How it works

From the original agreement to the delivered change, in six stages.

Each stage below is shown on the sample workspace, analysed by the real rules engine: a growth retainer whose client asked for a landing page that was not in the agreement.

01Agreement
02Client request
03Impact
04Decision
05Approved work
06Delivery

01 · Agreement
Record what was sold.
Upload the statement of work or write it in AI-mated. Scope statements are reviewed as included or excluded, each tied to the passage it comes from. Budget, rates, planned hours and dates become baseline v1.
Who
Project manager or owner
On the record
A published baseline (immutable — a change creates v2) and reviewed scope statements with their source passages.
Scope › BaselineMeridian Growth Retainer · Meridian Retail
Agreement in force
Published
Baseline v1
Published1 Jun 2026
Approved budget£8,000.00
Agreed end date18 Dec 2026
Approved changes0
Immutable. An approved change creates v2.
Reviewed scope statements
From the SoW · reviewed by a person
Monthly conversion optimisation of existing pagesIncluded
Ongoing support and bug fixes on the current siteIncluded
Design or build of new pages is not includedExcluded
Requests against this agreement
New landing page for the spring campaignOut of scope
02 · Client request
Capture the ask in the client’s words.
The client sends it from the portal, or you paste the email or describe it in chat. The request is compared with the agreed scope and the clause it touches is cited. You choose the route: take it on, ask the client, convert it to a change request or decline with a reason.
Who
Client, account manager or project manager
On the record
The request, its kind, the cited scope statements and your triage decision.
Request · New landing page for the spring campaignMeridian Growth Retainer · Meridian Retail
What the client asked
Client portal · 11 Sept 2026
Hi both — for the spring campaign we need a new landing page with a signup form. Can the team design and build it this month?
Scope check
Matches excluded scope
Cited from the agreed scope
“Design or build of new pages is not included”
Project manager’s decisionOut of scope
WarningRaised by the possibleScopeChange check
Work outside the agreed scope is not covered by the budget until a change request is approved
03 · Impact
Know what it costs before you answer.
A guided assessment prices the work from your rate card and similar completed work, schedules it against the people actually available and re-runs the health checks on the changed plan. Price, cost and margin come as a band; the model never supplies a figure.
Who
Project manager, with the delivery lead
On the record
A versioned proposal: lines, hours, price band, billing treatment, timing, assumptions.
CR-3 · AssessmentMeridian Growth Retainer · Meridian Retail
Impact on the project
Deterministic
Landing page design · Designer16.0h
Build and sign-up form · Developer20.0h
QA and launch · QA6.0h
low
£4,720.00
expected
£5,860.00
high
£7,640.00
Price to the client at the rate card, with the range of similar past work.
Internal cost£3,310.00
Margin on the change£2,550.00
Earliest finish with today’s capacity21 Sept 2026
ScheduleWithin the current forecast
Health after the changeOn trackOn track
Proposal v1
Waiting for your decision
£5,860.00Time and materials · 42.0h
Decision requested by 23 Sept 2026 · approval becomes baseline v2
04 · Decision
The client decides on a proposal, not on a thread.
The proposal shows price, timing and assumptions. Client approvers decide in the portal — approve, request changes or decline — or you record a decision taken elsewhere. A teammate can be asked to review a draft first.
Who
Client approver; owner or delivery admin for internal gates
On the record
An approval bound to the proposal version and its content hash: who decided, when, and on exactly which text.
Client portal · CR-3 Spring campaign landing pageMeridian Retail
Received
Proposal being prepared
3
Waiting for your decision (current step)
A proposal is ready for your decision.
4
Approved
5
In progress
6
Completed
£5,860.00Time and materials
Effort42.0h
TimingWithin the current forecast
Decision requested by23 Sept 2026
Assumptions. You provide the campaign copy and the sign-up tool account.
What the decision records
DecisionApproved · Changes requested · Declined
ByA client approver, named, in the portal — or the PM, recording a decision taken elsewhere
OnProposal v1 and its content hash — this text, not “the latest”
ThenDraft baseline v2 for the PM to publish
Internal gates work the same way: ask a teammate to review the draft, and their answer is an approval bound to the same version.
05 · Approved work
The approval becomes the plan.
An approved change drafts the next baseline for you to publish, adds a “Change CR-n” section to the SoW from client-safe facts, and offers to create the tasks in ClickUp — after your recorded approval, never on its own.
Who
Project manager
On the record
Baseline v2, the SoW amendment draft, the tasks written to your tool, every step in the audit log.
CR-3 · ApplyMeridian Growth Retainer · after the client’s approval
Apply checklist
Each step needs you
1Publish baseline v2v1 + CR-3 at £5,860.00
2Add “Change CR-3” to the SoWDrafted from client-safe facts; you edit, then approve the version
3Create the tasks in ClickUp3 tasks, one per line — written after your recorded approval
4Set delivery statusPlanned → in delivery → delivered; the client may accept delivered changes
Tasks to create in ClickUp
Write-back · after approval
Landing page design · Designer16.0h
Build and sign-up form · Developer20.0h
QA and launch · QA6.0h
Scheduled peopleLena Vogt, Jonas Weber, Marta Kline
Earliest finish21 Sept 2026
Create-only and idempotent: a retry never duplicates a task. Nothing is deleted in your tool, ever.
06 · Delivery
Delivery is watched against the updated agreement.
Deterministic checks run on every sync and every morning: budget, dates, dependencies, capacity, scope. Findings arrive with evidence and a confidence you can see. Internal and client reports are assembled from the same facts; the client version never carries cost, rates or margin.
Who
Everyone — each morning’s queue says what needs whom
On the record
Analysis runs, grouped issues with evidence, approved reports with their content hash.
DeliveryMeridian Growth Retainer · analysed daily
The plan after the change
Re-checked
HealthOn trackOn track
Forecast margin, before → afterUnknown → Unknown
ScheduleWithin the current forecast
Checks re-runevery sync and every morning
Findings arrive with evidence, a confidence and its reason. Checks that cannot run read “No data”, never on track.
What the client sees
no cost, rates or margin
Meridian E-commerce Replatform
Needs attention
Agreed end date18 Dec 2026
Forecast completion15 Nov 2026
Approved changesCR-3 · £5,860.00
Status, timeline, deliverables, requests, shared documents, approved reports and what they pay.

What it reads, and the one thing it writes

Connections read tasks, time, dependencies and technical context. The only writes are to ClickUp — task dates, assignees and new tasks for an approved change — each after a recorded approval, only where write-back is switched on, and nothing is ever deleted.

ClickUpLive
CSV importLive
GitHubLive
SupabaseLive
HarvestSoon
AsanaSoon
JiraSoon

When the data is missing

Real project data is incomplete. A check that cannot run reads “No data” and says what is missing; confidence goes down to match. Nothing is shown as on track by default, and a failed sync never deletes the last valid analysis.

Numbers come from rules. Budget, forecast, margin, dates and capacity are calculated by plain, tested code. The same data always gives the same answer.
AI explains, and cites. Language models read documents and write explanations. Every claim must cite evidence we supplied; when the evidence is thin, the answer is “unknown”, not an estimate.
People approve. Nothing changes a plan, budget, assignment, task tool or client message without an approval from someone whose role allows it.
Missing data is never healthy. A check that cannot run reads “No data” and says what is missing. Confidence goes down to match; nothing is shown as on track by default.

Run the next request through the loop.

Guided pilot for agencies and consultancies of about 10–100 people. One email when your spot opens.

Get early access See the features

From the original agreement to the delivered change, in six stages.

Record what was sold.

Capture the ask in the client’s words.

Know what it costs before you answer.

The client decides on a proposal, not on a thread.

The approval becomes the plan.

Delivery is watched against the updated agreement.

What it reads, and the one thing it writes

When the data is missing

Run the next request through the loop.