A sample agreement
This is the agreement for a made-up project, written the way every agreement is written. The portal renders yours the same way: scope, milestones, costs and terms, with a comment box on every line.
Wholesale ordering for a coffee roaster
Version 1 · 2026-09-01
Scope
The system serves the roaster's wholesale customers (cafés and restaurants) and the roaster's own team.
Customer portal
F1
Sign-in and accounts
F1.1
A customer signs in with a code sent to their email; the roaster adds and removes customers.
F1.2
Each customer sees their own price list, set by the roaster per customer.
F2
Ordering
F2.1
Place an order from the price list for a delivery day chosen from the roaster's delivery days.
F2.2
Reorder last week's order in one step.
F2.3
An order confirmation arrives by email within a minute; the order can be changed until the cut-off time the roaster sets.
F3
Order history
F3.1
See past orders and their invoices.
Roaster's back office
F4
Orders
F4.1
See the orders for each delivery day in one list, with totals per product.
F4.2
Print a pick sheet and delivery notes for a delivery day.
F4.3
A daily email at the cut-off time with the orders for the next delivery day.
F5
Products and prices
F5.1
Edit products, sizes and availability; a product marked unavailable disappears from ordering at once.
F5.2
Set a price list per customer, starting from a default list.
F6
Invoicing
F6.1
An invoice per order or per week for each customer, with the roaster's details and numbering, as PDF.
F6.2
Invoices are paid by card or bank transfer; paid and unpaid are shown per customer, and the list exports as a spreadsheet.
F7
Deliveries
F7.1
Group a delivery day's orders into routes and print them in driving order.
Infrastructure and ownership
F8
Ownership
F8.1
Domain, hosting account, email sending, source code and data are in the roaster's name from day one.
Not in scope
- Retail orders and payments: the roaster's existing shop website stays as it is.
- Accounting: invoices export as PDF and spreadsheet; posting them into accounting software is not included.
- Stock and the roasting schedule.
- Product photography and descriptions: supplied by the roaster.
Milestone 1 · Ordering
Wholesale customers order from their own price list, and the team works from one list per delivery day.
Estimated duration
2–3 weeks
Development
$8,789
Operations
$49 per month
Infrastructure
At cost, itemized
What you get
F1
Sign-in and accounts
F2
Ordering
F2.1
Place an order from the price list for a delivery day chosen from the roaster's delivery days.
F2.2
Reorder last week's order in one step.
F2.3
An order confirmation arrives by email within a minute; the order can be changed until the cut-off time the roaster sets.
F4
Orders
F5
Products and prices
F8
Ownership
Work
| Work | Days |
|---|---|
| Customer sign-in and accounts; a price list per customer from a default list | 2 |
| Ordering for a delivery day with a cut-off, reorder in one step, confirmation email, changes until the cut-off | 3 |
| Orders per delivery day with totals, pick sheet and delivery notes, the daily email at the cut-off | 2.5 |
| Products, sizes and availability | 1 |
| Email from the roaster's domain, authenticated, inbox placement tested | 0.5 |
| Ownership: accounts in the roaster's name, source code in the roaster's account | 0.5 |
| Review together, launch, handover | 1.5 |
| Total | 11 |
Milestone 2 · Invoicing
Every order is invoiced without anyone typing it up, and customers pay from the invoice.
Estimated duration
1–2 weeks
Development
Priced at its own round
What you get
F3
Order history
F6
Invoicing
Milestone 3 · Deliveries
A delivery day's orders come out as routes, printed in driving order.
Estimated duration
1 week
Development
Priced at its own round
What you get
F7
Deliveries
Operations
Starts the day the portal is live. Billed monthly.
- $49 per month. Covers operating the system: monitoring and order-email delivery checks, updates, backups, support and small changes, and the monthly report.
- Not covered: new features and scope changes; product content.
- Infrastructure and third-party usage is passed through at cost, itemized monthly, visible in the portal: hosting ($0–5 per month), domain ($10 per year), outgoing email (free at current volume). Expected at launch: $1–6 per month. From the Invoicing milestone, the payment provider's fee on each card payment.
Terms
- The operations fee covers operating the system: monitoring, updates, backups, support and small changes, and the monthly report. Infrastructure and third-party usage is billed separately at cost.
- The roaster owns everything: domain, accounts, source code, content and data, from day one.
- The roaster can end operations at any time. Nothing is handed back because nothing is held; Silent Keel walks whoever takes over through the operating documentation.
- A milestone's price is fixed once accepted. If the work takes longer than its days, the difference is Silent Keel's.
- Availability follows the underlying providers (hosting, email, the payment provider); no stronger guarantee is offered by default.
- Changes in the platforms' rules and interfaces (email providers, the payment provider) can affect features; adapting to them is part of operations. A feature a platform withdraws is replaced as new work.
- Significant growth in operational complexity (customers, orders, integrations) can trigger a revision of the operations fee, with notice.
- Scope is fixed as written in this agreement; changes come as new milestones or features.
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