Scope and change control for agencies and consultancies
Stop scope creep before it eats your margin.
Every “can you also…” is checked against what you sold, priced from your own rates and approved by the client — before your team starts the work.
Guided pilot for agencies and consultancies of about 10–100 people. One email when your spot opens.
- Works beside your task tool
- No AI guesswork on money or dates
- Nothing changes without your approval
- 1 · The client asks
“for the spring campaign we need a new landing page with a signup form. Can the team design and build it this month?”
- 2 · Checked against the agreementNot in scope
Your agreement says: “Design or build of new pages is not included”
- 3 · Priced before you reply
£5,860.00
42.0h at your rates · Within the current forecast
- 4 · The client decides
Change request CR-3
Approve, request changes or decline — on the record, then into the plan.
The problem
Scope creep doesn’t arrive as a change request. It arrives as “can you also…”
Each extra ask looks small, so it gets a quick yes. Together, those small yeses decide whether a project makes money.
Nobody checks the agreement
What was sold sits in a signed statement of work. When a request comes in, the scope is argued from memory.
Pricing a change takes too long
Working out hours, cost and new dates takes days, so the work often starts before anyone has agreed a price.
Approvals get lost in email
When the invoice goes out, there is no clear record of what the client agreed to, or at what price.
The result: unbilled work, late projects and difficult invoice conversations.
How it works
From “can you also…” to an approved, paid change in three steps.
Your team keeps working where it works today. AI-mated handles the part between the client’s ask and your yes.
Record what you sold
Upload your statement of work. It becomes a clear list of what is included and excluded, with the budget, hours and dates you agreed.
Check and price every request
Paste the email, or let the client send it from their portal. See at once whether it is in scope, what it costs at your rates and how it moves the dates.
Let the client decide, then update the plan
The client approves a clear proposal in their portal. The approved change updates the budget and plan, and delivery is checked against it every day.
What changes
Every change on the record, priced and agreed.
Get paid for extra work
Out-of-scope requests are spotted and priced before the work starts, not written off after it.
Answer clients with confidence
Reply with a price and a date based on your rate card and your team’s real availability.
End disputes with a record
Every request, price and approval is written down: who decided, when, and on exactly which proposal.
Catch overruns early
Daily checks on budget, dates and scope flag a problem in the week it starts, not on the invoice.
Safe to adopt
Built to fit the way you already work.
Keep your tools
Connect ClickUp or import a CSV from any tool. Your team keeps working where it is; clients never need an account there.
Numbers you can check
Prices, hours and dates are calculated from your data by tested rules, never guessed by AI. AI drafts the wording and cites its sources.
You stay in control
Nothing changes your plan, your task tool or what your client sees until someone on your team approves it.
Clients see only what you share
Your cost, rates and margin never reach the client portal, and client users are always free.
Works beside the tools you already use
- ClickUpLive
- CSV importLive
- GitHubLive
- SupabaseLive
- HarvestSoon
- AsanaSoon
- JiraSoon
Each workspace is isolated in the database, not just in the interface, and every decision is kept in an audit log. Terms and privacy
Who it’s for
For agencies and consultancies that sell projects against an agreement.
Teams of roughly 10–100 people running several client projects at once — and the owners, project managers and account managers who answer for the margin.
FAQ
Questions teams ask before they start.
Does AI-mated replace ClickUp, Jira or Asana?
No. It works beside your task tool. Your team keeps working where it is; AI-mated reads the data it needs to check scope, budget and dates. Today it connects ClickUp and imports CSV exports from any other tool. Asana, Jira and Harvest are planned.
Will the AI change my plans or email my clients?
No. AI-mated prepares; a person with the right role approves. Nothing is written to your task tool or sent to a client without a recorded approval from your team.
Where do the prices and dates come from?
From your rate card, the hours your team estimates or similar past work suggests, and the availability of the people who would do it. AI never produces hours, rates, dates or money.
What does the client see?
Only what you choose to share, project by project: progress, deliverables, their requests, the documents you share and what they pay. Never your cost, rates, margin or internal notes.
How long does it take to get started?
Connect ClickUp or import a CSV, then upload your statement of work. Sample projects let you try every step before you bring your own data.
Get started
Make the next “can you also…” a paid change.
Start with one project: record what you sold, and run the next client request through AI-mated.
We store your email, plus company and team size if you share them, only to contact you about access.