Understanding quotes & invoices

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.

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 includedThe scope of work, broken down by deliverable or phase
What's excludedAnything explicitly out of scope
The total costAnd how it's broken down if it's a multi-phase project
TimelineAn estimated schedule or delivery window
ValidityHow 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 your shared ClickUp space if you have one. 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

Most project work starts with a deposit, then follows a payment schedule in your agreement. Small jobs (under about $5,000) are usually paid in full before work begins, or split in two. Retainers are paid in full in advance, monthly, quarterly or yearly. 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 four engagement types, each with its own billing rhythm:

Project workA new website, rebuild or launch, such as The Conversion System, The Conversion Sprint or the Made to Sell Accelerator. A deposit is due before work begins, then the rest follows the payment schedule in your agreement. Starting prices are in Our services & pricing.
The Boring StuffOur website care plan, with a 3-month minimum. Billed monthly in advance. Covers updates, backups, monitoring, and proactive maintenance. Tier pricing is in Our services & pricing.
Growth and Design retainersOngoing work against goals we agree together. Paid monthly or yearly, quarterly on request. See Growth and Design retainers explained.
Fractional Plus (CTO, CMO or CBO)Strategic ongoing engagement. Billed monthly in advance. Starting prices are in Our services & pricing.

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

What happens if I'm late paying an invoice?

Balances 30 days past due begin to include late penalty fees under all our contracts. Late payments also affect your project's place in our schedule. If you're having difficulty, contact us before the due date and we'll discuss options: we'd much rather solve it together than apply fees.

Can I pay in installments?

Most project work already uses a deposit and a payment schedule, set out in your agreement before work starts. Small jobs (under about $5,000) are usually paid in full up front, though they can often be split in two. Any change to the schedule must be agreed in writing before the contract starts, not after an invoice is issued, so raise it during the quoting stage.

Do you charge for changes that weren't in the original quote?

Yes. Work outside the agreed scope is quoted separately before we proceed. We'll always flag when a request is out of scope and get your approval for any additional cost before starting.

I need a receipt or a more detailed breakdown. Can you provide one?

Yes. Email support@chykalophia.com with your request and invoice number and we'll provide what you need.