Website Scope and Change Request Kit: South African Edition for Web Designers

Description

Stop giving away extra work for free.

Most freelancers lose money in the gap between “what we agreed” and “what the client now expects”. This kit closes that gap. You write down exactly what is included before the project starts, then price every change request fairly while you work, with a running total your client can see.

This is the South African edition, built for South African freelance web designers and small studios who charge a fixed price for a website. Everything is in rand, and POPIA and compliance pages are on the scope list.

What makes it different

• It starts with the scope, not the quote. A starter list of 34 website items, each with client-ready “included” and “not included” wording. Mark each one Included, Not included or Add-on, and the Scope Statement tab prints a clear summary for your client to sign.
• Every change gets a price in minutes. Enter your best, likely and worst case hours. The Change Pricer gives you a set price, shows whether it still pays you if the job runs over, and writes the email for you.
• It shows what a change does to the launch date. Working days are counted Monday to Friday and skip South African public holidays for 2026 and 2027.
• Clients can swap instead of paying more. A swap trades a new request for something already in the scope, so they stay on budget and you stay out of an argument.
• It keeps your goodwill honest. Set a free allowance for small favours. Every free request is counted and valued at your rate.
• It keeps a running total. The Project Summary shows the original price, approved changes, what is waiting for a reply and the new launch date.

What you get

• The Scope and Change Request workbook with 8 working tabs: Start Here, Settings, Holidays, Scope Builder, Scope Statement, Change Request Log, Change Pricer and Project Summary
• A starter library of 34 website items with client-ready wording, including 7 compliance items
• A worked example with a fictional client, and a blank file ready for your own projects
• A Word document pack: a Scope Statement, a Change Request Form and 10 ready-to-send emails
• A 9-page how-to guide (PDF)
• A Health Check that tells you if anything is set up wrong

How it works

1. Enter your hourly rate and business details once.
2. For each project, mark the scope items, enter the agreed price and dates, then print the Scope Statement and get it signed.
3. When a client asks for something new, check the scope, price it on the Change Pricer, log it and send the Change Request Form.
4. Set the status to Approved, Declined, Swapped or Free. The Project Summary updates the total and the launch date.

Who it is for

• Freelance web designers and WordPress developers in South Africa
• Small studios with one to five people
• Anyone who charges fixed prices and wants clients to stay inside the scope

Who it is not for

• If you only bill by the hour. This kit is built around fixed-price projects.
• If you work in pounds or dollars. This edition is in rand and uses South African references (POPIA and PAIA).

Works in Microsoft Excel, Google Sheets and LibreOffice Calc. For Google Sheets, upload the file to Google Drive, open it with Google Sheets and save it as a Google Sheet. No macros, no add-ins, nothing to install. It works on its own. If you also own the Fixed-Price Website Quote Engine, use the same hourly rate in both so your quotes and your change prices agree.

Please note

• The wording is a template to help you set clear expectations. It is not legal advice, it is not a contract on its own, and it has not been reviewed by a lawyer. Ask a lawyer to review it before you rely on it in a dispute.
• The starter hours and the prices in the worked example are examples. Replace them with your own.
• The public holiday list covers 2026 and 2027. Free yearly updates add the next year’s holidays each January, and you can add your own closed days at any time.
• VAT figures are planning inputs. This is not tax advice.

Frequently asked questions

Is this a contract?
No. It is a plain-language Scope Statement and Change Request Form that set clear expectations. Use it alongside any signed agreement you already have.

Do I need to be VAT registered?
No. VAT is a switch in Settings and it is off by default.

Do I need the Quote Engine?
No. This kit works on its own. The Quote Engine helps you price the project. This kit protects the price once the project starts.

Can I change the prices and wording?
Yes. Every rate, percentage, price rule and piece of client wording can be edited, and there is room to add your own items.

Do I get updates?
Yes. Free updates are released at the start of every year, at no extra cost. Each one adds the new year’s South African public holidays.

What if a client says no to a change?
Mark it Declined. The project stays as agreed, and the log keeps a record that you offered.