Understanding quotes & invoices
How Chykalophia's quotes and invoices work — what's included, how to read them, when payment is due, and what to do if something looks wrong.
Getting a quote or an invoice shouldn't be confusing. This guide explains how our quotes and invoices work, what the line items mean, and what to do if you have questions.
Quick summary
Quotes describe the work and the cost before we start. Project work and retainers are due in full before work begins. The Boring Stuff is billed monthly in advance. Balances 30 days past due begin to include late penalty fees under all contracts. If anything looks unclear, email support@chykalophia.com.
Understanding a quote
A quote is a document we send before starting a new project or a significant piece of additional work. It outlines:
- What's included — the scope of work, broken down by deliverable or phase
- What's excluded — anything explicitly out of scope
- The total cost — and how it's broken down if it's a multi-phase project
- Timeline — an estimated schedule or delivery window
- Validity — how long the quote is valid for (typically 30 days)
How to approve a quote
If you're happy with the quote, confirm your approval in writing — by email or in ClickUp. We don't begin work until we have a written approval.
If something in the quote is unclear or needs adjustment, email support@chykalophia.com or reply to the quote thread. We'll discuss it before you sign off.
Understanding an invoice
An invoice is a formal payment request. Here's how to read one:
| Field | What it means |
|---|---|
| Invoice number | A unique reference for this invoice — use it in any payment questions |
| Invoice date | When the invoice was issued |
| Due date | When payment is expected |
| Line items | Individual tasks, phases, or services included in this invoice |
| Amount due | The total to pay for this invoice |
Payment terms
Project work and retainers are due in full before work begins. The Boring Stuff (our care plan) is billed monthly in advance. Your invoice will always show the exact due date.
For all contracts, balances 30 days past due begin to include late penalty fees. We always discuss any concerns directly — if a delay is coming, tell us before the due date and we'll find a path forward.
How we structure engagements
We have three engagement types, each with its own billing rhythm:
- Project work — A new website or redesign. The full project fee is due before work begins. Pricing tiers are explained in Our services & pricing.
- The Boring Stuff — Our website care plan. Billed monthly in advance, starting at $997/m. Covers updates, backups, monitoring, and proactive maintenance.
- Fractional CTO / Fractional CMO retainer — Strategic ongoing engagement. Billed monthly in advance. See Our services & pricing for tier details.
Your agreement will specify which engagement applies and the exact terms.
How to pay
We accept payment by the methods listed on your invoice. If you have questions about payment methods or need to arrange an alternative, contact support@chykalophia.com before the due date.
What to do if something looks wrong
If a line item is missing, incorrect, or you don't recognize something on an invoice:
- Email support@chykalophia.com with the invoice number
- Describe what looks incorrect
- We'll review and respond promptly — usually within one business day
Do not simply delay payment without flagging the issue. If there's a genuine discrepancy, we'll resolve it. If payment is delayed without communication, it can affect project scheduling.
Common questions
Related guides
Need a hand?
How approvals & sign-off work
How the approval and sign-off process works at Chykalophia — what you're approving, why it matters, and what happens once you give the green light.
What we need from you
A clear overview of what Chykalophia needs from you as a client — materials, timely responses, access, and decisions — to keep your project on track.