How we work
Your project runs in a system, not in a messaging thread
From the moment an order arrives to support after delivery, every stage is recorded and dated in our internal system — and you see the same thing in the client portal: where the work is, what it is waiting on, and whose move is next.
The short version
When you send the form, the request is recorded in our sales system and assigned to a named person. When the contract is signed, the project is created and its tasks are generated from standard templates — each with an owner, a due date and a checklist. Work is done, reviewed internally first, then placed in your portal for you to approve or reject. Invoices are generated from the contract, and after delivery there are tickets and monthly reports.
The point is not that we are organised; it is that organisation has replaced reliance on memory. A task is generated from a template rather than from someone's head, and the history lives in the system rather than with a person — so if the person on your project changes, the project does not leave with them.
Eight stages, from order to support
1. Request recorded — automatic
The form on the site lands directly in the sales system and is assigned to a named person, not to "the team". A follow-up is scheduled at the same moment: a request that arrives today is answered by the morning of the next working day at the latest. It is a rule in the system, so it does not depend on anyone remembering.
2. Contract recorded — us
The contract is a record, not a Word file: service, term, amount, phases and instalments. The invoicing schedule is built from it, and any later change to the amount carries an effective date and stays in the history.
3. Project and tasks created — automatic
When the contract activates, tasks are generated from standard templates, each with one owner, a due date and a checklist. Recurring work — the monthly SEO report, for instance — creates itself on schedule.
4. Delivery with time logged — us
The specialist works the task, logs the time and writes a daily note. Work with no logged time does not reach review. The side effect for you: the estimate for your next project comes from real data rather than a guess.
5. Internal review — us
Finished work does not go straight to you; the project manager reviews it first and gives it a quality score. Some tasks require evidence, and without it the system will not allow review. Work sent back carries a written reason and is recorded against the specialist.
6. Delivery and approval — you
The deliverable appears in your portal in one of three clear states: in review, needs revision, or approved. You record objections against that deliverable, with a date and a version, rather than in a long thread. You also approve or return contract phases.
7. Invoice and payment — you
Invoices are generated from the contract and appear in your portal with a PDF. Monthly invoices for support and SEO contracts are issued automatically and on time, and your payment history is always available.
8. Support and monthly reporting — you
You raise a ticket, it gets a number and a status, and you can see whose desk it is on. Your support quota is a number and the remainder is visible. After a ticket is resolved you rate the answer, and that rating counts in the specialist's evaluation.
What has a record
Most project disputes are about who said what. These are the things the system records and that can be looked up afterwards — as much for you as for us:
- Every deliverable, with a date and a version number.
- Every approval and objection you make, against that deliverable.
- Every internal review, with its quality score and the reason for any rejection.
- Every change to scope or amount, with an effective date.
- Every invoice and payment, with a PDF.
- Every ticket, with its status, its owner and the rating you gave the answer.
None of it is deleted. If a question comes up six months later about when a change was approved, the answer is a record rather than a recollection.
The client portal
Project status
See which phase the project is in, what is waiting on your decision and what is with us.
Approving deliverables
View a deliverable and approve it or raise an objection — against that deliverable, with a date.
Invoices
The list of invoices with PDFs and the full payment history.
Support tickets
Raise a ticket with attachments, follow its status, and rate the answer.
SEO reports
The monthly report on keywords, content and rankings, kept in the portal.
Change requests
Record a change outside the contract, see its cost and time impact, then decide.
Contracts and minutes
The contract text, its phases and meeting minutes, with approval.
Files and quota
Project files in one place, and the support quota with its remainder.
Access for colleagues
You create accounts for your finance lead, technical lead or anyone else, and set their access level — without giving anyone your own password.
The portal is at my.idepoo.com. There is no public sign-up; your account is created once a contract is in place.
The system we work in is the one we sell
The internal system this process runs on is Idepoo CRM — the same product we sell to other companies. The contracts, projects, tasks, deliverables, invoices and tickets described on this page are features of that software, not a separate internal tool.
We say so for one plain reason: any software vendor can claim their product works in practice. We run our own company on it every day, so when something is slow or missing, we are the first to hit it.
Frequently asked
What happens if we change something mid-project?
You record a change request in the portal. Its time and cost impact are estimated and shown to you, and then you decide. Nothing is done and nothing is charged until you approve; once you do, the change is recorded against the contract with an effective date.
What if the person on our project changes?
The project history is in the system, not with an individual: tasks, daily notes, deliverables, approvals and tickets all stay where they are. Handing the project to someone new means reading that history, not starting again.
How many of our team can use the portal?
That is up to you, and there is no limit on the number of users. You can create a separate account with its own access level for each colleague — a finance lead who only needs the invoices, say, or a technical lead who sees deliverables and tickets. You never have to share your own password, and you do not have to contact us to add someone.
What does the support quota mean?
A support contract carries a defined amount of work per month, and the remainder is visible in the portal, so "is this covered or not" never becomes an argument. Work beyond the quota is estimated as a change request and done once you approve it.
How do we see reports?
The monthly SEO and project reports are placed in the portal and archived, so earlier months stay available for comparison without hunting for a file.
What if we are not happy with a piece of work?
You mark the deliverable "needs revision" in the portal and write the reason. The revision happens within that phase. Rejections are recorded against the specialist internally, and the rating you give a ticket answer counts in their evaluation too.
A project you can actually follow
Send the form and a specialist contacts you by the morning of the next working day at the latest. If for now you only want a budget, the estimator gives you a range in two minutes.
The kind of project and one sentence about where you are now is enough; we ask the rest on the call.