Services evaluates the requirements to establish if they fit within an existing setup on our packages page or require a bespoke estimate.
However, when a project requires extensive technical investigation, systems architecture mapping, or deep creative strategy before production can even be estimated, this work is treated as a paid discovery phase. Paid discovery is not an extended sales conversation; it is an active working phase delivered by our Technology or Creative departments that produces tangible engineering and strategic assets for your business.
How preliminary scoping operates
Every prospective project begins with free scoping managed by Operations & Client Services:
1. Initial submission: You submit your brief, project objectives, and any existing documentation via the Ask Xylo chat on this portal. 2. Triage and review: Operations & Client Services assesses your documentation against our operating capacity and technical capabilities. Our first reply target is 24 hours (our working hours are Monday to Thursday, 09:00 to 17:00 GMT). 3. Clarification: If critical details are missing, we raise specific questions in the chat to define the scope boundaries. 4. Direction: If your requirements map directly to our pre-defined service catalogue, we direct you to the packages page. If your requirements are fully specified but unique, we issue a bespoke quote within 48 hours of receiving a complete brief. If the project's technical scope cannot be calculated without rigorous research, we quote a paid discovery sprint.
When formal discovery is billed
A paid discovery phase is necessary under specific operational conditions:
- Complex technical integrations: The project requires our Technology department to audit third-party APIs, database schemas, or legacy codebases to establish build feasibility.
- Unresolved business logic: The target workflow contains complex edge cases, multi-tiered user permissions, or multi-platform interactions that must be documented into a formal specification before development begins.
- Ambiguous creative scope: The visual direction or information architecture requires wireframing, user journey maps, or brand component prototyping before production assets can be accurately priced.
When paid discovery is commissioned, we issue a bespoke quote for that specific phase. If you have been referred to us by an existing partner, your 10–30% referral discount will be confirmed in writing on the quote itself, and your referrer earns commission via our ambassador programme.
What you must supply
To complete either a preliminary review or a formal discovery phase without delays, you must provide:
- An outline of the primary business outcome and technical goals.
- Access credentials or read-only tokens for any external repositories, APIs, or legacy platforms under review.
- Existing brand assets, design systems, or data models where relevant.
- A designated internal point of contact authorised to make binding architectural and scoping decisions.
Deliverables, terms, and failure cases
At the conclusion of a paid discovery phase, you receive complete ownership of all generated deliverables. These typically include technical specification documents, infrastructure diagrams, and step-by-step production roadmaps.
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.
Two primary failure cases can emerge during discovery:
- Discovery reveals project inviability: Deep architectural investigation may prove that your target feature set cannot be built within your technical or licensing constraints. Production will not move forward, and the discovery fee is not refunded; the deliverable in this scenario is the risk audit explaining precisely why the build should not proceed.
- Client does not proceed to build: You are under no obligation to build the final product with Xylora Studios after discovery concludes. The specifications produced are completely portable, allowing you to execute them with an internal team or a third-party vendor.
Discovery readiness checklist
Before requesting an assessment, ensure you have:
- [ ] Submitted all existing briefs and requirements through the Ask Xylo chat.
- [ ] Clarified whether your budget accommodates a separate specification phase if required.
- [ ] Confirmed that your internal decision-maker is available during working hours (Monday to Thursday, 09:00 to 17:00 GMT).
- [ ] Verified whether you hold an ambassador referral to secure a 10–30% discount on the quote.