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Use case · Software or digital agency

For software and digital agencies: the feature that was not in the estimate.

Products, sites and apps built on a fixed scope with a backlog that keeps growing. The difficult question is not whether to build the extra feature, but on whose budget.

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The moment

Sprint three. The client’s product owner asks in the stand-up for a “small” admin export. The developer says sure. Three weeks later the export has filters, a schedule and a permissions model, the launch milestone has moved and the invoice conversation starts with “we never agreed to that”.

What fits

  • Connect ClickUp for tasks and time; GitHub and Supabase as read-only technical context
  • Request template “Software delivery”: Change request, New feature, Bug, Question, Decision, Feedback
  • Recommended preset for fixed-price builds: Health & scope control
CR-3 · Spring campaign landing pageMeridian Growth Retainer · Meridian Retail
  1. Received
  2. Proposal being prepared
  3. 3Waiting for your decision
  4. 4Approved
  5. 5In progress
  6. 6Completed

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

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

Sample workspace, analysed by the real rules engine.

The loop, for this kind of work

  1. 01

    Agreement

    The SoW’s deliverables and exclusions become reviewed scope statements; the estimate, rates and milestones become baseline v1.

  2. 02

    Request

    The admin export is recorded as a new feature — from the portal, a pasted message or the stand-up notes — and checked against the scope. The clause about reporting is quoted.

  3. 03

    Impact

    Hours by role from your rate card and similar past tickets, the earliest finish with the team you actually have, and the launch milestone’s new date, side by side.

  4. 04

    Decision

    The product owner approves the proposal in the portal; the approval is bound to that version. Or they decline, and the backlog stays as agreed.

  5. 05

    Approved work

    Baseline v2 is published, the tasks are created in ClickUp after your approval, and the SoW gets its “Change CR-n” section.

  6. 06

    Delivery

    Dependency and overdue checks watch the new tasks; GitHub and Supabase give the assistant technical context for “what is actually shipped?”.

Other use cases

Make the next request the first one on the record.

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

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