Studio Koraal is building a website for Lumen. During design, a second location is added to the request. This fictional project connects the brief, changes, customer approval and invoicing.
Review new requests against the agreed scope.
Robin at Lumen wants to use the appointment feature for a second location. Lina needs the original brief to answer. Was this extension agreed, does it affect the design and will the schedule change?
Keep the request with the customer project and connect it to the next review. Designers and developers can find the background. The request remains a change to assess instead of quietly becoming part of the job.
Can customers book an appointment at our second location too?
Agree scope and revisions before building further.
The example has an agreed project budget. That figure alone does not say how many locations or revision rounds are included. Specify the deliverables and which decisions the customer needs to make at each stage.
Prepare a proposal for an extension, including its effect on work and scheduling. Keep approval and any signed agreement beside the brief. The team then works from the same agreements as the person who prepared the quote.
Schedule the decision you need from the customer.
A design review is useful when everyone knows which version is being reviewed and what feedback is needed. Schedule the review and assign someone to process the response. An outstanding customer decision may affect the next work.
Use the project details and checklist for that handover. Keep feedback with the project so colleagues can see what has been addressed. Track the agreed delivery date together with the remaining work.
- Website with appointment booking10 Sept · 10:00 · Lina VosPlanned
- Autumn campaign11 Sept · 11:30 · Lina VosIn review
- Brand story12 Sept · 13:00 · Lina VosBrief
Let the customer find the shared documents.
A customer emails feedback and later explains a point by phone. At the next review, you need both beside the design. The project record gives conversations context, even when another colleague replies.
Share the brief, proposals and designs that are ready for the customer through the portal. Choose the version to share and which notes stay internal. Connect SignIQ to the agreement when a signature is needed.
Website with appointment booking. Design the website and appointment flow. The customer has requested a second location. The extra scope is awaiting approval.
Lumen · Robin Wester. Design the website and appointment flow. The customer has requested a second location. The extra scope is awaiting approval. Agreements and feedback are kept with this record.
Keep project instalments separate from ongoing support.
Before invoicing, check the agreed project instalment or extension and whether its billing milestone has been reached. The draft invoice belongs with the project and approval so the customer can follow its description.
Delivery may be followed by a separate support agreement. Recurring invoices can cover that agreement with its own period and amount. Specify the support included; a monthly invoice does not automatically put every new request inside the package.
Prepare the invoice from the job.
Check the agreed project instalment and approved extras before creating a draft invoice.
Website with appointment booking · AGE-2026-118
Amount and invoice date: as specified in the reviewed quote or agreement.Example data. Actions stay in this demo. Nothing is sent, signed or invoiced.
Set up projects around what your agency delivers.
Websites, campaigns and branding projects have different decision points. Choose fields for scope, feedback and delivery, with statuses that make progress clear. Keep the customer, quote and documents accessible around them.
Adapt the setup below. Start with a frequent project and check that both the maker and project manager have enough information to continue.
Turn your work into an initial setup.
Try a proposal, edit it and see the result in this demo. This example uses preset proposals for each workflow. Later, you can work with Rio on a personal example for your business.
Changes apply only to this demo and are cleared when you reload or switch industries. We discuss availability and the setup of your own workspace with you personally.
