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VRV Pages Document Suite Guide

VRV Pages Document Suite Guide

Complete System Overview

Your document suite now consists of one legal umbrella (MSA) with short project addenda (SOWs) that reference it. This creates a clean, repeatable, professional contracting system.

Document Architecture

Layer 1: Master Services Agreement (MSA)

Purpose: Legal framework signed once with each client

When to Use: First engagement with any new client

Content: Complete legal terms (10-14 pages)

  • Payment terms, late fees, accepted methods
  • Change management process and rates
  • Acceptance windows and revision rounds
  • Two IP ownership options (Option A: Full Ownership vs Option B: Managed Services)
  • Warranties (30-day workmanship guarantee)
  • Security, privacy, accessibility commitments
  • Confidentiality (3-year survival)
  • Limitation of liability (capped at SOW fees)
  • Indemnification (mutual)
  • Termination (15-day notice, cure periods)
  • Governing law (Virginia), venue (Hampton), dispute resolution

File: templates/MSA.md
Variables: 50+ tokens (see MSA_VARIABLES.md)
Default Terms: See legend at end of MSA template

Layer 2a: Mini-SOW (Simple Projects)

Purpose: Short project agreement for straightforward work

When to Use: Projects under $10,000, established relationships, simple scope

Content: Project specifics (2-5 pages)

  • Project scope, features, out-of-scope items
  • Deliverables checklist
  • Timeline (2-4 milestones)
  • Payment schedule
  • Client responsibilities (content, access, feedback)
  • IP ownership selection (checkbox: Option A or B)
  • MSA reference clause: “Governed by MSA v1.0 (Jan 15, 2025)”
  • Timeline adjustment clause: Client delays auto-extend milestones
  • Milestone sign-off grid
  • Signature page

File: templates/MINI_SOW.md
Variables: ~35 tokens (see MINI_SOW_VARIABLES.md)
Time to Fill: 15-30 minutes

Layer 2b: Full SOW (Complex Projects)

Purpose: Detailed project agreement for substantial work

When to Use: Projects over $10,000, complex requirements, enterprise clients

Content: Comprehensive specifications (15-18 pages)

  • Executive summary with success metrics
  • Detailed scope by phase
  • Complete deliverables list (design, development, SEO, testing, training)
  • Timeline (5-7 milestones with acceptance process)
  • Investment breakdown and payment terms
  • IP ownership selection (expanded explanation of both options)
  • Client responsibilities (content schedule, access checklist, single point of contact)
  • Assumptions & dependencies
  • Success metrics & QA standards
  • Browser/device compatibility matrix
  • MSA reference clause
  • Timeline adjustment clause
  • Change order log (Appendix A)
  • Milestone sign-off table
  • Signature page

File: templates/SOW_STREAMLINED.md
Variables: ~75+ tokens (see SOW_VARIABLES.md)
Time to Fill: 45-90 minutes

Support Documents

MSA_VARIABLES.md - Complete variable reference for MSA (50+ variables)

MINI_SOW_VARIABLES.md - Variable reference for Mini-SOW (35 variables)

SOW_COMPARISON.md - Decision guide: When to use Mini vs Full SOW

AUTOMATION_GUIDE.md - How to populate templates and generate PDFs

Document Relationships

First Client Engagement

┌─────────────────────────────────────┐
│   Master Services Agreement v1.0    │
│   (Signed once, evergreen)          │
│   - Legal framework                 │
│   - Payment terms                   │
│   - IP ownership options            │
│   - Warranties, liability           │
│   - Termination, disputes           │
└─────────────────┬───────────────────┘
                  │
                  │ References
                  ▼
        ┌─────────────────────┐
        │   Mini-SOW or SOW   │
        │   (Project-specific)│
        │   - Scope           │
        │   - Deliverables    │
        │   - Timeline        │
        │   - Fees            │
        │   - IP option (A/B) │
        └─────────────────────┘

Package Together:

  • MSA as Exhibit A
  • SOW as main document
  • Send both for signature
  • Archive signed versions

Subsequent Engagements (Same Client)

┌─────────────────────────────────────┐
│   Master Services Agreement v1.0    │
│   (Already signed - incorporated    │
│    by reference, not re-sent)       │
└─────────────────┬───────────────────┘
                  │
                  │ Referenced by
                  ▼
        ┌─────────────────────┐
        │   New Mini-SOW/SOW  │
        │   References:        │
        │   "Governed by MSA   │
        │    v1.0 (Jan 15)"   │
        └─────────────────────┘

Send Only:

  • New SOW (MSA already on file)
  • SOW header references MSA version/date
  • Client signs only SOW
  • Faster turnaround

IP Ownership Options Explained

Option A: Full Ownership Package

Best For:

  • Clients who want complete control
  • Organizations with internal IT teams
  • Clients planning to hire other developers
  • Projects under $20K where managed services aren’t cost-effective

Fee Structure:

  • Base project fee + $2,000-$5,000 ownership package fee
  • One-time payment
  • No ongoing fees

What Client Gets:

  • Complete source code ownership
  • All design files and assets
  • Full documentation
  • Freedom to modify, host anywhere, hire anyone
  • Transferable, sublicensable license

What Client Must Do:

  • Manage own hosting (~$10-50/month)
  • Handle security updates
  • SSL certificate renewals
  • Backups and disaster recovery
  • Future bug fixes (can hire VRV hourly)

When IP Transfers:

  • Only after both cleared final payment + ownership fee
  • Typically 7 days after payment for source delivery

Option B: Managed Services License

Best For:

  • Clients who want hassle-free maintenance
  • Organizations without technical staff
  • Recurring revenue for VRV
  • Projects over $20K where long-term relationship expected

Fee Structure:

  • Base project fee only
  • $150-500/month ongoing (based on complexity)
  • Monthly billing after launch

What’s Included Monthly:

  • VRV-managed hosting
  • Security monitoring and updates
  • 99.5% uptime guarantee
  • SSL management
  • Daily backups
  • 3-10 hours/month support
  • Performance optimization

What Client Gets:

  • Perpetual usage license (can use website forever)
  • Cannot modify source code
  • Cannot migrate without VRV assistance
  • Can cancel anytime (retain usage rights)

What VRV Retains:

  • All source code ownership
  • Control over hosting platform
  • Exclusive maintenance rights

Buyout Option:

  • Client can purchase Option A later
  • Typically $3,000-$8,000 buyout fee
  • Converts to full ownership

Conflict Resolution Rules

If MSA and SOW conflict:

Topic Controlling Document
Project scope SOW controls
Deliverables SOW controls
Timeline SOW controls
Fees & payment schedule SOW controls
IP ownership structure MSA controls (SOW selects A or B)
Payment terms (Net 15, late fees) MSA controls
Change order process MSA controls
Acceptance windows MSA controls
Warranties MSA controls
Liability limits MSA controls
Termination process MSA controls
Dispute resolution MSA controls
Governing law MSA controls

Simple Rule: SOW says what and when. MSA says how and under what legal terms.

Timeline Adjustment Language

Problem Solved

Old way: Client delays feedback for 2 weeks → project still expected to finish on original date → VRV blamed for being “late”

New way: Client delays automatically extend timeline → clear accountability → no disputes

How It Works

Mini-SOW Language:

“If Client delays deliverable review, content submission, or required decisions beyond business days, all subsequent milestone dates automatically extend by the delay period.”

Example:

  • Milestone 1 due: Feb 15
  • Client has 5 business days to review (due Feb 22)
  • Client actually reviews: Mar 5 (7 business days late)
  • Milestone 2 automatically shifts from Mar 1 → Mar 10
  • No change order required
  • Clear paper trail

Benefits:

  • Protects VRV from client-caused delays
  • No need for formal timeline renegotiations
  • Clear, automatic, documented
  • Reduces disputes

Signature Requirements

MSA Signature Page

Required Fields:

  • Client legal name
  • Authorized signature
  • Printed name
  • Title
  • Date
  • Email

VRV Fields:

  • Company name (Valor Rate Ventures, LLC)
  • Authorized signature
  • Printed name (Andrew Bliss)
  • Title (Managing Member)
  • Date
  • Email

Format: Can use electronic signatures (DocuSign, HelloSign, Adobe Sign)

SOW Signature Page

Additional Checkboxes:

  • ☐ First Engagement: MSA attached as Exhibit A
  • ☐ Subsequent Engagement: MSA incorporated by reference

MSA Reference:

  • Must state MSA version and date
  • Example: “Governed by MSA v1.0 dated January 15, 2025”

Optional: Milestone sign-off grid for client initials as work progresses

Document Generation Workflow

Manual Method (First Time)

  1. Copy template to Admin/Clients/[Client Name]/
  2. Open in text editor (VS Code, Sublime, Atom)
  3. Find and replace with actual values
  4. Review carefully for any missed variables
  5. Save as [DOCTYPE]_[client]_[date].md
  6. Generate PDF using WeasyPrint, Pandoc, or wkhtmltopdf
  7. Review PDF for formatting issues
  8. Send for signature via DocuSign or email

Time: 30-60 minutes per document

  1. Create YAML file with client data (clients/buckroe.yml)
  2. Run script: python generate_docs.py --client buckroe
  3. Script outputs:
    • Filled markdown file
    • Professional PDF with styling
  4. Review and send

Time: 10-15 minutes per document

See AUTOMATION_GUIDE.md for complete setup instructions.

Fully Automated Method (Advanced)

  1. Integrate with CRM (HubSpot, Pipedrive, Monday)
  2. Trigger on deal stage change (“Won” → generate documents)
  3. Auto-populate from CRM fields
  4. Generate PDFs
  5. Auto-send via DocuSign API
  6. Archive signed versions

Time: < 1 minute per document (after setup)

Usage Examples

Example 1: New Small Business Client

Client: Smith Photography
Project: Portfolio website
Budget: $5,000
Timeline: 4 weeks

Documents:

  1. Generate MSA (first engagement)
  2. Generate Mini-SOW
  3. Select Option A (client wants ownership)
  4. Package together, send for signature

Variables to Customize:

  • Client name, contact info
  • Project description, features
  • $5,000 total fee breakdown
  • $2,000 ownership package fee
  • 2 milestones (design, launch)
  • 4-week timeline

Example 2: Existing Client, New Project

Client: Buckroe Beach Realty (existing)
Project: Blog redesign
Budget: $3,500
Timeline: 3 weeks

Documents:

  1. MSA already on file (skip)
  2. Generate new Mini-SOW only
  3. Reference: “Governed by MSA v1.0 (January 15, 2025)”
  4. Select Option B (managed services already active)
  5. Send for signature

Benefits:

  • Faster turnaround (no MSA review)
  • Consistent terms across projects
  • Simple 2-page agreement

Example 3: Enterprise Client

Client: Acme Corporation
Project: Full website redesign
Budget: $75,000
Timeline: 16 weeks

Documents:

  1. Generate MSA (negotiate terms)
  2. Generate Full SOW (detailed specs)
  3. Select Option A (they have IT team)
  4. Legal review on both sides
  5. Negotiate: Net 30 terms, $150K liability cap, custom SLA
  6. Update templates with negotiated terms
  7. Regenerate, send for signature

Timeline:

  • Week 1-2: Proposal and negotiation
  • Week 3: Legal review
  • Week 4: Signature
  • Week 5+: Project start

Maintenance & Updates

When to Update MSA

Version 1.0 → 1.1 (Minor):

  • Clarifications or typo fixes
  • Non-material changes
  • Updated contact information

Version 1.0 → 2.0 (Major):

  • Significant terms changes
  • New liability caps
  • New indemnification language
  • Different IP ownership structure

How to Update

  1. Increment version in MSA template
  2. Update Revision History table at end
  3. Update all SOW templates to reference new version
  4. Grandfather existing clients on old version
  5. Offer new version to active clients (optional)
  6. Archive old versions in Git with tags

Client MSA Versions

Client A: MSA v1.0 (signed Jan 15, 2025)
Client B: MSA v1.1 (signed Mar 1, 2025)
Client C: MSA v2.0 (signed Jun 1, 2025)

All future SOWs reference their signed MSA version.

Common Questions

Q: Can I modify the MSA for specific clients?

A: Yes, but:

  • Create client-specific version (MSA_ClientName_v1.0.md)
  • Clearly mark as custom
  • Don’t use for other clients
  • Consider if changes should be in standard MSA
  • Get legal review for material changes

Q: What if client wants to negotiate terms?

A: Expected for enterprise clients:

  • Start with standard MSA template
  • Mark proposed changes in document
  • Negotiate via redlines/track changes
  • Update only their MSA version
  • If beneficial changes, incorporate into standard template

Q: How long until MSA expires?

A: Evergreen (never expires)

  • Remains in effect until terminated
  • Either party can terminate with 15 days notice
  • Survives individual SOW completions
  • Only needs to be signed once per client

Q: Can we skip the MSA for small projects?

A: Not recommended:

  • MSA provides critical liability protections
  • Limits your risk exposure
  • Clarifies IP ownership
  • Establishes dispute resolution
  • Takes same time to sign as standalone contract
  • Professional approach builds trust

Alternative: Use CONTRACT.md template (standalone contract) for very small projects (< $2K) if absolutely necessary, but MSA + Mini-SOW is preferred.

Q: What if client wants Option B now, Option A later?

A: Totally fine:

  • Start with Option B (managed services)
  • Include monthly fee in SOW
  • Client enjoys hassle-free hosting
  • Later: client pays buyout fee (typically $3K-$8K)
  • VRV delivers source code, migrates site
  • Update documentation to reflect ownership transfer

This is actually a great upsell opportunity.

Q: How do I price the Ownership Package Fee?

A: Recommended ranges:

  • Small projects (< $10K): $1,500 - $2,500
  • Medium projects ($10K-$30K): $2,500 - $4,000
  • Large projects ($30K-$100K): $4,000 - $8,000
  • Enterprise (> $100K): $8,000 - $15,000

Factors:

  • Project complexity (more complex = higher fee)
  • Expected support burden (high maintenance = prefer Option B)
  • Client sophistication (less technical = recommend Option B)
  • Your preferred model (recurring revenue vs upfront)

Q: What if we update the MSA mid-project?

A: Active projects stay under signed version:

  • Existing SOWs reference MSA version at signing
  • Complete project under original terms
  • New SOWs with same client can reference new MSA version
  • Or ask client to sign amendment to adopt new MSA version

File Organization

VRV_Pages/
├── VRV-Tools/
│   ├── templates/
│   │   ├── MSA.md (10-14 pages)
│   │   ├── MSA_VARIABLES.md (reference)
│   │   ├── MINI_SOW.md (2-5 pages)
│   │   ├── MINI_SOW_VARIABLES.md (reference)
│   │   ├── SOW_STREAMLINED.md (15-18 pages)
│   │   ├── SOW_VARIABLES.md (reference)
│   │   ├── SOW_COMPARISON.md (decision guide)
│   │   ├── AUTOMATION_GUIDE.md (this guide)
│   │   ├── CONTRACT.md (backup standalone)
│   │   ├── CLIENT_INTAKE.md (intake form)
│   │   └── README.md
│   ├── scripts/
│   │   ├── vrv_manager.sh (updated with MSA support)
│   │   └── generate_docs.py (Python automation)
│   └── assets/
│       └── pdf-style.css (print-optimized styling)
├── Admin/
│   └── Clients/
│       ├── Buckroe Beach Realty/
│       │   ├── MSA_buckroe_beach_realty_2025-01-15.md
│       │   ├── MSA_buckroe_beach_realty_2025-01-15.pdf ✅ signed
│       │   ├── MINI_SOW_buckroe_2025-01-15.md
│       │   ├── MINI_SOW_buckroe_2025-01-15.pdf ✅ signed
│       │   ├── MINI_SOW_buckroe_2025-02-01.md (new project)
│       │   └── exports/
│       │       └── pdf/ (generated PDFs)
│       └── Smith Photography/
│           ├── MSA_smith_photography_2025-02-01.md
│           └── ...
└── Active_Clients/
    ├── vrv-client-buckroe/
    │   └── templates/ (synchronized from VRV-Tools)
    └── vrv-client-smith/
        └── templates/ (synchronized from VRV-Tools)

Next Steps

Immediate Actions

  1. Review all templates - Read MSA, Mini-SOW, Full SOW
  2. Customize defaults - Update Default Terms Legend in MSA
  3. Fill VRV information - Add your contact info to defaults
  4. Test with fake client - Generate sample documents
  5. Review PDF output - Ensure formatting looks professional

Short-Term Setup

  1. Install automation tools - Python, WeasyPrint, or Pandoc
  2. Create defaults.yml - Standard VRV terms
  3. Write generate script - Python or Node.js
  4. Test end-to-end - Generate MSA + Mini-SOW for test client
  5. Archive templates - Version control in Git

Long-Term Optimization

  1. Track what works - Which terms get negotiated most?
  2. Refine language - Make it simpler, clearer
  3. Build client library - YAML files for each client
  4. Integrate with CRM - Auto-populate from Pipedrive/HubSpot
  5. Update quarterly - Keep templates current

Success Metrics

You’ll know the system is working when:

✅ New client onboarding takes < 30 minutes (document generation)
✅ Repeat clients sign new SOWs in < 24 hours (MSA already on file)
✅ Zero contract disputes (clear terms, timeline adjustments)
✅ Easy upsells from Option B → Option A (buyout process defined)
✅ Professional impression (consistent, polished documents)
✅ Peace of mind (comprehensive liability protections)

Support Resources

Templates:

  • MSA.md - Master Services Agreement (legal framework)
  • MINI_SOW.md - Mini Statement of Work (< $10K projects)
  • SOW_STREAMLINED.md - Full SOW (> $10K projects)

References:

  • MSA_VARIABLES.md - All MSA variables explained
  • MINI_SOW_VARIABLES.md - All Mini-SOW variables explained
  • SOW_COMPARISON.md - Decision guide for Mini vs Full
  • AUTOMATION_GUIDE.md - How to automate generation

Tools:

  • vrv_manager.sh - CLI tool for document generation
  • generate_docs.py - Python automation script (create this)
  • pdf-style.css - Professional PDF styling

Decision Tree:

New client?
├─ Yes → Generate MSA + SOW
└─ No → Generate SOW only (reference existing MSA)

Project size?
├─ < $10K → Use Mini-SOW
└─ > $10K → Use Full SOW

IP Ownership?
├─ Client wants control → Option A (+ ownership fee)
└─ Client wants hassle-free → Option B (+ monthly fee)

Document ID: DOC-SUITE-GUIDE-v1.0
Last Updated: January 2025
Maintained By: Valor Rate Ventures, LLC

Questions? Review the individual template files and variable guides. Test with sample data before using with real clients.