No upfront cost does not mean there is no commercial agreement. It means we take the initial development risk on a narrowly defined first workflow, and you begin paying for the running software only after that workflow is live.
The difference matters. A free prototype can be abandoned. A working workflow becomes part of operations, with an agreed subscription covering the system, support, and the next sensible improvements.
Start with one workflow
The right starting point is a process with a clear owner and an obvious cost: intake from a shared inbox, a document that gets retyped, a dispatch handoff, or an approval that lives across email and spreadsheets. It is small enough to ship, but meaningful enough that people will notice when it works.
Define acceptance before building
- Scope. Which request enters, which decisions happen, and where the completed record lands.
- Users and systems. Who uses it and what data or integrations are available.
- Acceptance criteria. What must be true for the workflow to count as live.
- Subscription trigger. The date or acceptance event that begins recurring billing.
This avoids the usual disagreement at launch, where we think the first release is a starting point and you expect every future need to be included. New workflows can still be planned, but they are not silently absorbed into the first commitment.
What the subscription pays for
A recurring fee is not a delayed project invoice. It pays for an operating system that stays useful: hosting or deployment support, monitoring, fixes, integration upkeep, security updates, and an agreed amount of ongoing product work. Material new scope should be priced or scheduled separately.
Data and deployment
You should always be able to export your business data in a usable form. The software can run on our managed infrastructure or, where appropriate, in your own environment. That deployment decision is separate from rights in reusable components and custom work, which belong in the written agreement.
The questions to settle before saying yes
- What is the one workflow worth funding first?
- Who on your side owns the decision and can test it weekly?
- What evidence will show it is live and usable?
- What does the subscription include after launch?
- What happens to data, access, and support if the relationship ends?
Frequently asked questions
Is this a free prototype?
No. A prototype can be abandoned; this is a production workflow that goes into daily use, with an agreed subscription covering the system, support, and continued improvement once it is live. We only take the development risk because both sides expect the result to be run, not shelved.
What happens if the workflow does not meet the acceptance criteria?
Then billing does not start. The acceptance criteria are written down before development begins precisely so this is a factual question rather than an argument. We either fix what is missing or, if the workflow turns out not to be viable, we say so.
What happens to our data and access if the relationship ends?
Your business data remains yours and can be exported in a usable format. Continuity, hosting, and the rights to custom work and reusable components are set out in the engagement agreement before development starts, so nothing about the ending is improvised.
Is custom software with no upfront cost really free?
There is no upfront development fee for the agreed first workflow, but it is a commercial engagement with a subscription that begins after agreed go-live and acceptance criteria are met.