Sales Scoping Policy – Complimentary Limits & Paid Consulting Transition
At Smartmates, we believe in starting every client relationship with clarity, value, and mutual respect. Our Sales Scoping Policy outlines how we provide complimentary support during the early stages of your project journey, and how we transition into paid consulting when deeper input is required. Review this policy to understand how we scope projects fairly, deliver meaningful pre-sales value, and ensure transparency every step of the way.
Our Sales Scoping Policy ensures clarity, fairness, and real value—right from the start.
At Smartmates, we believe in helping you make informed decisions without pressure. That’s why we offer a generous, no-commitment scoping process to explore fit and provide tailored recommendations. This policy outlines what’s included in our complimentary pre-sales support, when we transition to paid consulting, and how we communicate this clearly and professionally.
Whether you’re considering Zoho, HubSpot, or both, our aim is to offer meaningful direction early—while setting respectful boundaries that protect our team’s time and ensure sustainable support for all clients.
We believe in providing real value from the very first conversation. That’s why we offer a generous complimentary scoping process to help you explore fit and receive a tailored project quotation, with no upfront commitment. Here’s exactly what we include, and how we handle more in-depth consulting when needed.
Complimentary Scoping and Quotation Limit
Smartmates provides complimentary pre-sales scoping to help prospective clients explore alignment and understand our capabilities.
This includes
- One 60 minute discovery or demo call
- One follow-up email with initial direction or solution overview
- A free project plan quotation including effort estimates, phase outlines, and service inclusions, once a clear scope is defined
- Up to 30 minutes of light clarification across emails, messages, or short follow-up calls
This scope is provided free of charge as part of our goodwill and relationship building.
Transition to Paid Consulting
If your project requires deeper exploration, including multiple rounds of revisions, detailed workflows, technical consultations, or strategic input, we will let you know once the complimentary threshold has been reached.
At this stage, we will
- Recommend a consulting top-up to continue solution design or planning
- Offer a reduced rate of $99 per hour plus GST
- Suggest a pack size based on the remaining scope, typically two to ten hours
How We Communicate This
- When the limit is reached, we will let you know professionally and clearly that
- We have already provided valuable support at no cost
- Continued time will be billable to ensure fairness and respect for our team’s expertise
- Any strategic outputs remain yours to keep, whether or not you proceed to implementation
Purpose
This policy allows Smartmates to offer value during the sales process while setting healthy boundaries. It ensures we invest meaningfully in aligned clients while preserving team capacity and professionalism.