What would you agree to before work starts?

Inquiry, acceptance and scheduling

The website saves an inquiry for Jason Esler at Vibz Studio. A receipt is not an accepted engagement, invoice payment or confirmed appointment. Jason reviews fit and availability, then confirms the appropriate next step. Paid work requires written acceptance of the scope and terms. Free calls and qualified demos need no invoice or paid purchase. Consultation and assessment can end with their own deliverables; a pilot can recommend stopping. Earlier paid stages are not automatically required for implementation: any prerequisite and extra fee must appear in the proposal. Scheduling for paid services is confirmed directly after any required payment; this site does not provide a live booking calendar or checkout.

Onsite eligibility and preparation

Vibz is based in the Greater Kansas City Area. Location, travel, access and display compatibility are reviewed before an onsite commitment. Ordinary travel to the individually confirmed qualifying Greater Kansas City Area location is included in the free demo. No mandatory travel fee or paid purchase is added to that appointment. For locations outside that offer, discuss a remote example or a separately quoted visit. No automatic service radius is promised.

A qualified free demo covers one prepared synthetic office example, up to 30 minutes of demonstration and up to 30 minutes of standard preparation. It creates no purchase or subscription obligation. Custom preparation, live integration, troubleshooting and substantive evaluation are separately scoped paid work. Equipment and timing must be confirmed before the visit.

Quotes, invoices and changes

Proposed fixed fees apply to the described agreed scope. Starting prices are a floor for a scoped quote, not a fixed unlimited package. The proposal lists deliverables, exclusions, hardware/licenses, travel, due dates and any deposit or milestone payments. Any prepayment, deposit or milestone schedule is defined in the written proposal before acceptance; no payment schedule is adopted by this page. Payment methods are provided on the invoice. No money is collected by this site.

New workflows, extra support, changed scope or additional costs require written approval. No automatic hourly overage fee is imposed. A $500 assessment credit is applied once to same-company implementation accepted by written proposal acceptance within 60 calendar days of delivery of that company’s paid assessment, confirmed in the quote and deducted from the implementation invoice. It is not cash-refundable or stacked with another assessment credit. Cancelling implementation does not create a separate cash credit payout. An eligible $1,000 assessment plus $8,000 implementation totals $8,500 in service fees after the credit, before extras. Pilot credits apply only if expressly quoted.

Your information and responsibilities

Bring a general task to the first conversation. Do not upload or send client records, passwords, medical or financial information in the initial inquiry. Demonstrations use synthetic examples. Any later use of approved nonsensitive copies or real-system access needs a separately agreed purpose, permission, transfer method, retention and access boundary.

Name a person who can approve the work, provide authorized inputs and confirm expected results. Your staff check output and approve customer commitments, prices and consequential decisions. Local processing alone does not establish security, compliance or correctness. A scoped acceptance check and fallback process must be agreed before use.

Delivery review and correction

Proposal acceptance and delivered-work acceptance are separate decisions. Before starting, agree test cases, deliverables, review dates, customer dependencies and the included correction period. Correct an in-scope defect through that remedy route; new requirements need a separately approved scope. A pilot may recommend stopping. Agree its duration, participants, environment and configuration reuse before accepting it; it is not production deployment.

An assessment uses authorized evidence for its baseline. If evidence is unavailable, explicitly agree a measurement plan instead of calling an estimate a measured baseline. Its cost outline is an estimate, not a binding implementation quote.

Training and handoff

Implementation includes essential operating instruction, usable guidance, known limits, responsible owners and a fallback/handoff within its agreed scope. Additional team workshops cost $750 for two hours plus agreed preparation; they do not replace or double-charge the basic instruction included in setup.

Monthly support and limits

Essential is $300/month with one support hour; Managed is $500/month with two. Assistance and the agreed proactive checks use that same included allowance. The written maintenance scope names supported components and checks, check frequency, reporting, how actual minutes are recorded and exclusions. It is not responsibility for the whole office system. Failed checks are reported to the named customer owner; checks grant no permission for changes. Corrective work needs the agreed approval boundary and available allowance or a separate quote. Any expiry or rollover rule must be stated in the accepted agreement.

Support availability, contact arrangements and closure dates must be agreed before a plan begins. Capacity and start date are confirmed before a plan is accepted. There is no guaranteed response time or uptime commitment. Extra work requires an approved written quote. If Vibz cannot provide an included service, notify the customer and agree rescheduling or refund of the undelivered agreed portion. A Priority plan is not currently offered.

Cancellation and rescheduling

The proposal must state the cancellation or rescheduling notice route, cutoff, time zone and processing terms before acceptance. Send written notice through the agreed contact route; receipt time controls rather than processing time. Late notice creates no automatic penalty. Non-delivered prepaid work is refundable after deducting only expressly agreed completed preparation or approved nonrecoverable costs itemized once without double counting. The proposal states the calculation and processing time before prepayment. Any such cost and treatment must be disclosed before you accept; this policy does not create an automatic penalty. If Vibz cannot deliver an agreed session, discuss a new date or return the prepaid undelivered amount.

Monthly maintenance is month-to-month. The proposal names the renewal date and notice channel. Written notice received before the next billing period stops renewal, followed by confirmation; processing delays do not invalidate timely notice. Monthly invoices grant no automatic charging authority. Refund treatment for any prepaid unused period is stated in the agreement before acceptance; no automatic prorated refund is promised here. Expiring unused support hours and prepaid unused billing periods have different rules. These scheduling terms do not restrict applicable legal cancellation rights.

Exit and data handoff

Agree on an exit plan: return/export authorized customer-owned material in an agreed format, transfer operational guidance, remove Vibz access and reconcile retained copies under the agreed retention rules. Any transition work beyond included support is quoted before it starts. The customer retains ownership of its information and approval authority. Essential handoff is included even without maintenance. Agree formats, timing, third-party limitations and retention exceptions before commitment.

Provider and contact

Vibz Studio · Jason Esler · Greater Kansas City Area. The legal invoicing name, provider contact and any required business details are supplied with the written proposal before acceptance. This site does not assert a registered entity type, insurance coverage or certifications.

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