A revision is included when it refines work against the agreed brief, correcting inaccuracies or adjusting details within the original specification. A revision is chargeable when it introduces new requirements, alters previously approved milestones, or contradicts the signed scope of work.
Defining included versus chargeable work
Every project commissioned with Xylora Studios operates against an agreed brief, a formal estimate, or a package specification from our packages page. Work produced by our Creative and Technology departments is evaluated directly against these benchmarks.
Included revisions are minor corrective actions. These cover tasks such as adjusting typographic sizing, balancing colours within your supplied brand guidelines, correcting copy errors, or addressing bugs in software code that deviate from the functional specification. Included revisions must remain strictly within the boundaries of the original deliverables.
Chargeable revisions arise when the work required sits outside the approved baseline. Specific examples include: - Requesting structural layout or functional changes after a wireframe, storyboard, or architecture document has received written sign-off. - Providing updated branding, copy, or visual assets after the original assets have already been implemented. - Requesting additional design variations, features, or integrations not detailed in the project quote. - Reversing a design direction that your team previously approved in an earlier milestone. - Adding new stakeholder feedback late in the project lifecycle that contradicts prior instructions.
The assessment and quotation sequence
When you require changes during an active project, the request must follow a clear operational process to maintain project schedules.
1. Submission: Submit your revision notes through the Ask Xylo chat on this portal. Ensure all feedback from your internal team is consolidated into a single, prioritised list rather than fragmented messages. 2. Review: Operations & Client Services reviews your submission against the active scope of work. We cross-reference your request with previous milestone sign-offs. 3. Scope confirmation: If the work falls within the included revision allowance, it is scheduled directly with Creative or Technology. Our team operates Monday to Thursday, 09:00-17:00 GMT, with a first reply target of 24 hours. 4. Additional quotation: If the request involves out-of-scope work, Operations & Client Services will notify you. For bespoke additions, we provide a fixed-scope quotation within 48 hours of receiving your complete requirements. If you were referred to us, your agreed referral discount (typically 10-30%, as confirmed in writing on your quote) will apply to these additional services. 5. Authorisation and scheduling: Work on chargeable revisions does not begin until you approve the quote and settle the required invoice. 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.
Managing edge cases and scope disputes
Occasions arise where the boundary between an included tweak and a chargeable change appears ambiguous. In these situations, the original brief and signed milestone documentation serve as the definitive record.
If you believe a flagged change was covered under the original agreement, ask Operations & Client Services to review the specific clause or wireframe in question via the Ask Xylo chat. We will compare the written brief against the deliverable to reach a factual determination.
If you choose not to proceed with a chargeable revision quote, the project continues based on the previously approved milestone. We do not pause original deliverable schedules indefinitely while secondary revisions are deliberated.
Revision review checklist
Before submitting revision requests through Ask Xylo, run through this checklist to avoid unexpected costs and timeline delays:
- [ ] Have all internal decision-makers reviewed and approved the compiled feedback?
- [ ] Does this request contradict any written approvals or sign-offs given on earlier milestones?
- [ ] Are all replacement assets (copy, photography, logos) final, proofed, and provided in the correct formats?
- [ ] Does the request ask for new screens, pages, or features not listed in the original project quote?
- [ ] Is the feedback clear and actionable, avoiding open-ended or speculative exploration?