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How We Work

From First Message to Final Delivery

Six clear steps. Fixed quotes, no hourly surprises. One revision round included in every engagement. Everything exchanged through a shared Google Drive folder — no platform lock-in.

Fixed-price quotes24-hr quote turnaroundWork starts in 24–48 hrsGoogle Drive file exchangeOne revision includedGlobal delivery

The Six Steps

Every engagement follows this sequence — no exceptions, no hidden steps.

1

Inquire

Tell us what you need

Reach out via the website, email, or your preferred freelance platform. Share the basics — what service you need, project type, approximate size, and your timeline. No commitment required at this stage.

  • Contact us via the website contact form, info.alfatrees@gmail.com, or Upwork/Fiverr
  • Share basic project info: service type, project category, rough size, and deadline
  • Attach any documents you have — drawings, specs, or a scope summary if available
  • We acknowledge every inquiry within a few hours and confirm whether we can help
2

Discover

Instant quote or $50 discovery call

Use our instant quote calculator to get a detailed price breakdown in under 2 minutes — no call needed. For complex or multi-discipline projects: book a 30-minute discovery call ($50, credited to your first engagement) via Zoom.

  • Use the instant quote calculator — select services, enter project details, see your price breakdown immediately
  • The quote shows every line item with service codes, rates, and multipliers for full transparency
  • Book Now to proceed, or Email My Quote to review later — both capture your details
  • For complex projects: book a 30-minute discovery call ($50 via Razorpay, credited to first engagement)
  • Confirm which specific services apply and agree on the engagement structure

The $50 discovery call fee is fully credited toward your first engagement — so if you proceed, the call costs you nothing.

3

Quote

Fixed price within 24 hours

Within 24 hours of the discovery call, you receive a fixed-price quote with clear scope, deliverables list, turnaround time, and payment terms. No hourly billing, no scope ambiguity, and no hidden fees.

  • Fixed-price quote delivered within 24 hours of document review or discovery call
  • Quote includes: exact scope covered, specific deliverables list, and turnaround time
  • Payment terms stated clearly — typically 50% upfront, 50% on delivery
  • Exclusions listed explicitly so there are no scope interpretation disputes
  • Quote is valid for 14 days — enough time to get internal approvals
4

Execute

Work begins within 24–48 hours

Upon quote acceptance and payment, work begins within 24–48 hours. You get access to a shared Google Drive folder where all project files are exchanged — documents in, deliverables out.

  • Accept the quote and complete payment via Razorpay — credit card, debit card, or UPI for India
  • A shared Google Drive folder is created and shared with you immediately
  • Upload all source documents to the shared folder — drawings, specs, existing files
  • Work begins within 24–48 hours of receiving complete project documents
  • You can monitor progress via the shared folder — intermediate files visible as work progresses
5

Deliver

Deliverables to your shared drive

Completed deliverables are uploaded directly to your shared Google Drive folder. Formats are per agreement — Excel workbooks, PDF reports, .mpp schedule files, marked-up plans. You receive an email with a delivery summary.

  • All deliverables uploaded to your shared Google Drive folder when complete
  • Formats delivered per the agreed scope: Excel, PDF, .mpp/.xer, or Bluebeam markup
  • Email notification sent with a summary of what is included in the delivery
  • Summary covers: files delivered, key assumptions, any items noted for your attention
  • Every file is clearly named and organized — ready for immediate use
6

Review

One revision round included

One revision round is included in every engagement. You review the deliverables and send consolidated feedback. We incorporate your changes and deliver the final version. Project closed with a satisfaction confirmation.

  • Review the deliverables at your own pace — no artificial deadline for feedback
  • Send consolidated feedback via email or annotated comments in the shared folder
  • We incorporate all feedback and deliver the revised final version
  • Additional revision rounds available at a nominal hourly rate if needed
  • A brief satisfaction confirmation closes the engagement and triggers any final payment

Preparation

What to Have Ready

The faster you can share complete project documents, the faster work begins. Here is a checklist of the typical documents we need — not all items apply to every service.

Do not wait until everything is perfect. Partial drawings or preliminary specs are fine — we flag gaps during the scope call and work with what is available.

Typical Documents Checklist

  • Plan sets in PDF or DWG format — architectural, structural, MEP as applicable
  • Project specifications — technical sections and general/supplementary conditions
  • Scope documents, RFI logs, or clarification memos
  • Existing schedules in .mpp or .xer format (for scheduling and controls work)
  • Contractor bids or existing estimates (for evaluation engagements)
  • Contract milestones, liquidated damages clauses, and key deadline dates
  • Budget information or approved project cost targets
  • Bid forms or owner templates if you need us to complete them

Share everything via the Google Drive folder we set up after quote acceptance. No file size limits, no expiry links.

Communication

How We Stay in Sync

Four channels, each with a specific role. No proprietary platforms, no mandatory app installs — everything runs on tools you already have.

Google Drive

Permanent shared folder for all project files. Documents in, deliverables out. Stays accessible throughout the project and after.

Zoom / Teams

Discovery calls, milestone check-ins, and delivery walkthroughs. Scheduled via Cal.com — pick a time that works for your timezone.

Email

Quote delivery, delivery notifications, feedback consolidation, and all formal project correspondence. Response within a few hours.

Cal.com

Self-serve booking for discovery calls and check-ins. No back-and-forth scheduling emails — pick a slot directly from our availability.

Turnaround Times

Typical Timeline by Service

Times run from receipt of complete project documents — not from the inquiry date. Incomplete drawings, missing specs, or pending clarifications pause the clock until resolved.

ServiceTypical Turnaround
Quantity Takeoff — Single Trade1–3 business days
Quantity Takeoff — Multi Trade3–7 business days
Conceptual / Order of Magnitude Estimate2–4 business days
Design Development Estimate3–5 business days
Detailed / Definitive Estimate5–10 business days
Bid-Ready / Check Estimate7–14 business days
Bill of Quantities / BOQ3–5 business days
Change Order Estimate2–5 business days
Baseline CPM Schedule5–10 business days
Monthly Schedule Update3–5 business days per cycle
Schedule Health Audit2–3 business days
Recovery / Acceleration Schedule5–10 business days
Forensic Delay Analysis10–20 business days
Cash-Flow Forecast & S-Curve5–7 business days
Cost / Contractor Evaluation3–7 business days
Constructability Review5–10 business days
QA/QC Plan Development5–10 business days
Inspection Checklist Package5–7 business days

Turnaround times are based on standard scope and complete document delivery. Large or complex projects may take longer — confirmed in the fixed-price quote before work begins.

Common Questions

Do I need complete drawings to get started?

No. Partial drawings and preliminary specs are fine. We flag gaps during our review and confirm what is achievable with what you have. A clear scope produces a better deliverable — we will tell you if something critical is missing.

What if I need more than one revision?

One revision round is included in every fixed-price engagement at no extra cost. Additional revision rounds are available at an hourly rate — confirmed before we proceed. Retainer clients get rolling feedback incorporated weekly.

Can you work to my timezone?

Yes. We coordinate across North America, Europe, the Gulf, and India. Discovery calls and delivery walkthroughs are scheduled via Cal.com — pick a slot that works for you. Async delivery means most work happens while you sleep.

What file formats do you accept?

PDF and DWG for drawings. DOCX, PDF for specifications. XLSX for budgets and templates. .mpp for MS Project schedules and .xer for Primavera P6. If your format is not listed, ask — we handle most standard construction formats.

Is there a minimum engagement size?

The smallest service starts from $75 for a single-trade quantity takeoff. There is no minimum commitment beyond that. Retainer services start at $800/month but are month-to-month with no lock-in term.

How are payments handled?

Via Razorpay — supports international credit cards, debit cards, and India UPI. Invoices are sent before payment. For international clients, USD pricing applies. India-based clients can pay in INR at the current rate.

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