How Studio Ubique takes a project from first call to launch. What happens at each phase, who’s at the table, and when you decide.
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Most agency sites have a page about their process. Five circles, words like ‘discovery’ and ‘ideation’, an arrow pointing from left to right. What actually happens between ‘we had a good chat’ and ‘we can start’ is usually a foggy zone of two to three weeks where nobody knows where they stand. Studio Ubique writes it out here in plain English, with dates, deliverables and the moments where you decide. Whether you’re considering a platform or just wondering if we fit.
A discovery call at Studio Ubique is always with two people. One for sales and project, one for tech. No separate technical call afterwards to confirm whether something’s feasible. By the end of the call we know if this is worth a proposal, or whether we can be honest about fit.
Between the first call and the proposal sits research. For a platform we write a technical scope. For a marketing question a strategic document. For a rebuild an audit of the current situation. Five to ten working days, depending on what’s there. You get the document before the proposal arrives, so you know what we’re talking about.
The proposal has a price (not a ‘starting from’ figure that doubles halfway through), a scope (which pages, features, integrations) and a section ‘what we don’t do’. That last one is usually missing in proposals from other agencies, and is exactly what the scope discussions three months later are about.
No welcome rituals. One working call: access credentials, planning, fixed point of contact on both sides, first deliverables. One hour, and we both know what we’re starting with on day one.
Weekly call of thirty minutes, feedback per round via Adobe XD or email, launch in stages. Two to three feedback rounds per phase, on a staging environment first, only live after your explicit approval. We save the surprises for birthdays.
Mistakes that rarely show up in a quote. You only notice them three months later when you hit something nobody had discussed, or when the scope conversation starts to sour the whole working relationship.
Studio Ubique has been working since 2012. We deliberately run the same process on every project, even though nobody at the first call knows what'll end up live. The step plan works the same for a small WordPress build as for a platform with API integrations and custom user flows. What happens in each phase differs, the steps don't.
01
Thirty to sixty minutes, via Google Meet. One of us covers the sales and project side: where you stand now, what you want to achieve, what deadline is in your head. The other covers tech: stack choices, integrations, what’s feasible in the time and budget you mention. No sales cycle of three meetings before the first real question gets asked. By the end of this call we know if this is worth a proposal, or whether we can be honest about fit.
02
What happens between the call and the proposal differs by project. For a platform our tech lead, together with the development team, drafts a technical scope with integrations, data model and risk areas. For a marketing question a strategic document goes on the table, with market, audience and hypotheses. For a rebuild of an existing site we do an audit, with technical and content findings. Lead time: five to ten working days. The document goes to you before the proposal, so you can respond to the thinking on substance before the price is attached to it.
03
The proposal follows four fixed sections: situation and goal, working together, deliverables, investment. Plus a section ‘what we don’t do’, because without it every scope discussion turns into ‘but I expected that too’. You get it via Better Proposals, where you can respond section by section. Questions go through email or a quick call, not through a forced form. You sign approval digitally, and that starts the next phase.
04
One hour, just before the actual start. We sort out access (CMS, hosting, design tools), confirm a fixed point of contact on both sides, and walk through the planning for the first two weeks. No welcome package or celebratory moment. We do hand over a document with all agreements in it, where they weren’t already in the proposal.
05
We work in short cycles, with weekly calls of thirty minutes. Feedback per round via Adobe XD, Figma, email or a (video) call. Two to three feedback rounds are built into both the design phase and the development phase. We test on a staging environment, and launch happens only after your explicit approval. After that we stay available for support after launch. If you want ongoing maintenance, that’s covered by our website support.
We’ve been building and maintaining digital products long enough to know what breaks, what scales, and what “urgent” actually means.
Studio Ubique has worked since 2012 with companies that don’t have the time to get to know an agency through three months of misses. We’ve seen the same missteps often enough to know where they start: at the front, in a first call where too little gets put on the table, or in a proposal that was written too quickly.
5.0
“Studio Ubique brought our vision to life with skill, passion, and precision, our website now truly reflects the soul of House of Books.”
5.0
“Project meets my expectations, good communication with the designer.”
5.0
“Studio Ubique revamped our brewery site with stunning UX/UI. Engagement, speed, and mobile retention soared, plus they nailed the brief on time, on budget, and with true creative flair.”
5.0
“Despite our delays and unclear vision, Studio Ubique delivered a flawless site with creativity, patience, and total professionalism.”
5.0
“Studio Ubique continue to do really excellent work! They are great at taking direction, but also willing to advise when ideas clash with good design. A great team to work with.”
5.0
“Simply outstanding. I am blown away by the not only the design expertise, but also the site functionality. Worth every dollar, and I will be coming back for more business. Do not look further - you found your developer here.”
5.0
“Fastest time ever for a premium website. Willing to make changes, always friendly and helpful - 100% recommend for start-ups and large businesses alike.”
Most things you’re wondering about are answered here or on the FAQ page. If something’s missing, reach out, humans deserve clarity too.
The first call is free, and so is the proposal that follows. For some projects where preliminary research or a strategic document is needed, we agree a separate fee upfront. You’ll get that confirmed by email before we begin, not hidden in an invoice afterwards.
Between two and three weeks, depending on how much research is involved. For a small site sometimes one week. For a platform with integrations it takes longer, because we want the technical scope settled before a price gets attached.
No problem. The documents and proposals you received are yours to keep. We ask once briefly what was decisive, because it helps us get better at the phases that didn’t land. No sales call afterwards.
Fixed price per phase. The total project price is in the proposal, and so is what’s included. Change orders that come up along the way (new requests, additions to scope) go on an hourly rate, after written approval on a change order. No surprises on the final invoice.
It always happens, and it’s not a problem. New requests go on a list, with an estimate of impact (scope, cost, timing). You decide what gets added and what gets parked until after launch. Nothing happens ‘quickly in between’ without you knowing what it costs.
Depends on the project. For a platform build we write a technical scope with integrations, data model and risk areas. For a marketing question a strategic document with market, audience and hypotheses. For a rebuild an audit of the current situation. That document goes to you before the proposal, so you can respond on substance before the price gets attached.
At the first call always two people: one for sales and project, one for tech. During the project you get a fixed point of contact on our side, plus the people directly involved in design, development and, if relevant, content. Who those are depends on the project.
Book a quick 30 min video call, we will show you exactly what to fix. We reply within 24 hours.
