Graybill Creative

The Creamery at The Icehouse


Introduction

At Graybill Creative, we help successful businesses whose websites reflect where they have been and not where they are going, create a new platform that tells your visitors who you are and converts your website visitors to paying customers. 

We immerse ourselves daily in the minutiae of strategy, conversion, design, and engineering, as well as invest in continuous ongoing education to set our clients on a path to spectacular success and the achievement of their biggest business goals. We do this through a combination of comprehensive consulting, short and effective phone calls, email communication, extraordinary client care, active project management, and an unsurpassed attention to detail.

We love what we do and enjoy working with incredible clients who value the difference exceptional design and development bring to a growing company.

Proposal Summary

You,  The Creamery for the estimated total price as outlined in this agreement, based on our previous correspondence. 

Of course, it’s a little more complicated, but we’ll get to that.

We’ll always do our best to fulfill your needs and meet your expectations, but it’s important to have things written down so that we both know what’s what, who should do what and when, and what will happen if something goes wrong, or things change during the project. 

In this agreement you won’t find any complicated legal terms or long passages of unreadable text. We’ve no desire to trick you into signing something that you might later regret. What we do want, is what’s best for both of us, now and in the future.

Thank You!

When it comes to choosing a creative partner, we know you have a lot of choices, and we are honored that you have chosen us! We look forward to the opportunity to work with you and are excited to help you establish a powerful platform for your sales and marketing efforts so you can wow your audience, build your list, and claim your position as an industry leader.

Please contact us with any questions at sara@graybillcreative.com or 405-570-1543. Thank you for your time and consideration, we wish you all the best with your exciting project and look forward to the possibility of working together.    

To Your Success —

Sara Graybill

About Graybill Creative

Celebrating 12 years in May of 2021, Graybill Creative is located just outside of Oklahoma City, Oklahoma and offers a comprehensive suite of digital services including web design, WordPress development, digital consulting, search engine optimization, managed hosting, and website maintenance through a team of talented freelancers who each specialize in their given field.

We know that who you work with and interact with is just as important as what work we’re doing together. That’s why we want you to get to know who will be working on your project and who will be your primary point of contact. 

Unlike the big agencies, there is no bait-and-switch here. We don’t bring out the big guns for the sales and delegate the actual work to someone less qualified. Instead, you work directly with the owner, Sara Graybill.

Primary Point of Contact: Sara Graybill

Sara Graybill is owner and lead developer. As a web developer, she has been working with WordPress since 2009. With a passion for business, an eye for design, and a predilection for code, she provides consulting for small to medium-size businesses, works with clients around the globe on website strategy, and brings their vision to life through UX design and advanced development and engineering.

Sara also gives back to the WordPress community by volunteering her time to organize the Oklahoma City WordPress Users Group and WordCamp Tulsa.

Team Members:

Crystal Oakes, Oakes Creative House

Crystal Oakes is the creative brainworks of Oakes Creative House, a multi-faceted enterprise bringing together diverse talent to provide the best marketing solutions for businesses of all shapes and sizes. This creative marketing solutions company is unique in their flexible packages and pricing that are designed for every stage of a company’s development. From brand creation to graphic design spanning across print, web and social media to product design, packaging and photography, Crystal has spent her career helping people communicate effectively in every medium imaginable. With Oakes Creative House she is taking her experience and pairing it with her passion for small business to create stunning communicative and visual representations of companies, products and services. 

What Clients Say

From long-term engagements and priority projects to entrepreneurs and leading brands, our client relationships are our most valuable asset.

“I was introduced to Sara through a professional organization (SMPS) and was impressed with both her technical expertise and her friendly and accessible personality. While managing public relations for a national A/E design firm (KSQ Design) I recommended Sara to help the firm with digital marketing efforts. Working with Sara, we found, was like a breath of fresh air. She's an excellent communicator and has the ability to take technical tasks and break them down into simple terms. She was organized, on top of everything, met every deadline and always made herself available for follow up questions. I hope to work with her more in the future; she's a joy and a talented professional.”  - Holly Beal, Cox Business Center Tulsa

“My team has worked with Sara so much that we really consider her part of our team. She always does a fantastic job, and I often receive compliments from our clients on the work she helps them with. I'm also completely confident sending referrals her way when they aren't a good fit for my organization. In an ideal world, all of our vendors and referral partners would be as awesome as Sara! “  - Tim Priebe, T&S Online Marketing

“Sara has been a lifesaver in so many of my projects. She supplies a wealth of technical expertise to help me overcome any roadblock that might slow down a project's completion.

Whether your website's acting weirdly or you're facing challenges with your emails, she's got your back. Need help adding special functionality on your website or launching a tricky website? I've seen her tackle those head-on as well! I would definitely recommend Sara and her services.”  - Holly Kosec, Kimray, Inc.

“Sara is a talented web developer who takes the time to truly understand the direction and goals of her clients. She pays close attention to your ideas and makes sure that your company’s website is a true reflection of your organization. She is open to helping resolve any problems and is a pleasure to work with overall.  I highly recommend Sara to assist with any type of web developing work.”  - Clint Walkingstick, Walkingstick Design

Project Process

Throughout the project, we’ll provide you with carefully crafted educational and informational content delivered by email. Our goal is to make sure you and anyone on your team who will also be “touching” your website know how it works, what it is capable of, how to best use it, and how to maintain it properly – this way you can fully leverage the site you invested in!

Each sequence is specially designed to get you the information you need at the right time to ensure you’re thinking about your site strategically, to maximize your entire site for beauty and conversion, and to teach you about owning, maintaining, and leveraging a WordPress site so it works when you’re not working.

Education And Discovery

Education and discovery is all about helping you get the most out of our work together and digging into the strategy behind your website, so it works for you not only right now, but for years to come as you and your business continue to grow and evolve.

During this phase of the project, you’ll experience:

  • Our carefully crafted new client onboarding process with educational tools, some homework, and our discovery questionnaire.
  • A website strategy session, focused on the objectives of the site, what action(s) you want visitors to take, and the type of experience you want them to have — as well as what content needs to be created to support the website strategy and goals.

Website Design

The first step is the information architecture of the website — the creation of a website plan, sitemap, and rough wireframes of site templates. This work focuses on how visitors will move through your site, interact with your content, and ultimately, take action. We will use these elements to guide the design and you’ll use them to guide the website content. 

Next, we’ll begin the visual design (look and feel) of the site, which includes up to two rounds of revisions to reach the final website design. This is an interactive process.

Website Development

With design approval, development begins, turning the approved mockups into a fully functional website in our private development account. You’ll have a few technical “to-dos” as well, but we’ll help you with that.

Your site will be built as a custom, HTML5 child theme powered by the Genesis Framework, a commercial WordPress code base optimized for search engine optimization (SEO), performance, and security. You’ll be covered by our lifetime developer license and will receive updates to Genesis as long as you have your site.

The site will be responsive, so it displays beautifully and is easy to use on devices of all types and sizes. It will also include retina support so core theme images (like your logo) will remain crisp and clear on high resolution screens.

Content And Review

Once the theme is complete, we will add and format the provided final content and images — this is where your site will really come to life.

When all of the content and images have been added, we’ll share a link to a working demo of the site so you can review the site in detail.  At this time, you will have one round of small, content-related revisions available to catch and fix any small content issues or swap out an image or two that may not be just right yet.

Website Launch

With final site approval, your website will be scheduled for launch. The go-live process is very technical but includes our team moving the site to your hosting account and taking care of last-minute details that must be configured on the final URL. We also hand over the keys to the site to you and your team.

Website Training

When your new site is in your hosting account and live, we’ll provide a hands-on training session and additional training materials to help you learn to care for and to use your new WordPress site. While we can’t turn you into a professional WordPress developer or designer in one training session, we can make sure you feel comfortable and confident in working with your new site.

Scope of Work

Based on our communication and conversations to date, you are hiring Graybill Creative to create ecommerce site for The Creamery at The Icehouse

The website will be designed to:

  • Provide a rock solid, powerful, ecommerce website that will allow your customers to order food for delivery and will allow wholesalers to purchase orders.

What Is Included In The Scope Of Work:

  • Site information architecture and site map development
  • Design of global site elements, in coordination with your brand, including the header, menu, sidebar, footer, typography, design patterns, and color palette
  • Custom design for your home page, blog, and default interior pages
  • Development of a custom, responsive, retina-ready, HTML5 WordPress child theme powered by the Genesis Framework that meets current web standards, which includes testing and debugging in current browsers
  • Integration of the contact form
  • Setup of ecommerce store with delivery and a wholesale option for logged in users
  • Integration of WooCommerce for the store
  • Setup of the taxes, and shipping for the store
  • Setup of 30 products in store
  • Final website launch management and transfer of site to your hosting account
  • Website training through video tutorials and a live, hands-on training session

Plus, these behind-the-scenes features:

  • Installation and configuration of our recommended WordPress plug-ins for spam protection, web analytics tracking, performance, security, basic SEO, forms, social sharing, and more
  • Installation and configuration of agreed on premium plugins to add specific functionality to the site
  • The management of URL redirects (forwarding old URLs to new URLs to avoid broken links)

What Is Not Included In The Scope Of Work:

  • Creation of all new content for site (We can do this for $220/page)
  • Purchase of images for site
  • Design of branding or logo
  • Purchase of ecommerce plugins

 

Project Timeline

Below is our anticipated timeline and project milestones as related to the payment schedule option. This schedule should be considered non-binding. These averages are based on previous projects of similar size and are highly dependent on your ability to provide prompt feedback on questions & design concepts, maintain scheduled meetings, provide final content & other required information, etc.

  • Project Kick-Off Call > Design Strategy Call
    • 1-2 weeks
    • Payment 1 due prior to kickoff call
  • Design Strategy Call > Website Design Approval & Next Steps Call
    • 2 weeks
    • Deliverable: Final visual website design
  • Next Steps Call > WordPress Theme Development
    • 5 weeks
    • Deliverable: Fully functional WordPress theme
  • Demo Site Review > Site Launch Approval & Launch Planning Call
    • 1 week
    • Deliverable: Final, completed website
  • Launch Planning Call > Website Launch
    • 2-3 days
    • Deliverable: Live working website
    • Payment 2 due prior to launch or within 90 days of project start

Similar to a restaurant, Graybill Creative accepts all projects on a first come first serve basis and a signed contract reserves space in our workflow and schedule just as a reservation at a restaurant holds your table. We cannot guarantee any specific timeline dates, deadlines, or deliverables until a signed contract is received with the initial deposit. Upon receipt of the contract and deposit, we will map out a complete project schedule together.

Add-On Options

We know a lot of details go into launching a new website, business, or brand, and that sometimes it’s easy to forget some critical pieces needed to reach your biggest goals. Below you’ll find a few of the most common add-on services that many of our clients choose to invest in for consistency across all media platforms and a great customer experience.

To approve an add-on option, initial the service on the line. All add-on services will be invoiced separately from the website. 

  • Search Engine Optimization
    • Research and Implementation of keywords so you can appear higher in Google search results and receive more targeted traffic.
    • Investment: $3000    (initial to approve)
  • Copywriting
    • Research and writing the copy for each page of your new site
    • Investment: $220/page    (initial to approve)

Frequently Asked Questions

What is WordPress?

WordPress is open-source software used to create and manage websites and blogs that is free and accessible for anyone to use however they want. It uses a combination of computing languages (mostly PHP & MySQL) to create dynamic websites created from content stored in a database. But in non-geek speak, it’s probably the easiest and most powerful blogging and website content management system (or CMS) in existence today. That’s why almost 30% of the world’s websites are powered by WordPress.

Why do you use WordPress?

WordPress is our platform of choice because it allows for the design and development of flexible, powerful, modern websites that adhere to the current web standards and best practices and allow for easy updates and growth in the future. Thousands of developers across the globe, including our team, are part of a strong and vibrant WordPress community that can be tapped into to bring an unparalleled depth of experience and knowledge to your project.

Where will my website exist when you’re done building it?

You are required to purchase a WordPress website hosting account. When we take the final site live, we will transfer the site into your account. I can provide the hosting for you, and I recommend that option because I can take care of all the required updates and backups that keep your site secure. If you decide not to go with this option, I can also provide you a list of recommended companies, however, you will be responsible for all updates and backups for your site.

Will I have to buy anything else?

While there are many free WordPress plugins available, occasionally we may recommend a premium WordPress plugin to achieve a specific goal — we may have even already recommended or mentioned one. These paid plugins are selected for their exact features, quality, dependability, and security, and they will require an additional investment. Some plugins have a one-time fee, and some require a yearly renewal. We do not purchase the plugins for you or provide them under our license because we believe that you should own and control every aspect of your website.

What happens after the website is launched?

Once the website is live, we will provide a training session to teach you how to use your site. After that point, it is your responsibility to take care of and maintain the website. This agreement comes with a 30-day warranty to make sure the website functionality performs as outlined in the scope of work and that any bugs found during this period are addressed and fixed at no charge.

Who do I call if I get stuck, I can’t figure something out, or something goes wrong?

If you continue to work with Graybill Creative for ongoing website care and support services, all technical responsibilities of managing your website will be handled by our team without you needing to do anything. You will also receive priority response times, email or phone support, and a discount of 20% on all future services. If you need anything, simply give us a call or send us an email and we’ll handle it. If you choose to not retain Graybill Creative for ongoing website care and support services, we will still be available to help with anything you need at our normal hourly rate of $110 per hour.

Technical And Legal Details

We can’t guarantee that our work will be 100% error-free and we can’t be liable to you or any third-party for damages, including lost profits, lost savings, or other incidental, consequential or special damages, even if you’ve advised us of them. Finally, if any provision of this contract shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this contract and shall not affect the validity and enforceability of any remaining provisions.

E-Commerce: With e-commerce there are many variables that can affect the performance of a website. We are not responsible for any problems caused by the following: hosting, poor configuration of coupons or sales by someone other than our staff, or code you have added. If there is a need for support outside our normal business hours, it will be charged at a rate of 150% of our normal hourly rate.

Availability: We are available by email and phone Monday through Thursday from 8:00 am to 4:00 pm central time and do our best to respond to your messages the same day or within 24 hours. Clients with an ongoing website care and support agreement in place receive priority response times. If you contact any member of our team outside normal business hours or on the weekends, we will respond the next business day. Email is the primary means of communication accepted for our work together. Please do not use social media, like Facebook private messages to communicate about your project, as we will not respond.

Changes And Revisions: We know from experience that fixed-price contracts are beneficial to you for planning purposes, but due to the nature of the design process, they can sometimes limit you to your earliest ideas. We don’t want to limit your ability to change your mind. The price of this contract is based on the length of time we estimate we’ll need to accomplish everything you have told us you want to achieve, but we are happy to be flexible during our engagement with you.

  • Two rounds of revisions are included during development to help reach final approval for your website

If you want to change your mind, add anything new, or go beyond the number of revisions outlined, that’s not a problem, as we’ll happily provide a change order detailing the additional work, or continue working on an hourly basis at $100 per hour.

Text Content: We are not responsible for copywriting or creating, writing, or typesetting any text.

  • Your site content must be provided digitally, in its final form, in full, and all at one time. We’ll provide you with a final content checklist to help ensure nothing is overlooked and share a Dropbox folder with you where your content can be uploaded and organized.
  • Replacing large sections of content or entire pages of content, adding new content or new forms, or changing large numbers of photos after the content has been added to the website is not included.

Artwork And Photographs: Any existing graphic files or photos that are to be used shall be provided in an editable, digital format. Any photographs need to be supplied in a high-resolution digital format. Included with every website project is a limited amount of stock photography from our preferred vendor. Any additional photos or artwork from alternate sources, must be purchased by you.

Premium Plugins And Software: During the design and strategy phase, we may suggest that a premium WordPress plugin (not free from the WordPress.org repository) or other paid software would be the best solution for your project. If you choose to use a paid plugin or software, you must purchase the plugin or software and provide us access. This ensures you retain control of the software and receive any updates released per the terms of your purchase.

Video And Audio: We are not a video/audio production company so any video or audio files to be used on your new website must be supplied in a final, web-ready version or as appropriate embed codes. We can recommend various video/audio hosting services and/or appropriate WordPress solutions as we design and build your new website, as well as recommended video sizes, quality, and specifications.

Website Hosting And Email Marketing Accounts: All website builds require a WordPress hosting account, and the cost of hosting is not included with this estimate. If you don’t already have a WordPress hosting account in place, we can take care of your hosting for you or we can point you to one of our preferred hosting providers.

If you wish to integrate email marketing with your website (opt-in box or form), an email marketing account must be created prior to development. We need the form code at this point so we can customize it to match your approved designs. If you do not already have an email marketing provider, we can recommend one based on your needs.

Website Hosting Support: Although migrating your new site from our development/testing account to your hosting account is included with your project. Transferring domain names, setting up email addresses, excessive file transfers from one server to another, cleaning up existing hosting/email marketing accounts, working with other websites in your account, or anything else that is not directly related to your new website is not included. We are always happy to support you in any way we can while working together on your project with us, but in no way can we possibly predict if there will be a need for additional technical support. If there will be any additional fees for tech support needs discovered during our engagement, we will notify you as soon as possible and can provide an estimate for the additional work.

Browser Testing And Compatibility: Browser testing no longer means attempting to make a website look exactly the same in browsers of different capabilities or on devices with different size screens, settings, or resolutions. It does mean ensuring that a person’s experience of a design should be appropriate to the capabilities of a browser or device. We test our work in current versions of major desktop browsers including those made by Apple (Safari), Google (Chrome), Microsoft (Edge), Mozilla (Firefox), and the native mobile browsers for iOS and Android. If compatibility for outdated /obscure browsers is a requirement, we’ll need to estimate the additional work separately.

Accessibility: Final code will adhere to the Web Content Accessibility Guidelines (WCAG) 2.1 AA Standard and meet current W3C Standards. The code will be written in a straightforward manner, with nothing obfuscated. The code will also follow best practices for technical search engine friendliness. It’s important to understand that technical SEO at the code level creates a strong foundation that will support other active, ongoing, long-term SEO efforts such as blogging, content marketing, and advertising - it alone will not produce high search rankings.

Third Parties: We will not be held responsible for any problems or delays caused by a website hosting company, domain registrar, email marketing service provider, merchant account provider, or other third-party vendors such as printers, e-commerce merchants, virtual assistants, social media sites, mail houses, plugins, production facilities, etc.

Final File Transfer: When the final payment has cleared and the project is complete, we will transfer the site into your own hosting account and take it live. We will also give you a digital copy of the final, finished files (WordPress theme files, design files, email templates, etc.). You should keep them somewhere safe, as we are not required to keep a copy.

Copyrights And Ownership: You guarantee that all elements of text, images or other artwork you provide to us are either owned by you, or that you have permission to use them. When the final payment is made, copyright of the design, graphics, and other visual elements is transferred to you. You also own all of the content, images, and media provided, unless someone else owns them. WordPress is open-source and uses the GPL license, so you are also free to use the code we provide in any way you choose.

Portfolio Inclusion: We love to show off our work and share what we have created with other people, so we reserve the right, unless you specifically object, to display and link to your project as part of our portfolio and to write about it on websites, in articles, or make reference in any other marketing materials or medium.

Warranty: A one-year warranty is included that begins the date the website is live. The warranty provides assurance that the website software will meet all functionality requirements as outlined in the scope of work and covers reported bugs (programming errors) that exist in the original codebase provided upon go-live. Bugs reported within the warranty period will be fixed at no additional charge. We will not be held responsible for any user caused errors or errors caused by poor administrative practices such as failure to back up files, not upgrading software/plug-ins, addition of conflicting plug-ins, editing or adding new code, etc. The web is a fluid and rapidly changing environment, so we are not responsible for updating and adjusting approved/completed designs due to specification changes with any third-party platforms such as social media platforms, WordPress plugin updates, your email marketing provider, etc. We do not warrant that the website will achieve any particular result or results.

Ongoing Support: Once your WordPress training session has been completed and we have “turned over the keys” to you, any future support requests or further consulting regarding your website will require a new estimate. Many of our clients choose to continue working with us on an ongoing basis for design and development support, WordPress and plugin updates, site backups, website changes, blog post publishing and optimization, and more. Those clients with a website care and support agreement in place also receive a discount on all additional services purchased and priority response by email and phone.

Client Cancellation: If, at any stage, you’re not happy with the direction our work is taking, you’ll pay us in full for our time and for everything we have produced up to that point as dictated by our records and cancel this contract. The first 25% of our agreement is non-refundable, regardless of when the project is cancelled.

Project Dormancy: We understand that sometimes life happens, and you may need to pause work on your project with us, and that is completely acceptable if we are notified and made aware of your situation. If your project goes more than 30 days without any forward progress or significant activity from your end, and no prior arrangements have been made with us and agreed to, your project will be put on hold, all associated files will be archived, and the remaining balance will be due. Once your project has been archived, a $750 re-activation fee is required to restart your project.

Graybill Creative Cancellation: If your project remains inactive for an additional 15 days past the 30-day dormancy period (45 days total) with no significant forward progress made, milestones reached, or prior arrangement in place, our engagement will expire, no refunds will be available, and you will forfeit all deliverables associated with this client agreement. Basically, if you disappear for 45 days, or delay the project with no forward movement and no communication for 45 days, this contract will be voided and absolutely no refunds will be given.

Late Fees: If your invoice is not paid within 30 days of the invoice being sent a 5% late fee will be added each month until the invoice is paid.

Payment Terms And Conditions

We accept payment by check, credit card, or online bank transfer. The payment schedule for our work together is as follows:

  • Payment 1 - $4750 (50%) Due at start of project, non-refundable
  • Payment 2 - $4750 (50%) Due prior to website launch or within 90 days of project start, whichever comes first

Next Steps

The investment for the scope of work as outlined is:

  • INVESTMENT: $9500 (initial to approve)

To move forward and get started, the next steps are:

  • Review the final agreement below, provide your signature for approval, complete the contact information, and send the complete agreement back to us. We will then send you an invoice and/or payment link based on your preferred method of payment.
  • Any add-on services selected will be invoiced separately.
  • If you have questions or need clarification about anything included in the agreement, email sara@graybillcreative.com or call 405-362-0074.

Service Agreement

YOU: You have the authority to enter into this contract on behalf of yourself, your company or your organization. You’ll give us everything we need to complete the project as we need it and in the format we need. You’ll review our work and provide feedback and approval in a timely manner too. Deadlines work two ways, so you’ll also be bound by dates and timelines we set together. You also agree to stick to the payment schedule and all terms and conditions outlined in this proposal.

US: We have the experience and ability to do everything we’ve agreed with you, and we’ll do it all in a professional and timely manner. We’ll strive to meet every deadline that’s set and on top of that we’ll maintain the confidentiality of everything you give us. We promise to approach your project in a collaborative, supportive, educational environment as a creative partner focused on your online success.

DETAILS: Just like a parking ticket, this proposal may not be transferred to another party or anyone else without our permission. This contract stays in place and need not be renewed. If for some reason one part of this contract becomes invalid or unenforceable, the remaining parts of it remain in place.

Although the language is simple, the intentions are serious, and this contract is a legal document under exclusive jurisdiction of the Oklahoma courts. 

No work will start until this agreement is signed, initialed where required, all pages are submitted to Graybill Creative, and the initial payment has been received. 

The complete signed agreement can be sent to:

Graybill Creative
2070 County Street 1237
Tuttle, OK 73089
405-570-1543
sara@graybillcreative.com

This client agreement is valid for 30 days from date issued. After, a new estimate may be required for services outlined and current pricing cannot be guaranteed.

This constitutes the sole agreement between Graybill Creative and The Creamery at The Icehouse for the scope of work outlined in this agreement only. Any additional work not specified will require a separate agreement. 

By signing this client agreement, and initialing/signing in all the required places, you agree fully to the outlined scope of work, budget, and all terms and conditions.

 

 

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Signature Certificate
Document name: The Creamery at The Icehouse
lock iconUnique Document ID: 9e627046a5093222aac2f291f8b007e642b659d1
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September 22, 2023 4:26 pm CSTThe Creamery at The Icehouse Uploaded by Sara Graybill - sara@graybillcreative.com IP 136.228.119.26