Client Onboarding Documents

Scoping & Quality Assurance

Handover & Client Testing

Flexible logic and scope extensions

Bugs & issues

Our Prioritisation Logic

Explore

Development Services

Ad hoc Development

Continuous, seamless delivery of your automation and integration requests.

Welcome

Hi! We’re looking forward to working with you to automate your business processes and help you to unlock valuable time and skill to work on more strategic issues and opportunities.

We’ve discussed an ad hoc arrangement. This document provides an overview of what it is, how it’ll work and the tools involved.

In the email that sent you here, there is also a link to our engagement form to get started. If you like what you see, please click that to begin!

Agreement

Contract Type: Ad hoc

Description: We will work on tasks as you send them to us in a reactive manner. Your requests will be scheduled around existing contractual commitments (prepaid, retainer, project-based) and executed in order of oldest to newest unless explicitly instructed of a higher priority. All of your requests will be queued in a dedicated list that you will be able to view online (along with live status).

Rate: Our standard hourly rate is applicable unless another rate is discussed or a fixed-fee/fixed-scope project agreed, you may choose your preferred payment currency from: GBP, USD, EUR and your bills will be converted into your desired currency at the midmarket rate at the time of invoice creation. VAT will be applied at the applicable rate (according to your locality and any applicable cross-border taxation laws). Upon acceptance of our terms, we will get started and time spent on your account will be billed in 30m increments for consulting, workflow development or training.

Requirements Specification: Clients on our ad hoc programme are responsible for providing exact instructions about the desired outcomes of each workflow they request, we will provide a form interface for you to indicate your requirements (see intro video below).

Master Services Agreement: All of our engagements are governed by our

Master Services Agreement⁠

. We’ve done our best to keep this simple and streamlined and have banished legalise

Methodology

Here’s Alistair Wilson, Managing Director of Compound explaining how we provide ad hoc services to clients.

⁠

Project Stack

Project Whiteboard

We use Miro as our shared whiteboard. We expect that before we build / code something, we’ll map out a high-level overview of what we’re aiming for. Miro provides the place for us to do that with a minimal learning curve and maximum visual enjoyment.

We’ll use a single infinite canvas with multiple areas for different aspects of your project. Your link to your whiteboard will be documented in the Accesses section

Action Management & Dependencies

We will provide you with view-access of your automation pipeline board. We try and keep this space clean and tidy with maximum pragmatism. If you would like to discuss any of the contents on this board, you can raise it with your primary contact at any point.

Documentation

Whatever written documentation is required, we will produce and share in

Coda⁠

as part of our handoff procedure. This is what Google Docs should have been building and we promise you’ll love it,

if you give it a try⁠

Video documentation. Why tell you what to do when we could show you? That’s why we use Loom. Once you’ve

made and shared your first Loom⁠

, we think you’ll never go back!

Communication

We anticipate that in general you will be able to make 80% of what you want very clear through the request form and we don’t want to bog you down with lengthy meetings – you have a business to run and optimise... So here is our approach to communication:

Principles

Sync vs Async communications

Asynchronous communications are important for distributed teams working across timezones to facilitate consistent progress toward your objectives. As a rule of thumb, we will default to this mode for our everyday interactions, but where an interaction requires two or three back and forth responses - we synchronise via a video or voice call.

Synchronous: For all engagements other than ad hoc, we will agree on a routine of weekly sync calls to check in with each other and to maintain alignment on your highest priorities.

Prefer High Bandwidth

We encourage the use of higher fidelity media for communications, and recognise text-based comms is the lowest form - but sometimes convenient.

Pragmatic

We’ll keep the language accessible to the layperson, hold us to account on this.

We’ll endeavour to understand your business, but may not get the ins and outs of your business logic and everyday dictionary for a while.... so please bear with us, and better, teach us.

Touch Points

Everyday Tactical: Slack

For any engagement where it’s likely we’ll keep working with you, we will create a shared Slack channel involving all of the stakeholders you tell us about in the engagement form. We welcome the use of voice and video notes here. When using video notes, please also feel free to share your screen for more context.

For ad hoc tactical chats, we opt for huddles in Slack (which facilitate cross-border calls free of charge).

High Fidelity Feedback: Loom

Where feedback is requested or a relatively complex question is being asked (preceding a key decision), we prefer to use Loom. This facilitates quick capture of those ideas and questions and normally speeds up the process of establishing understanding.

Sync Calls: Whereby

We default to Whereby for synchronous meetings, including our Weekly Sync Meeting [Project + Retained Services]

Note: For the purposes of ensuring that we obtain a full understanding of your requirements we default to RECORDING ALL of our video calls. This allows our team to go back through to ensure we understand. If doubts are raised, we’ll come back to you for clarification.

Infrastructure & Toolset

Backend Solutions

Airtable - Connected app platform and nocode interactive backend

Coda - Internal tools with lower data volume, but highly interactive backend

Xano - Data Intensive applications with custom front-end

Front-end Platforms

Shopify - Ecommerce (also offer frontend dev on Shopify)

Webflow - Data driven CMS sites

WeWeb.io - Interactive web apps

Integration Tools

Make (formerly Integromat)

Zapier

Python/Javascript - where code is required

Frequently integrated apps

eCommerce Platforms

Shopify

Wordpress + Woocommerce

Webflow

EKM

BigCommerce

Accounting

Xero

Quickbooks

Stripe

Kashflow

Sage

Data Operations

Data transformation

Working with arrays: JSON, XML

CSV, Excel and Sheets

Custom API calls

CRM

Pipedrive

Hubspot

Salesforce

MRP / ERP

Katana

Salesforce

Database & Backend

Xano

Airtable

Work OS

Monday.com

ClickUp

Coda

Slack

Google Sheets, Google Drive

Dropbox

Excel

Jotform

Comms

Slack

Twilio

Gmail

Outlook

HubSpot

Zoom

Calendly

SavvyCal

Email Automation

Active Campaign

Autopilot

HubSpot

⁠

Data Privacy and Security

Utility User - All new accounts created will make use of your utility domain user, requested in your engagement form. The purpose of this approach is to isolate any actions taken by an automated system from those taken by people. This enables accurate tracking of the productivity of your automations, keeps a clean audit log for troubleshooting, enhances reliability and security.

An example utility user would be bot@yourdomain.com

1Password - All credentials will be created, maintained and shared within a dedicated password vault. Your project stakeholders will receive guest access to this for the duration of our engagement.

2FA - Where available, two-factor authentication will always be used to maximise protection of your confidential data. This will be handled natively via 1Password. If not available, the utility user email address will be used.