Scope additions are evaluated against the initial statement of work and quoted either via standard package rates or as bespoke additions within 48 hours of receiving complete specifications.
Work on any expanded deliverable commences only after formal written approval and settlement of the corresponding invoice.
What constitutes a scope addition
A scope addition is any feature, deliverable, asset, or design revision that extends beyond the agreed requirements documented in the initial proposal or statement of work. While scheduled feedback rounds cover adjustments to agreed elements, additions introduce new requirements, extra functionality, or alternative creative directions.
For example, requesting an extra screen layout during an interface design phase constitutes an addition if the signed specification capped the screen count. In technical production, requesting third-party system integrations not identified during discovery will be handled as an addition rather than a routine sprint task.
How additions are routed and evaluated
When extra work is identified, requests should be submitted directly via the Ask Xylo chat on this portal. Operations & Client Services reviews the request against the active production timeline, consulting the Creative or Technology departments depending on the nature of the requirement.
1. Submission: You provide the specific requirements, context, and any assets relevant to the new deliverable. 2. Triage: Operations & Client Services logs the request within studio working hours (Monday to Thursday, 09:00–17:00 GMT). First response targets sit within 24 hours. 3. Departmental Assessment: Technology assesses feasibility, code architecture, or deployment dependencies; Creative evaluates asset production hours, stylistic continuity, and licensing needs. 4. Pricing Determination: If the requirement matches a standard deliverable, pricing is taken directly from the packages page. If the requirement is unique, a bespoke scope quote is produced.
Quotation timings and pricing structures
Bespoke quotes are supplied within 48 hours once a complete brief for the additional scope is received. If key parameters are missing, the 48-hour calculation begins once those details are clarified.
Pricing reflects the required production time, technical complexity, and departmental allocation needed to complete the work without destabilising current project milestones. If your account holds an active referral agreement via the ambassador programme, your standard 10–30% discount is applied directly to the addition quote and confirmed in writing.
Payment terms and project schedule adjustments
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. The same rule applies to scope additions:
- Standalone additions require 100% upfront payment prior to scheduling.
- Major milestone additions may follow milestone-based billing, agreed explicitly in the scope amendment.
- Production queues are reserved only after payment clears.
Introducing new scope often shifts overall completion dates. When a scope addition quote is issued, Operations & Client Services includes an amended delivery schedule. The revised project deadline becomes binding upon payment of the scope addition.
Common failure cases and delays
- Unclear briefs: A request lacking technical parameters (such as data sources, aspect ratios, or browser targets) cannot be priced. The 48-hour quote turnaround begins only after all operational requirements are documented.
- Out-of-hours submissions: Requests submitted outside operating hours (Friday through Sunday, or outside 09:00–17:00 GMT Monday to Thursday) are queued for triage on the next active studio working day.
- Assumed commencement: Instructing the team via chat to proceed without settling the accompanying invoice will not initiate production. Technology and Creative teams execute strictly against funded work packages.
- Unapproved schedule shifts: Delaying approval of a scope quote while expecting the original milestone date to hold is not possible; production halts on dependent items until the amendment is either approved or formally withdrawn.
Scope addition request checklist
Ensure your submission contains the following before logging it in Ask Xylo:
- [ ] Plain-text summary of the exact output required (e.g., specific file types, viewports, functionality).
- [ ] Identification of which existing project milestones this addition connects to.
- [ ] Any brand assets, copy, credentials, or references required to execute the work.
- [ ] Confirmation of internal budget sign-off for out-of-scope work.
- [ ] Acknowledgment that existing schedule milestones may adjust to accommodate the new items.