How We Work
This page sets out exactly how we scope, quote, deliver and invoice work, and how you pay for it. If anything here is unclear before you engage us, ask — we would rather answer the question than have you guess.
Our process, step by step
1. Enquiry and free consultation
You contact us by phone, email or through the form on our contact page. We reply within one business day and arrange a call or meeting, in person in the Argolis and Athens regions or by video call anywhere. There is no charge for this and no obligation to proceed.
2. Written proposal and specification
Within 3–5 business days of the consultation we send you a written proposal containing: the scope of work in detail, the technical approach, deliverables, a milestone schedule with dates, the total price or a capped hourly estimate, payment terms, and any assumptions or dependencies on your side. Proposals are free and valid for 30 days.
3. Agreement and deposit
If you accept, both parties sign the proposal, which together with our Terms and Conditions forms the contract. We then issue an invoice for the deposit. Work begins once the deposit clears.
4. Development, with visible progress
We build in stages against the agreed milestones. You get access to a staging environment from the first milestone onwards, so you can see and test the work as it develops rather than only at the end. We report progress at each milestone and you have a named developer contactable by phone and email throughout.
5. Change requests
If you want something not in the signed scope, we quote it separately in writing. No change is started, and nothing extra is invoiced, without your written approval. This is the one rule we never bend, and it is why our final invoices match our quotes.
6. Testing, acceptance and handover
When the build is complete we deploy to staging for your acceptance testing. You have 14 days to test against the agreed specification and report anything that does not meet it, which we correct at no charge. On your written acceptance we deploy to production, hand over all source code, credentials and documentation, and train your staff.
7. Final invoice and warranty
The final invoice is issued on handover, payable within 14 days. Intellectual property in the bespoke code transfers to you on receipt of final payment. The 90-day warranty period starts at handover.
8. Ongoing support
After the warranty period you can take a monthly maintenance retainer, buy support hours as needed, or take the code and maintain it yourself. There is no lock-in and we hand over everything either way.
How we price
We use three pricing models, and we tell you which applies before you commit.
- Fixed price — used for most projects, where the scope can be specified up front. You know the total cost before work starts and it does not change unless you change the scope in writing.
- Time and materials, with a cap — used for exploratory work, audits and rescue projects where the scope genuinely cannot be fixed in advance. Charged at €75 per hour or €550 per day, against a ceiling we agree in advance and will not exceed without your written approval. We report hours used at each invoice.
- Recurring subscription — used for managed hosting and maintenance retainers. A fixed monthly or annual fee, billed in advance.
Indicative prices for each service are published on our Services page. All prices are quoted in euro (EUR) and exclude Greek VAT, which is added at the prevailing rate where applicable. Valid EU business customers outside Greece are invoiced under the reverse charge mechanism where they supply a valid VIES-registered VAT number.
Payment terms
Project work
Projects are invoiced against milestones. The standard schedule is:
- 40% deposit on signature of the agreement, before work begins
- 30% at the agreed mid-project milestone
- 30% on handover and acceptance
Larger projects are split across more milestones. Projects under €1,500 are invoiced 50% deposit and 50% on completion.
Retainers and hosting
Billed monthly or annually in advance, on the first business day of the period. Annual payment carries a 10% discount.
Ad-hoc hours
Invoiced monthly in arrears for work carried out in the preceding month, with a breakdown of hours.
Terms
Invoices are payable within 14 days of the invoice date unless stated otherwise on the invoice. A valid Greek tax invoice (τιμολόγιο) is issued for every payment. Late payments may attract statutory interest under Greek law, and work on a project may be paused while an invoice is overdue.
How you can pay
- Bank transfer (SEPA) — our preferred method. IBAN details appear on every invoice.
- Debit and credit card — Visa, Mastercard and Maestro, through a secure payment link sent with your invoice. We never see or store your full card details; card data is handled entirely by our payment provider.
- Direct debit (SEPA) — available for monthly retainer and hosting subscriptions.
We do not accept cash for amounts above the legal threshold, and we do not accept cryptocurrency. All charges appear on your statement as Andr. Panagiotopoulos Kai SIA L.P. or CREATTIVICA.
Refunds and cancellation
Deposits secure a place in our schedule and are non-refundable once work has begun, but you can cancel a project at any time and you will only be charged for work completed to that point. Retainers can be cancelled with 30 days’ notice. Full detail, including how to make a claim and how disputes are handled, is in our Refund and Cancellation Policy.
Confidentiality and your data
We sign a non-disclosure agreement on request, at no charge, before any commercially sensitive information is shared. Where we process personal data on your behalf we do so under a written data processing agreement compliant with the GDPR. See our Privacy Policy.
Questions
Call +30 700 700 1758, email sales@creattivica.com, or use the form on our contact page.
Andr. Panagiotopoulos Kai SIA L.P. (trading as Creattivica) · Dagre 2, Argos, Argolis 21232, Greece
VAT (ΑΦΜ): 802110340 · ΓΕΜΗ: 170151013000 · Δ.Ο.Υ. Ναυπλίου · Tel: +30 700 700 1758 · sales@creattivica.com
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