How we work together
This page covers how an inquiry usually moves toward a project start — scope, contracts, and payment included. The exact process depends on the service type and what needs to be confirmed.
How services are structured
Sola Studio’s services are mainly structured across four service models: Consulting-Type Services, Report-Type Services, Project-Based Services, and Ongoing Support Services. The service model affects how the inquiry proceeds, what needs to be confirmed, how pricing is handled, whether separate contract documents are needed, and when payment is requested. Accessibility Remediation for end clients follows its own service-specific sequence from Scoping Confirmation to Remediation. The applicable process is explained on the relevant accessibility service pages.
How work usually starts
- 01
Send a request
Share a short outline of your current situation, what you want to clarify, and which consulting-type service you are interested in.
- 02
Request review
Sola Studio reviews the request to understand the stated need and context, and confirms whether the service can proceed.
- 03
Payment guidance
If the service can proceed, payment guidance and any service-specific conditions are shared before scheduling or service guidance moves forward.
- 04
Payment confirmation
The next step proceeds after the required payment has been confirmed.
- 05
Scheduling or service guidance
Depending on the service format, Sola Studio shares scheduling guidance, access guidance, or other practical next-step instructions.
- 06
Service start
The service starts in the stated format after the required payment and any stated preconditions have been completed.
A separate contract or separate NDA is not normally required in the standard flow, unless required by the applicable service-specific conditions or the information involved.
Payment
Payment timing and method depend on the service model and are confirmed through the relevant service page, payment guidance, quote, or other service-specific conditions.
| Service type | Payment timing |
|---|---|
| Consulting-type services | Advance payment in the stated format for the relevant service |
| Report-type services | Prepaid before substantive review work starts |
| Project-Based Services — under EUR 4,500 | Full payment upfront |
| Project-Based Services — EUR 4,500 or above | Full payment upfront by default. Split payment may be available depending on scope and terms. |
| Ongoing support | Monthly fees prepaid by default. A different billing cycle is available only where agreed in advance. |
NDA
Consulting-type services
A separate NDA is not normally required in the standard flow. The baseline confidentiality framework is handled through the Terms of Service and related service conditions unless separate handling is specifically requested.
Report-type services
A separate NDA is not normally required for Report-Type Services. Public pages, non-confidential materials, and narrowly limited test access can usually be handled under the confidentiality provisions of the Terms. Login requirements, non-public pages, test accounts, or staging access do not by themselves require a separate NDA. Where personal, production, regulated, source-code, or other confidential information needs to be handled, the appropriate information-handling conditions and any NDA requirement are confirmed before payment, access sharing, or work begins. Some Report-Type Services may expressly require an NDA because of the codebase or environment access involved. In those cases, the applicable service-specific conditions prevail.
Project-Based Services
An NDA is typically arranged before detailed review and formal quoting begins.
Ongoing support
An NDA is handled as part of the contract setup process where needed.
Sola Studio has an NDA template available, and can also review your team's preferred NDA from a confidentiality, scope, and operational-fit perspective where appropriate.
Contracts
For Project-Based Services and Ongoing Support Services, Sola Studio provides contract templates in an IMSA / SOW format and can also review your team's preferred contract format where appropriate. For Consulting-Type Services and Report-Type Services, the standard flow does not normally require a separate contract unless separate handling is specifically requested or stated in the relevant service conditions. The applicable scope, fees, payment terms, information-handling conditions where relevant, and start conditions are confirmed through the applicable service-specific conditions before substantive work starts.
Contracting across borders
This is an independent service arrangement rather than employment. Because Sola Studio normally provides the work remotely from Japan, a client-country visa or work permit is not normally expected on Sola Studio's side. Where a country-compliant contractor agreement, multi-currency payment handling, and tax documentation are needed, Deel's Contractor Management service may be a practical option. Its pricing is charged separately on your side; please check Deel's website for the latest plan details and fees. Sola Studio has been paid through Deel before and is familiar with the process from the contractor side. Any requirements on your side depend on your own contracting and compliance process and can be confirmed during setup.
Scope changes and additional work
For Project-Based Services, changed assumptions, added deliverables, or work outside the agreed scope may require an adjusted quote, updated terms, a separate SOW, or a new engagement. For Ongoing Support Services, work beyond the reserved monthly capacity requires prior agreement and is billed separately at the applicable additional-hours rate. A recurring increase is handled by changing the monthly capacity from a later month, subject to availability and mutual agreement.
Working setup and communication
Remote by default
Sola Studio works remotely by default. Meetings are usually held via Google Meet or, where appropriate, your team’s preferred video tool.
Structured async collaboration
Sola Studio works across time zones using clear written communication, structured handoffs, and agreed meeting windows. Collaboration is planned around realistic overlap so decisions, next steps, and review context remain visible.
Context, rationale, and documentation
The working style emphasizes context, rationale, review notes, and decision records, so implementation and review work can move forward without relying on constant real-time availability.
Existing tools and workflows
Where appropriate, Sola Studio can work with your existing tools and workflows, such as GitHub, Jira, Linear, Slack, Notion, Figma, or Google Workspace. Access approval, permission limits, and security requirements are confirmed as part of the setup.
Access, materials, and timing
Project timing depends on timely access to the relevant materials, accounts, documents, repositories, or review targets. If access or feedback is delayed, the schedule may need to be adjusted.
Tooling and paid accounts
Our fees include the tools and accounts we normally use to carry out the work. If your requirements call for additional paid tools, dedicated accounts, or access to a particular platform or client environment, please let us know before we prepare your quote so we can confirm the setup and include any additional costs.
How we use AI
Sola Studio actively embraces new ways of working with AI, including vibe coding. From developing ideas through conversation to design, technical planning, implementation, and testing, we combine AI tools to suit the task—helping us prototype faster, iterate more quickly, and work flexibly and efficiently.
AI is a standard part of our workflow. Unless its use is explicitly prohibited or restricted, we proceed on that basis. The cost of AI used in our normal design and development process is included in our fees.
If you would like us to use a particular AI service, or to use AI for specific tasks or parts of the project, please let us know before we prepare your quote. If your request requires additional subscriptions, plan upgrades, or usage-based charges, we will include those costs in the quote.
If your organisation or end client prohibits AI use or restricts what can be entered into AI services, such as confidential information or source code, please share the scope and requirements before work begins—for example, when we agree the contract or NDA. We will follow the agreed requirements, including working without AI where agreed.
Have a potential project or support need?
Choose the contact option that works best for you. You can send the details through the inquiry form, contact Sola Studio by email or LinkedIn, or start with a free 30-minute call.