A quote issued by Xylora Studios remains valid until the expiry date explicitly stated on the document, provided the underlying scope and schedule remain unchanged. To lock in the agreed scope, pricing, and studio production dates, you must confirm acceptance and pay the required deposit before that date passes.
Quote issuance and validity periods
All bespoke estimates are prepared by Operations & Client Services in coordination with our Creative and Technology departments. Bespoke quotes are delivered within 48 hours of receiving a complete, finalized brief. If your project is built around standardized studio tiers, baseline pricing is listed directly on the packages page, though custom additions will still require a written quotation.
Every bespoke quote contains an explicit expiry date. This window protects the commercial terms against capacity shifts, third-party software licensing changes, and resource availability across our studio teams. Because our production calendar operates to strict project allocations, we do not hold delivery milestones or studio capacity on unaccepted quotes.
How to lock in your quote
A quote becomes a binding production agreement only when two conditions are fulfilled within the validity window:
1. Written sign-off: You must confirm acceptance of the proposal and deliverables through your client portal or as instructed on the quote sheet. 2. Deposit receipt: The initial invoice must be settled. 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.
If you entered the studio through an active referral, verify that your discount is explicitly visible on the proposal before approving it. Referred clients typically receive between 10% and 30% off standard bespoke rates, which must be confirmed in writing on the quote. This discount also triggers the referral attribution within our ambassador programme, ensuring the referrer receives their corresponding commission.
What voids a quote
A quote automatically lapses under any of the following circumstances:
- Date expiry: The document reaches its stated expiry date without both formal approval and cleared deposit payment.
- Scope alterations: Any adjustment to the requirements—such as adding deliverables, changing technical platforms, or shifting turnaround timelines—renders the original commercial terms void. Operations & Client Services will need to review the changes alongside Technology or Creative to issue an updated breakdown.
- Delayed source materials: If project commencement relies on client-supplied assets, credentials, or copy, and these cannot be delivered to match the target start date, the schedule and associated quotation will be withdrawn and rescheduled based on current studio workload.
Handling expired quotes
When a quote expires, it is marked as archived within our systems. To reopen work on an expired proposal:
1. Reach out to the studio using the Ask Xylo chat on this portal. 2. State the reference number of the expired quote and list any adjustments to your requirements, timeline, or asset availability. 3. The team will log the enquiry. Our first reply target is within 24 hours during working hours (Monday to Thursday, 09:00 to 17:00 GMT). 4. If capacity and requirements remain viable, Operations & Client Services will issue an updated proposal or extend the original deadline within 48 hours of your updated brief.
Please note that refreshed quotes may reflect revised scheduling or updated rates if studio availability has shifted since the initial assessment.
Client checklist for quote approval
Before accepting a quote, ensure you have addressed the following items:
- [ ] Confirm the deliverables match your brief across design, technical scope, and functionality.
- [ ] Check that any referral discount (10–30%) is clearly itemised on the commercial breakdown.
- [ ] Ensure project stakeholders are available to provide sign-offs and feedback according to the proposed milestone dates.
- [ ] Prepare settlement of the initial deposit via approved payment methods.
- [ ] Complete sign-off and payment before 17:00 GMT on the date of expiration.