How scope leaks
A client asks for a third revision “just this once”. A new format is added to a campaign. A report gets an extra page. None of these feels worth an awkward conversation, so each is given away.
- Scope lives in a PDF nobody opens during the work.
- Revision counts are held in someone’s head.
- There is no moment where the team compares the request with what was sold.
Write scope down where the work happens
For each client, record what was sold in a place everyone sees: deliverables, the number of revisions, cadence, fees and who approves.
| Item | Record it as | Why it matters |
|---|---|---|
| Deliverables | A list with quantities | Defines “done” |
| Revisions | A number per deliverable type | Makes overuse visible |
| Fee and rate | Retainer plus the agreed rate for extras | Lets you quote changes quickly |
| Approver | A named person at the client | Stops approval by the wrong person |
| Cadence | Reports and meetings | Prevents drifting commitments |
Tie each approval to an exact version
“Approved in the thread” is not a record. In RevSmith the approval is tied to the exact version, destination, affected object and proposed change. Clients can approve by link, and every approval stays in the history.
- Prepare: the work is drafted.
- Review: the exact version is shown with its destination.
- Act: only after a person approves.
- Verify: the outcome is checked and recorded.
Catch out-of-scope requests early
The Operations agent checks a new client request against the retainer, flags a revision past the agreed limit and drafts a friendly scope note. The Creative Lead tells you which creative set has gone past its rounds and drafts a change request at the client’s agreed rate. Both go out only after the account lead approves.
A simple scope routine
- Record scope when the deal is won.
- Check each new request against it.
- If it is outside scope, send a short, friendly note with the rate.
- Log the decision.
- Review scope used versus sold at each renewal.
Frequently asked questions
How do I say no to extra work without upsetting a client?
Send a short, friendly note that names what was agreed, states the rate for the extra request and asks if they want to proceed. Having it drafted for you removes the awkwardness.
Does RevSmith contact clients by itself?
No. Outbound messages stay drafts until a person approves them.
Can clients approve work in RevSmith?
Clients can approve by link. Client contacts stay as records and do not get accounts.
Where is the approval history kept?
Every action is recorded in the history with who approved what and when.
How much does RevSmith cost?
We are onboarding agencies now and set terms with each agency during onboarding, so there is no public price list yet. Book a 15-minute demo with the founder and ask.