How commercial engagements are handled at SpotDev

First impressions matter. How a company responds to your enquiry says a lot about how they’ll deliver your project – the level of seriousness, empathy, care, and genuine problem-solving you can expect. Timely follow-up is essential; it shows respect for your time and signals that your challenge is important.

At SpotDev, we work hard to ensure every enquiry is handled promptly, professionally, and with the attention it deserves from the very first touchpoint.

What happens when you request a quote?

When you submit a request for a quote on our SpotDev website, your enquiry goes straight to our commercial team.

Our standard is:

• We call you within 10 minutes of your enquiry, where possible.

• If the team is in meetings, we’ll contact you within 1 hour of your request at the latest.

The goal of this first response is to acknowledge your enquiry quickly and demonstrate that your project matters to us.

First contact: Understanding the basics

(Timeframe: within 1 hour of your request)

During our initial call, our focus is to understand your situation and confirm whether we’re the right partner for you.

We’ll explore:

• The nature of your challenge – whether it’s data migration, integration work, marketing and sales CRM inefficiencies, website design and development, or a need for advanced AI-search and SEO capabilities

• Your high-level project requirements and scope 

• Your budget range

• Decision-making authority – who will need to approve the project

• Your timeline and any critical dates

We’ll also discuss how the challenge is affecting your team, business, and goals today. This helps us understand not only what you need, but the impact a successful project will have on your organisation.

If SpotDev is a good fit, we move into a more detailed discovery phase.

Discovery call: Clarifying project scope & goals

(Within 1 working day of your initial request)

During the discovery call, we dig into the detail.

SpotDev's sales engineer will work with you to understand the full extent of the project. This is where we ask the questions necessary to design a solution that genuinely fits your needs and resolves the root cause of the challenge.

In this stage, we aim to:

• Identify dependencies (systems, teams, or processes that could affect delivery)

• Surface potential risks early

• Clarify expected outcomes and definitions of success

• Understand the resources available on your side to support and participate in the project

For more complex projects, we may run up to three discovery sessions to ensure we fully understand the requirements.

By the end of discovery phase, both your team and ours should have a clear, shared view that the proposed solution will meet the expected outcomes.

Proposal presentation: Shaping the engagement

(Typically 4 working days after the discovery call)

Following discovery, our sales engineer prepares a full proposal.

This document outlines:

• SpotDev’s recommended approach to solving your challenge                         

• Project phases and timelines

• The indicative budget

• Any required tooling or platforms (e.g., HubSpot Sales Hub Enterprise or Content Hub Pro)

The proposal ensures we’ve captured your requirements accurately and confirms that the engagement structure aligns with your expectations.

During this call, we walk you through the proposal, answer questions, and discuss any adjustments needed before finalising terms.

Proposal presentation to commercial call

(Typically 1 week after proposal presentation)

After the presentation call, clients typically take up to one week to review the proposal internally. The commercial call acts as a check-in to understand whether all necessary approvals have been received to proceed to a formal offer.

Commercial call to offer

(1 day after commercial call)

Once the offer is accepted and signed, an invoice is issued for the initial payment, and all future invoices are scheduled according to the agreed payment terms.

Kick-off call: Beginning the partnership

(Aligned with agreed project timelines)

After the agreed payment terms are fulfilled, we schedule your kick-off meeting. This is where you meet the delivery team who will be working on your project from start to finish.

During the kick-off call our teams meet virtually, the project's structure and deliverables are recapped and important client business dates within the project are highlighted e.g., product launches or team leave.

Prior to the kick-off call, the delivery team has all the necessary information prior to meeting your team (sales-to-service handover). This includes knowledge transfer from the commercial team to the delivery team; including proposal documents, call recordings, and relevant materials are shared. With this the delivery team is fully equipped to begin the work on your project.

If you have a business challenge you'd like to talk to us about, send us a request, and we'll give you a call to explore how we can help you.