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Contracting

Creating your Draft Statement of Work

Introduction to Contracting

Congratulations! At this stage you have been successful in your pitch with the client and have won the project. Now it's time to move to the contracting phase, where you input your agreed details into a Draft Statement of Work (SoW).

What's a Draft Statement of Work (SoW)?
A Draft SoW is our way of mutually agreeing project details between you and your client before a final SoW is formally signed, helping to simplify the contracting process.

Once you've won the project, you'll be notified via email to complete the following documents:

  1. Draft Statement of Work

  2. StudioSafe onboarding form (this only needs to be completed once)

  3. StudioSafe engagement form

  4. StudioSpace MSA (this only needs to be completed once)

Important: These 4 documents must be complete before any project work begins

You'll know they're complete once a green tick appears on each document card.

Creating a Draft Statement of Work (SoW)

Once you click "Start Draft SoW", carefully follow the prompts for each step. You'll be able to upload your winning proposal as a file/link. You'll also be able to use and edit content from the original project scope, or create entirely new content for each section.

Deliverables

In the deliverable section, you'll be able to be specific about what format the deliverable needs to be, as well as how many amends you and your client have agreed upon. Click the "Amend(s)/Format" buttons under each deliverable to add these specifics:

 

Budget

Here in the budget, you can be specific about costs. Project budget is made up of:

  • Agency Fees: This is the service your agency is providing. It does not include third-party costs and expenses.

  • Third-party Costs: Costs from another party (incurred to you) as part of undertaking this project (e.g. venue hire)

  • Expenses: These are other expenses incurred as part of the project to be reimbursed by the client at the end of your project (e.g. travel, accommodation)

You'll be provided with net/tax/gross breakdowns of your total earnings.

 

Invoice Scheduling

The invoice schedule is automatically generated using details from the timeframe and budget sections.

  • Up-front costs are paid at the beginning of the Project
    To facilitate Projects that require up-front costs, we aim to pay these costs at the beginning of the Project.

  • Agency Fees are paid at Project end or at midpoints for longer Projects
    For shorter Projects, Agency Fees, Third-party Costs (that aren’t paid up-front) and Expenses will be paid in a single invoice upon verified completion of the Project.
    Projects that are 6 weeks or longer will also have midpoints wherein Agency fees up to that period will be paid.

  • StudioSpace Service Fee is taken from Agency Fees
    As part of our service, we charge agencies a fee from the total Project budget. This is based exclusively from agency fees before tax is applied.

 

Final Review

In order to submit your Draft Statement of Work, you'll need to review each section one last time. Each items needs to be Marked as Complete before you're able to click "Submit for Review" at the bottom of the page.

Once you've submitted your Draft SoW for review, StudioSpace will look over it before we give it the all clear to go to the client for review.

 

I've submitted my Draft SoW. What's next?

Step 1. StudioSpace will review the Draft SoW

Once you've submitted your Draft SoW, StudioSpace will review the content. If we have any feedback for you, you'll be notified via email. Simply go back into the Draft Statement of work and find the sections marked "More info required" as shown below.


If you click on "More info required", a panel will appear to the right-hand side with details of what's required. Edit/update the items mentioned by clicking the button below for each relevant section.

Example of how to view feedback and edit section
Note: Clicking "More info required" opens the feedback panel.


Once edited, a "Mark as complete" button will appear over what was previously flagged as "More info required".

Mark these sections as complete, and you'll be able to submit the Draft SoW for review once more. Otherwise, if all the content has been approved by us, the Draft SoW will be sent to the client for review.

Step 2. Your client will review the Draft SoW

If your client has any feedback for you, you'll be notified via email. Follow the same instructions in step 1. Once you mark these sections as complete, you'll be able to submit the Draft SoW for review once more. Otherwise, if all the content has been approved by the client, StudioSpace will look over all documents one last time.

Step 3. The final SoW gets signed

StudioSpace will send you an email from our contract integration partner, Juro. An email (similar to the one below) should appear in your inbox.

 

You'll also be able to sign the Statement of Work in the Contracting > Finalise Statement of Work screen below by clicking on the link "View contract on Juro"

Once you review and sign the document, you'll be provided a link to your signed Statement of Work via email. Keep an eye out of the email below: