How we work
Clear steps. No surprises.
From your first message to launch day and beyond, here's exactly what working with SystemLoom looks like — and what you can expect at every step.
The journey
Seven steps from first message to launch.
- 01
Get in touch
Reply within 1 working daySend us a message through the contact form or WhatsApp, or book a call directly. Tell us as much or as little as you like — a rough idea is enough to start.
- Contact form, WhatsApp or online booking
- A reply from a real person within one working day
- 02
Quick intro call
30 minutes · freeA relaxed video call to get to know each other. You tell us what you're working on; we share first thoughts and check that we're the right fit.
- No preparation needed
- Honest advice — even if that means we're not the right team
- 03
Discovery call
1 hour · freeWe go deeper into your goals, users, current processes and systems, and what success looks like. Afterwards we send a written summary so we're aligned from day one.
- Goals, users, data and existing tools
- A written summary of what we understood
- 04
Proposal
Within 2–3 working daysA clear proposal in plain English: what we'll build, what's included and what isn't, the timeline with milestones, and a fixed price — often with a few options to choose from.
- Fixed scope and price — no hidden extras
- Milestones and delivery dates
- Options to match your budget
- 05
Agreement & kick-off
Within a week of sign-offWe sign a simple agreement, you pay a 40% deposit, and we send a welcome pack with your main contact, the timeline and a short checklist. Then we hold a kick-off call and get started.
- Simple written agreement
- 40% deposit to begin
- Welcome pack and kick-off call
- 06
Design & build
Weekly updatesWe design and build in short stages, sharing progress early so you can give feedback as we go. Every Friday you get a short update: what's done, what's next and anything we need from you.
- Early previews and regular reviews
- A weekly Friday update
- Any changes agreed in writing before we do them
- 07
Launch & aftercare
30 days free supportWe test everything, launch, and hand over all files, logins and code with a short guide or training video. You get 30 days of free support for fixes, and optional care plans after that.
- Full testing before launch
- Handover of files, code and access
- 30 days of free support
What to expect
What you can expect from us
- A reply within one working day
- Plain English, not jargon
- A fixed, written proposal before any work starts
- One main point of contact
- A weekly update every Friday
- Early previews, so there are no surprises at the end
- Honest advice — including when something isn't worth building
- 30 days of free support after launch
What we'll need from you
- A main contact who can make decisions
- Your goals and any examples you like
- Content such as logos, text and images (or we can create them)
- Access to any existing systems we connect to
- Feedback on previews within a few working days
Payments, explained simply
Every project has a fixed price agreed in the proposal, so you always know the cost upfront.
To start
40%
Deposit when you sign the agreement
During the project
Milestones
The balance is split across agreed milestones
On launch
Final
Final payment before full handover
Changes outside the agreed scope are always quoted and approved in writing first — never added to your bill without asking.
How we keep in touch
- WhatsAppQuick questions and day-to-day messages
- EmailDecisions, approvals and documents
- Video callsKick-off, reviews and demos (Google Meet)
- Friday updatesA short weekly summary of progress
Your work, your data
You own what we build
Once the final payment is made, the code, designs and content we create for you are yours.
Data handled under UK GDPR
We only use your data to deliver your project, and we sign a data processing agreement when your project involves personal data.
Confidential by default
We're happy to sign an NDA, and we never share your project details without permission.
Secure access
Logins and passwords are shared through a password manager, never by email or chat.
FAQ
Questions clients often ask.
It depends on the size. A website typically takes 2–4 weeks, while larger apps, AI or automation projects run in stages over a few months. You'll get a clear timeline with milestones in your proposal.
Ready to start?
Book a free call or tell us about your project — we'll reply within one working day.