What We Do

1. Collaborative Partnership – Whether you prefer a white-labeled approach or transparency, we seamlessly integrate into your agency’s operations. Curious about pricing? We’ll guide you on how to effectively mark up, ensuring mutual profitability.
2. Referral Program – Simply introduce, then step back. Recommend our services, and in gratitude, we’ll offer a 10% referral fee. Our direct client rate will apply, ensuring straightforward billing for every project.

• One Time Projects: These are standalone tasks or projects with a clearly defined scope and deliverables. Once the project is completed, the billing is finalized. This type of billing is ideal for clients who have a specific need or goal and do not require ongoing services.
• Retainers: A retainer agreement involves a consistent, often monthly, payment from the client in exchange for ongoing services or access to professional expertise. This ensures that the client has dedicated resources or time allocated to their needs on a regular basis. It’s beneficial for those seeking continuous support, updates, or maintenance over a longer period.
• Adhoc: This billing type caters to spontaneous, unscheduled tasks or services that fall outside of regular contracts or predefined project scopes. Clients are billed based on the specific requirements of the one-off task they request. Ideal for unpredictable needs that arise intermittently.
• Discoveries: Discoveries involve a deep dive into a particular issue, project, or idea before embarking on full-scale development or implementation. This billing caters to preliminary research, analysis, and planning stages. It’s beneficial for clients who want to explore the feasibility, risks, and requirements of a project before committing extensive resources.

At White Rabbit Group, we use an agile framework to support partner projects. Although every project is a little different, a typical build follows these steps.

1. Discovery: The discovery period is a time when we get a better understanding of the project at hand. We typically ask for a project requirements document, get access to review code, and design files, and/or set up a meeting to discuss details that will help with the project estimate. The discovery period, if under an hour, is on the house but if we need to spend more time than that, we will start off the project with a paid discovery. We typically do paid discoveries when we review code or put together a project requirements document.
2. Estimate: The estimate approach we use at White Rabbit Group is a simple, but effective process. Each project is unique and has different requirements, but the way we go about gathering that necessary information has become a well-oiled machine. By asking the right questions and running everything by our team of experts, our goal is to deliver you a detailed understanding of what we are hoping to build together. The article below gives you a high-level breakdown of our estimation process, from the initial gathering of requirements to final approval.
3. Authorization: Once the discovery and estimation phase of the project has been completed, we’ll draft a Statement of Work Agreement that outlines our understanding of the project’s scope. This agreement typically includes a work estimate and timeline for project completion.
4. Design Handoff: Finalized designs will need to be given to your project manager. Our development team requires design files in Figma or Adobe XD formats. If this is unavailable, our in-house design team can convert most other design file formats to Figma. However, design file conversion should be considered as part of the project scope.
   • Design considerations for Website Builds:
     • Desktop screen designs
     • Tablet screen designs
     • Mobile screen designs
     • Animations
     • Interactions
     • Integrations

     After the finalized designs have been reviewed by our team, we can begin assigning the technical specialists that are needed to build your client’s website and/or mobile application. Once assigned, your technical team will be with you through the project lifecycle.

5. Building: One of WRG’s core philosophies is that the client should maintain ownership over their tech stack and accounts at all times. This means that White Rabbit Group developers need to be invited to collaborate. Before we can start building, we’ll need access and credentials to:
   • For website builds with a CMS
     • CMS Admin Access
     • Host account delegate privileges
     • DNS account access (optional)
     • Access to any third-party plugins/ apps

   After our team has been invited to collaborate, we can begin building. This is the step where all the magic happens, where we take your idea and turn it into reality. During this phase, we are heads down in code and will keep you updated on our progress as we hit milestones. If this is an ongoing, monthly project, we keep you up to date with standup meetings, a project board on Trello, and monthly hourly breakdown reports.

   Testing the end product is something that other companies may overlook but is critical to the success of anything that is developed. Our QA team is solely dedicated to quality assurance and testing that the product is running smoothly. Our QA engineering team reviews every pixel, on all required devices.

6. Feedback: After fully building out and testing the product but before going live, we send a demo of the entire build for review. This phase is for making any minor changes or fixing any other bugs that may present themselves.
7. Development Handoff: Once the client is happy with the build and signed off on the final feedback, we are ready to move the website or application from the development (staging) environment to the live environment. This is the most high-risk step of the project. For this reason, we never push a build live on a Friday. If your clients’ proposed deadline for launching the build is calendar day dependent we recommend planning ahead with your technical project manager and development team.

We have had the pleasure of partnering with hundreds of agencies and direct clients and we can’t express how grateful we are to work with such talented teams.

All of these partnerships have given us invaluable insight into what makes a client a good fit for us. As a development agency, we regularly work with teams of all types, and because of this, we know the good ones when we see them.

Below are the top 10 distinguishing traits we find in all good partners. Toggle through each number to expand:

1. Open Communication: Design and development require different skill sets, making clear communication essential to align visions and avoid unnecessary revisions. Understanding client goals and working styles strengthens partnerships and leads to more successful projects.
2. Be Proactive: Challenges are inevitable, but addressing them early prevents delays. Experienced teams develop a shared awareness of potential issues, like image proportions in sliders, and involve developers early to mitigate complications.
3. Continually Optimizing: Every project is an opportunity to refine processes. Regular retrospectives help identify inefficiencies, such as replacing lengthy email chains with quick calls, improving overall productivity.
4. Proper Design Handoff: A structured, well-documented handoff ensures developers can accurately translate a designer’s vision, reducing confusion, revisions, and wasted time.

   We recently wrote an article on what a good design handoff looks like. Click here to learn what it takes to provide a solid design handoff to a development team.

5. Understands the Stages of Development: The best design partners are the ones who understand that software development is a process and there are several steps in order for it to be done well. Every project is different and requires a unique approach, however the stages of development are generally consistent across all project types. Those stages at a high-level are:
   • Discovery: we determine the project requirements and scope of work.
   • Estimate: we provide an estimate of the work involved.
   • Kickoff: we meet to gather all assets and finalize milestones.
   • Build: construction of the product.
   • Test/QA: we test the product internally.
   • Review: we share the product with the client for final approval.
   • Launch: we push the product live.

   Communication needs vary by stage—Discovery requires constant dialogue, while Build is more focused. Understanding these shifts helps design partners manage client expectations effectively.

6. Understands the Nature of Development: Development may seem like magic, but it depends on evolving technologies and external factors. Staying adaptable and proactive is crucial, and we prioritize design partners who understand the ever-changing nature of coding best practices.
7. Being Mindful of Strengths and Weaknesses: Agency partnerships are valuable because they allow teams to leverage each other’s strengths and cover weaknesses. Understanding skill boundaries helps optimize collaboration and maintain quality. For instance, a design team skilled in marketing websites may need UI/UX support for complex web applications. Success comes from partnering with teams whose expertise complements your own.
8. Be Innovative: We thrive on solving complex problems and supporting ambitious goals. The best partners balance practicality with innovation, pushing creative boundaries to deliver unique user experiences. While templates work for budgets, standout solutions require custom design—making those who share this vision the most exciting to collaborate with.
9. Up to Date on UI/UX Best Practices: When developing a partner’s UI design, key elements must be simple, consistent, and purposeful. Clear navigation prevents user frustration, while strong design partners understand affordances to subtly guide user actions. Staying up to date on UI/UX best practices is crucial for both design success and the overall effectiveness of the final product.
10. Mutual Trust: Our best partners see us as an extension of their team. They trust that we will bring thoughtful solutions, flag risks as soon as we see them, and stay fully committed to their goals from kickoff through launch. In return, we trust their expertise, their vision, and their ability to guide the end-client through the design and decision-making process. When trust runs in both directions, the work feels easier, the final product is stronger, and the partnership becomes long term.

At White Rabbit Group, our estimation process is streamlined yet effective. While each project is unique, we gather key information through expert insights and targeted questions to provide a clear project scope. The article below outlines our approach, from requirements gathering to final approval.

1. Gather Requirements: Before providing an estimate, we first need a clear understanding of the project. A call helps review known details, address gaps, and define short- and long-term goals. This ensures we outline the technical requirements, timeframe, and budget needed to bring your vision to life. Below is a quick bullet list of items we will want to collect during this step:
   • Sitemap
   • Wireframes
   • Roles and responsibilities
   • Design requirements
   • Required/optional features
   • Hosting needs
   • Budget constraints
   • Timeline
   • Maintenance needs
   • Scaling opportunities, etc.

   For simple projects, we can provide estimates at no charge, usually within 24 hours. For larger, more complex projects, a paid technical discovery (10-100 hours) is required to assess the work needed, including a deep dive into the technology and backend. This process is tailored to each project. Having a detailed requirements document helps streamline this, though a call may still be needed for clarification. Feel free to reach out for more details on our discovery process.

2. Review: After gathering requirements, your project enters our estimate queue. Our development team reviews the details and creates an itemized breakdown of tasks, including research, design, development, QA, and project management. While each project is unique, many components are familiar and repeatable. With years of experience, our expert team provides reliable estimates based on their extensive knowledge, ensuring accuracy without the need for beta testing.
3. Deliver: After reviewing tasks and requirements, we provide a detailed estimate breakdown, listing hours for each task. This transparent approach helps you understand the time spent during development. Our estimates are typically “time and materials,” allowing you to see which tasks require the most hours, helping you prioritize features based on time or budget.
4. Refine: After delivering the estimate, we address any questions and finalize the project scope, typically through emails or follow-up calls. Once the development plan and budget are approved, we provide a formal Statement of Work (SOW) outlining the project’s milestones and deliverables. The SOW serves as our agreement on the scope, rate, and deliverables. If additional work arises outside the original scope, we can either refine the scope or bill separately for the extra work.
5. Build: Once the SOW is approved, we begin the build process. We operate at about 80% capacity to avoid burnout and stay available for urgent tasks. From the initial estimate request to starting work, it can take as little as 24 hours. Additionally, we can join early client discussions to offer technical advice on feasibility, and later provide an accurate estimate once the project vision is fully defined.

Conclusion

We aim to build long-term partnerships, learning how to work together efficiently and manage estimate hand-offs. This streamlines information sharing, allowing us to deliver accurate and timely estimates. Our simple yet effective process focuses on building things right from the start. With experience and the right questions, we minimize surprises, fostering better relationships and successful project outcomes.