Documentation
Process over proposals
At CanvasHug, there’s no sales team. Every project is handled directly by us. Taking on a website or design project is a commitment, so we approach every new inquiry with the same mindset: listen first, understand the needs, and then plan the right approach. Sometimes that means moving forward, sometimes it means recommending another solution that’s a better fit.
How it works
When you send a message, you’ll always get a reply. Most of the time, that starts with a few simple questions or an invitation to book a short introduction call.
Calls usually take 20 to 30 minutes. The focus isn’t on every small detail yet—it’s about understanding if the project fits. Before the call, I’ll prepare a few questions, some standard and some specific to your project. Together, we’ll check three things:
Inquiries:
Every message gets a personal response. The first step is usually a short email with a few questions or setting up an intro call to understand the project better.
Intro call:
Intro calls are typically scheduled for 20–30 minutes. The goal isn’t to plan every detail yet but to see if it’s a good fit. Before the call, we prepare a few questions—some are standard, others are based on what you’ve shared.Here’s how we determine fit:
Will working together be smooth and straightforward?
Does the project match what we can design or build?
Is the timeline and budget realistic for the goals?
Clear information makes this process easier, so asking the right questions and listening carefully is key.
Next steps:
If it’s not the right fit, we’ll send a polite email and, when possible, suggest other options. If it is a fit, we’ll shape the project together before anything is signed. This includes discussing how we’ll work, what’s included, technical needs, responsibilities, timing, and cost.That way, when you receive a proposal, there are no surprises. For larger projects, this may take a few short calls, but the goal is to move at a steady pace without dragging things out.
Formal proposal:
Once everything is aligned, we’ll create a clear proposal with all agreed details and a planned start date. After signing, we’re ready to begin.
Pricing structures
Project-based pricing: A fixed cost for a clearly defined project.
Pros: You know the total price upfront.
Cons: If the scope changes, the cost or timing may also change.
Monthly plan: An ongoing setup where you can request updates or new designs each month.
Pros: Flexible and predictable without renegotiating every task.
Cons: No fixed total cost like a one-time project.
We don’t charge hourly. The focus is on outcomes, not hours tracked.
How we work
Once a project is a go, we’ll get you set up with the tools we use to stay organized and connected. This makes it easy to share files, track progress, and keep communication smooth without endless email threads.
Project Management:
Once a project begins, we’ll set up the tools needed to keep everything simple and organized. This includes shared spaces for files, tasks, and updates so nothing gets lost in emails.
Software Used:
Slack for communication. Email can feel too formal for active projects, so Slack is used for quick, ongoing conversations.
Notion as a client portal to track progress, share meeting notes, and manage to-do items for both sides.
Figma for design and website work.
Other design tools like Illustrator or Photoshop when needed for graphics or animations.
Kickoff:
Before starting the actual design work, we’ll have a short kickoff call to confirm project goals, responsibilities, and timelines.
Project Approach:
Regular check-ins (weekly or bi-weekly) keep the project moving smoothly. Meeting agendas are shared in the portal beforehand, and all progress updates, shared assets, and to-do lists are always available there. A single point of contact is assigned on both sides to keep communication clear and avoid confusion.
Payments:
Fixed projects are split into milestones based on the overall timeline.
Monthly plans are billed at the start of each month.
Payments are handled via bank transfer.
Working Hours:
CanvasHug operates during standard business hours, Monday to Friday. Communication is planned to allow enough overlap to collaborate efficiently.
Handoff:
When a project comes to an end, we don’t just send over files and disappear. The final week is all about preparing you to take full ownership. The process can vary depending on the project, but here’s what usually happens:We review and deliver all final design files.
If your site uses a CMS, we schedule training calls to walk you through how to manage it yourself.
On the final day, we hold a closing call to go over everything, answer any last questions, and make sure you have everything you need to take it from there.
We know handoffs can feel like a big change. You’ve had ongoing support and collaboration, and suddenly you’re running things 100% on your own. We like to think of this as a “see you later,” not a goodbye. The transition is tapered off gradually so you’re not left feeling overwhelmed—we do our best to make it as smooth and comfortable as possible.
