How we price work
No hourly rates, no estimates that grow. A fixed price for a written scope, and a fixed monthly fee to run it.
The three numbers
The build
A fixed price for the scope in the proposal. Every proposal is a fixed price for a written scope; there are no hourly rates and no per-user fees. VAT status is stated on every proposal. The payment schedule is set out in the proposal.
Hosting and support
A fixed monthly fee covering hosting, backups, monitoring, security updates and support. A fixed monthly fee, stated in the proposal. Cancel with the notice period in the agreement; you keep your data.
Changes later
Quoted in writing, fixed price, same as the original. No change is started until you have agreed it.
What affects the price
- The number of distinct screens.
- The number of roles (manager, staff, customer).
- Integrations: accounts software, card payments, text messages.
- How messy the data you are importing is.
- Whether customers or the public log in.
We will tell you which of these are driving the number, and what to drop to lower it.
What is always included
- A web application that works on phones, tablets and PCs, with nothing to install.
- Logins for each member of staff, with permissions (what a carer sees is not what the manager sees) and a log of who changed what.
- An admin area where you manage your own lists: staff, courses, sites, customers, prices.
- Reminders by email for anything with a date.
- Exports: CSV for the accountant, PDF for the inspector. Accounts integration where it is in scope (Xero at minimum).
- Hosting, backups, monitoring and security updates.
- Hosting we manage under UK GDPR, with a written data-processing agreement.
- Your data is yours and you can export it at any time. The agreement sets out your rights to the software so you are never locked in.
- Data import from your existing spreadsheet at go-live, staff training and a written guide.
VAT and invoicing
VAT status is stated on every proposal and invoice. Every invoice shows the agreed amount and, where it applies, VAT separately.
Questions about price
Is the first call really free?
Yes. If we ever propose a paid scoping session for a larger system, we say so before it starts, and it is credited against the build.
Can we pay monthly instead?
Ask us. The payment schedule is agreed in the proposal.
What if the price is more than we can spend?
Tell us. Most systems have a smaller first version that does the painful part first.
Do you charge per user?
No. The number of staff logins does not change the price.
- Fixed price, agreed in writing before we start.
- A working version in weeks, not months.
- Hosted, backed up and supported afterwards.
Tell us what is not working
A short call costs nothing and we will tell you plainly whether we can help.