HOMEPROZ CONTRACT - FINAL DECISIONS AND REMAINING TASKS
========================================================
Date: October 29, 2025


DECISIONS LOCKED IN
===================

1. ACF Pro License
   DECISION: Managed by Hanson.xyz
   - License included in development cost
   - Annual renewal ($49/year) billed as part of hosting fee
   - Updated in contract: Lines 66-67, 270, 275

2. Hosting Billing
   DECISION: Annual billing only
   - $600/year billed annually
   - No monthly billing option
   - Updated in contract: Line 263, 283

3. Timeline
   DECISION: 3-4 week queue is firm, non-negotiable
   - Current commitments must complete first
   - No rush fee option available
   - Updated in contract: Lines 222-224

4. Pricing
   DECISION: $6,000 development cost is firm
   - Fixed fee, non-negotiable
   - No phased approach alternatives
   - Updated in contract: Lines 239, 253-254

5. MLS Integration
   DECISION: Manual entry only, clearly scoped
   - MLS number field for manual entry
   - Full automated IDX explicitly excluded
   - Separate future project if desired
   - Updated in contract: Lines 78-86

6. Email Migration
   DECISION: 2 hours included, no special considerations
   - Client relationship understood
   - Complexity expected to be manageable
   - No changes needed to contract


CONTRACT UPDATES COMPLETED
===========================

Section: Advanced Custom Fields Implementation
- Added: "ACF Pro license ($49/year) included in development cost and managed
  by Developer (annual renewal billed as part of ongoing hosting/support)"

Section: MLS Integration
- Changed title from "MLS Integration Planning" to "MLS Integration - Manual Entry"
- Added: "This is manual entry only; full automated IDX integration with property
  import/sync is NOT included and would be a separate future project if desired"
- Clarified scope is MLS number field only

Section: Timeline
- Added: "The 3-4 week pre-development period is necessary due to existing
  project commitments (Auction Cast, Kodex, and Ascent websites) and cannot
  be accelerated."
- Removed any language suggesting rush fees or timeline flexibility

Section: Budget - Development
- Added: "This price is firm and non-negotiable."
- Changed from "$7,000" to "$6,000 (fixed fee)" for absolute clarity

Section: Budget - Hosting
- Changed from "$600 per year" to "$600 per year (billed annually)"
- Added: "(Equivalent to $50/month, but billed once per year for administrative
  simplicity)"
- Added to included items: "WordPress core, theme, and plugin updates (including
  ACF Pro license renewal)"
- Added to included items: "ACF Pro plugin license maintenance and annual renewal"
- Added: "Billing is annual only; monthly billing is not available for this service"


REMAINING TASKS BEFORE SENDING TO CLIENT
=========================================

CRITICAL - MUST COMPLETE:
-------------------------

1. [ ] INSERT CONTRACT SIGNING DATE
   Location: Line 4 and line 211
   Action: Replace "[INSERT DATE]" with actual/proposed signing date
   Recommendation: Use date you plan to send contract, or "TBD upon agreement"

2. [ ] INSERT MILESTONE DATES
   Location: Lines 211-219
   Current placeholders:
   - Contract signing: [INSERT DATE]
   - Development start: [INSERT DATE] (should be 3-4 weeks after signing)
   - Client review: [INSERT DATE] (1 week after dev start)
   - Final delivery: [INSERT DATE] (4-5 weeks after signing)
   - Training: [INSERT DATE] (week of launch)

   Action: Either insert specific dates or change to:
   "- Contract signing: [Date of execution]
    - Development start: 3-4 weeks after signing
    - Client review: 1 week after development start
    - Final delivery: 4-5 weeks after contract signing
    - Training session: Week of launch"

3. [ ] CONFIRM CLIENT LEGAL BUSINESS NAME
   Current: "HomeProz" throughout contract
   Action: Verify with Dayna exact legal entity name
   Possibilities:
   - HomeProz (if sole proprietorship or DBA)
   - HomeProz LLC
   - HomeProz, Inc.
   - Different legal entity entirely

   Replace throughout contract once confirmed

4. [ ] GET CLIENT CONTACT INFORMATION
   Needed for contract:
   - Legal business name (see above)
   - Signing authority name and title
   - Business address (for signature block)
   - Email for invoices
   - Phone number

5. [ ] FORMAT CONTRACT FOR PRESENTATION
   Current: Plain text .txt file
   Needs: Professional Word document formatting
   Action: Convert to .docx with:
   - Professional font (Arial, Calibri, or Times New Roman)
   - Clear section headings with formatting
   - Consistent spacing
   - Signature blocks at end with lines for signatures
   - Page numbers
   - Header/footer with "HomeProz Website Development Agreement"


OPTIONAL BUT RECOMMENDED:
-------------------------

6. [ ] CREATE COVER LETTER/EMAIL
   Include:
   - Brief project summary
   - Total first year investment ($6,600)
   - Timeline overview (4-5 weeks)
   - What you need from them (review, sign, payment)
   - Deadline for review (suggest 5-7 business days)
   - Your contact information for questions

7. [ ] PREPARE INVOICE TEMPLATE
   For initial $2,000 payment
   Ready to send upon contract signing
   Include:
   - Invoice number
   - Date
   - Payment terms
   - Payment methods/instructions
   - Due date (immediately upon signing)

8. [ ] SET UP PROJECT FOLDER
   Create: Clients/HomeProz/Projects/WordPress-Website/
   Subfolders:
   - Design/ (for mockups, assets)
   - Development/ (for code, staging)
   - Content/ (for client-provided content)
   - Training/ (for documentation)
   - Correspondence/ (for emails, meeting notes)

9. [ ] CALENDAR PLANNING
   Block out:
   - Week of [dev start date]: HomeProz development sprint
   - [Training date]: HomeProz training session
   - [Launch date]: HomeProz launch and go-live

   This reserves time and prevents overbooking

10. [ ] PREPARE KICKOFF MEETING AGENDA
    For when development starts:
    - Review project scope
    - Confirm deliverables
    - Review ACF field structure
    - Gather any remaining requirements
    - Set communication cadence
    - Answer questions


QUALITY CHECKS BEFORE SENDING
==============================

Review Contract For:
--------------------
□ All [INSERT] placeholders are filled or removed
□ Client legal name is correct throughout
□ Pricing totals are correct ($6,000 + $600 = $6,600)
□ Timeline is realistic based on your actual availability
□ Scope matches what was discussed in meeting
□ Exclusions don't exclude something you plan to do
□ All dates are consistent and make sense
□ Professional tone throughout
□ No typos or grammatical errors
□ Signature blocks are complete with space for signatures
□ All standard legal clauses are present
□ Payment terms are clear
□ Your business name (Hanson.xyz) is correct everywhere


SENDING CHECKLIST
=================

When ready to send:
-------------------
□ Contract formatted as professional Word document
□ Cover email drafted and reviewed
□ Invoice template ready to send upon signing
□ Calendar blocked for development time
□ Project folder structure created
□ Client contact information confirmed
□ You've read through contract one final time as if you're the client
□ You're prepared to answer questions about scope, timeline, pricing


INTERVIEW APPROACH
==================

Since you know the client (Dayna Gottberg) and have already had initial
discussions, the "interview" may be more informal. Suggested approach:

EMAIL FIRST:
Send brief email saying:
"Hi Dayna,

I'm putting together the contract for the HomeProz website project. Before
I finalize it, I need to confirm a few details:

1. What is the legal business name for HomeProz? (HomeProz LLC? Inc.? Other?)
2. Who will be signing the contract? (Name and title)
3. What's the best email for invoices?
4. Do you have the HomeProz logo in digital format? If so, what formats?
5. When would you ideally like to launch the site?

Once I have these details, I'll send over the complete contract for your review.

Thanks,
Brian"

THEN CALL/MEETING IF NEEDED:
If response raises questions or concerns, schedule call to discuss:
- Budget confirmation
- Timeline expectations
- Scope clarification
- Any additional questions

This approach is more efficient than comprehensive interview since you already
have good understanding from previous meeting.


ANTICIPATED CLIENT QUESTIONS
=============================

Be prepared to answer:

"Can we do monthly billing on hosting instead of annual?"
ANSWER: "I've structured it as annual billing for administrative efficiency.
The total is the same ($600/year vs $50/month), but annual billing reduces
invoice overhead for both of us. This is standard for my hosting clients."

"What if we need more than 2 hours of email migration help?"
ANSWER: "Based on our previous discussions, I expect 2 hours will be
sufficient for your setup. If it turns out to be more complex, any additional
time would be billed at $175/hour, but I'll let you know before exceeding
the included time."

"Can you start sooner than 3-4 weeks?"
ANSWER: "Unfortunately no - I have committed deliverables for Auction Cast,
Kodex, and Ascent that I need to complete first. The 3-4 week timeline is
firm. However, this gives you time to gather all the content, branding assets,
and other materials we'll need, so we can hit the ground running when
development starts."

"Can we do this in phases to reduce upfront cost?"
ANSWER: "The $6,000 is already a discounted rate for startups ($150/hour vs
my standard $175/hour). The project scope is defined as a complete deliverable.
The payment structure does split it - $2,000 upfront and $4,000 on completion
- which helps with cashflow."

"What if we want to add features later?"
ANSWER: "Absolutely - this contract covers the initial website build. After
launch, we can discuss additional features like full IDX integration, advanced
search, lead capture systems, etc. Those would be quoted separately, likely
on an hourly basis at $175/hour or as a new fixed-fee project depending on
scope."

"Is the $600/year hosting required?"
ANSWER: "Yes - the website will be built on my managed hosting infrastructure,
and the hosting fee covers not just server space but active management:
daily backups, security monitoring, WordPress updates, plugin maintenance
including the ACF Pro license, and up to 2 hours per month of technical
support. This ensures the site stays secure, fast, and functional long-term."


POST-CONTRACT EXECUTION PLAN
=============================

After contract is signed and initial payment received:

Week 0 (Immediately):
- Send payment confirmation
- Request all client materials (logo, content, access credentials)
- Set up staging environment
- Purchase/activate ACF Pro license
- Add project to task list

Weeks 1-3 (Queue Period):
- Weekly check-in email to client on queue status
- Complete Auction Cast, Kodex, Ascent projects
- Prepare development environment
- Review client-provided materials as they come in
- Flag any missing materials or questions

Week 4 (Development Week):
- Kickoff meeting Monday
- Development Days 1-5
- Client review on staging Thursday/Friday
- Gather feedback

Week 5 (Finalization):
- Implement client feedback
- Final QA testing
- Training session
- Launch to production
- Email migration (if applicable)
- Post-launch verification

Week 5+60 days (Warranty Period):
- Monitor for issues
- Quick response to any bugs or problems
- No charge for fixes to delivered functionality

Ongoing:
- Annual hosting management
- ACF Pro license renewals
- Potential future enhancement projects


SUCCESS METRICS
===============

This project is successful if:

✓ Contract signed and initial payment received
✓ Development starts on schedule (3-4 weeks after signing)
✓ Launches within 4-5 weeks total from signing
✓ Client can independently add/manage property listings via ACF
✓ Site is responsive, fast, secure, and professional
✓ All deliverables completed as specified
✓ Training is effective (client feels confident)
✓ Client is satisfied with final product
✓ Hosting relationship continues beyond Year 1
✓ Referrals or future projects from this relationship


NEXT IMMEDIATE ACTION
=====================

Your next step should be:

1. Send brief email to Dayna requesting:
   - Legal business name
   - Signing authority
   - Logo/branding assets
   - Preferred launch timeframe

2. Once you receive response:
   - Update contract with legal business name
   - Insert realistic dates based on response
   - Format contract to Word document
   - Send contract with cover letter for review

3. While client reviews:
   - Prepare invoice for $2,000 initial payment
   - Set up project folder structure
   - Block calendar for development time
   - Begin gathering any technical requirements


DOCUMENT STATUS
===============

Contract Document:
✓ All your decisions incorporated
✓ Scope clearly defined
✓ Pricing locked at $6,000 + $600 = $6,600
✓ Timeline set at 3-4 weeks queue + 1 week dev
✓ MLS scoped as manual only
✓ ACF Pro license included and managed by you
✓ Annual billing only
✓ All standard legal clauses present

Remaining before client-ready:
- Insert dates (or make dates relative to signing)
- Confirm client legal business name
- Format to Word document
- Final proofread
- Create cover email

Current Status: 95% complete, ready for final details and formatting
