Fulfillment Policy

At Ayfina LLC, we provide custom web design, AI-powered development, and conversion optimization services. Because our offerings are digital services rather than physical goods, our fulfillment process operates on project milestones, collaborative feedback cycles, and dedicated support timelines.

1. Project Initiation

1.1 Kickoff Process

Once you've signed your Statement of Work (SOW) and paid the initial deposit, here's what happens next:

• Within 2 business days: You'll receive a welcome email with project next steps and access to our client portal
• Within 5 business days: We'll schedule your kickoff call (30-60 minutes) to dive into your goals, brand, and vision
• Within 7 business days: You'll receive a project timeline with key milestones and deliverables

2. Project Timeline & Milestones

2.1 Standard Project Phases

Most website projects follow this phased approach. Timelines vary based on project complexity:

2.2 Estimated Timelines by Package

Package	Estimated Timeline	Typical Page Count
Futuristic Starter	2-3 weeks	5 pages
Conversion Machine	3-5 weeks	10-15 pages
The Full Future	5-8 weeks	15-25+ pages or custom build
Rush Delivery	Available upon request (fees apply)	Subject to team availability

3. Feedback & Revision Process

3.1 How Feedback Works

Your input is essential to creating a website you'll love. Here's our feedback process:

1. We deliver a milestone (e.g., design concepts, developed pages) for your review
2. You have 3-5 business days to provide consolidated feedback
3. We implement revisions based on your feedback
4. We deliver the revised work for your review
5. Repeat as needed within your included revision rounds

3.2 Feedback Best Practices

To get the best results:

• Be specific: "Make the header pop more" is less helpful than "Can we try a bolder font and a darker background for the header?"
• Consolidate feedback: Designate one point of contact and collect all feedback in one place before sending
• Use visual annotations: Screenshots with notes are incredibly helpful
• Prioritize: Distinguish between "must-have" changes and "nice-to-have" suggestions

3.3 Scope Creep & Additional Work

If feedback introduces new features, pages, or functionality not in the original SOW:

• We'll flag it as "out of scope" and discuss options
• We'll provide a quote for the additional work
• With your approval, we'll update the timeline and invoice accordingly
• The original project timeline will pause while we scope and approve changes

4. AI Integration & Automation

4.1 How We Use AI in Fulfillment

As an AI-powered agency, we integrate AI throughout our workflow:

• Design phase: AI helps generate design variations, color palettes, and layout options
• Copywriting: AI assists with drafting website copy (always reviewed and edited by humans)
• Image generation: Custom AI-generated imagery when stock photos won't do
• Development: AI-assisted coding for faster development and debugging
• CRO: AI-powered analytics to identify conversion opportunities

4.2 AI Features on Your Website

If your project includes AI-powered features (chatbots, personalization, etc.):

• We'll configure these features based on your requirements
• You'll receive training on how to manage and update AI features
• AI outputs may require occasional monitoring and refinement
• We provide documentation on how your specific AI features work

5. Delivery & Launch Process

5.1 Pre-Launch Checklist

Before we go live, we complete a thorough quality assurance process:

• Cross-browser testing (Chrome, Firefox, Safari, Edge)
• Mobile responsiveness (phones, tablets, various screen sizes)
• Performance optimization (load speed, image compression, code minification)
• SEO basics (meta tags, alt text, site structure)
• Accessibility checks (contrast, keyboard navigation, screen reader compatibility)
• Form and functionality testing (everything works as expected)
• Content review (spelling, links, images all correct)

5.2 Launch Day

On launch day, we'll:

• Coordinate the exact launch time with you
• Push the site live (or provide files for you to launch)
• Perform final post-launch checks
• Send you a launch confirmation with next steps

5.3 Post-Launch Support

Every project includes 14 days of post-launch support at no additional cost. During this period, we'll address:

• Any bugs or issues that weren't caught during testing
• Minor adjustments to layout or functionality
• Browser-specific display issues
• Questions about managing your new website

After the 14-day period, ongoing support is available through retainers or hourly rates.

6. Deliverables

6.1 What You'll Receive

Upon project completion and final payment, you'll receive:

• Complete website files or access to your live site
• Admin login credentials for your CMS/platform
• Documentation (how to update content, manage features, etc.)
• Asset package (final graphics, optimized images, etc.)
• Training session (30-60 minutes, included in larger packages)

6.2 Source Files

Design source files (Figma, Adobe XD, etc.) are available at an additional cost unless included in your package. Please ask if you need source files for in-house design work.

7. Ongoing Fulfillment (Retainers)

7.1 Monthly Maintenance Retainers

For clients on monthly retainers, fulfillment includes:

• Security updates: Platform, plugin, and dependency updates
• Backups: Regular backups of your website
• Performance monitoring: Uptime monitoring and speed checks
• Content updates: Text changes, image swaps, minor page additions (hourly allotment varies by package)
• Monthly report: Summary of work performed and website health

Retainer hours are tracked and reported monthly. Unused hours typically do not roll over (unless specified in your agreement).

7.2 CRO Retainers

For ongoing conversion optimization retainers, fulfillment includes:

• Analytics review: Monthly analysis of user behavior and conversion data
• A/B test planning: Recommendations for tests to run
• Implementation: Deploying approved changes and tests
• Reporting: Monthly performance updates with insights and next steps

8. Client Responsibilities

For successful fulfillment, you agree to:

• Provide timely feedback within the specified review periods
• Supply complete content by agreed-upon deadlines
• Make payments on time according to the agreed schedule
• Grant necessary access to platforms, hosting, analytics, etc.
• Review and approve each milestone before we proceed to the next
• Communicate clearly about any changes in requirements or priorities

9. Delays & Force Majeure

9.1 Client-Caused Delays

If your project is delayed due to:

• Late feedback or approvals
• Missing content or assets
• Unavailable stakeholders
• Scope changes

The project timeline will be extended accordingly. We'll communicate revised timelines and, if delays exceed 30 days, the project may be placed on hold with a reactivation fee required to restart.

9.2 Ayfina-Caused Delays

If we cause delays due to:

• Internal resource issues
• Technical challenges we didn't anticipate
• Miscommunication on our end

We'll communicate immediately, provide a revised timeline, and prioritize getting back on track. For significant delays (over 10 business days), we may offer a discount on remaining fees.

9.3 Force Majeure

Neither party shall be liable for delays or failure to perform due to circumstances beyond reasonable control, including but not limited to: acts of God, natural disasters, war, terrorism, pandemics, government actions, internet outages, or third-party platform failures.

10. Project Completion & Sign-Off

10.1 Final Approval

A project is considered complete when:

• All deliverables in the SOW have been provided
• You've reviewed and provided final approval (written email confirmation)
• Final payment has been received
• Post-launch support period (if applicable) has ended

10.2 What Happens After Completion

• Your website is yours to manage and update
• We remain available for future projects, updates, or retainers
• We'll keep your project files for 12 months (contact us if you need extended storage)
• You're always welcome to reach out with questions

11. Communication Channels

Throughout your project, we'll communicate via:

• Email: For formal communications, approvals, and documentation
• Slack/Microsoft Teams: For real-time updates and quick questions (optional)
• Project management tool: For task tracking and milestone delivery
• Scheduled calls: For kickoff, milestone reviews, and strategy sessions

We respond to emails within 1 business day and urgent messages within 4 business hours (during working hours, Mon-Fri).

12. Questions About Fulfillment

If you have questions about your project's fulfillment at any stage:

© 2026 Ayfina LLC. All rights reserved. Fulfillment Policy last updated March 2026.