This Automation & Systems Agreement ("Agreement") is entered into as of
[DATE] between Creative Binary ("Provider"), a web design and automation agency based in Paterson, New Jersey, and
[CLIENT NAME], doing business as
[BUSINESS NAME] ("Client").
1. OVERVIEW
Provider agrees to design, configure, and deploy a phased automation and systems build for Client as outlined below. This is a custom engagement — not a website or template service. The scope, deliverables, pricing, and timeline are defined in this agreement and are subject to refinement as the project progresses.
Note: All scopes, timelines, and deliverables listed in this agreement are subject to change based on mutual written agreement between both parties. Any changes to scope will be documented and agreed upon before additional work begins.
2. PROJECT — KEVIN NEXUS PERSONAL OPERATING SYSTEM
Provider will build Kevin Nexus — a unified personal operating system connecting Client's barbershop, mortgage practice, car dealership, and personal life into one intelligent automated platform. The full project is delivered in phases. This agreement covers Phase 1 in full and outlines future phases for reference only. Each future phase will be governed by a separate agreement or written addendum.
3. PHASE 1 — CALENDAR & COMMUNICATION FOUNDATION
3.1 Booking System Migration
• Full migration from current booking platform to Square Appointments
• Complete service menu configured — services, durations, and pricing
• Individual staff profiles for Client and all barbers
• Staff availability and working hours configured
• Client-facing booking page live and accepting appointments
• Automated appointment confirmation and reminder texts to clients
• Test booking completed and verified before delivery
3.2 Calendar Consolidation
• Two-way sync between Square Appointments and Google Calendar via Zapier
• Every Square booking automatically appears in Google Calendar in real time
• Personal events and days off in Google Calendar automatically block Square availability
• No client can book during blocked personal time
• All barber staff calendars visible from one unified view
• Color coded by category — barbershop, mortgage, personal, cars
3.3 Phone System Setup
• Dialpad VOIP account configured under Client's email
• Current business phone number ported to Dialpad
• AI transcription enabled on all incoming and outgoing calls
• Every call automatically transcribed and searchable
• Voicemail transcription — all voicemails converted to text instantly
• AI call summaries generated automatically after every call
• Auto attendant configured — professional greeting and call routing menu
• Business hours call routing — VA answers during shop hours, voicemail after hours
• VA access configured — VA can see all calls, messages, and transcriptions
• Dialpad app configured on Client's devices
3.4 Kevin Nexus Portal — Phase 1 Foundation
• Secure web portal deployed at professional URL
• Admin login for Client — full dashboard access
• VA login — focused view of tasks, appointments, and communications
• Live dashboard — today's appointments, pending tasks, unread messages, monthly revenue
• Today's schedule widget — hour by hour view of Client's day
• Task management — add, assign, categorize, and prioritize tasks
• Activity feed — real time log of every action by Client or VA
• Role based access — Client sees everything, VA sees only what she needs
• Real time updates — dashboard refreshes automatically
• Mobile responsive — fully functional on Client's phone
4. PHASE 1 DELIVERABLES
By end of Phase 1 Client will have:
✅ Square Appointments live and accepting online bookings 24/7
✅ Google Calendar fully synced — zero double bookings
✅ Personal time and days off protected automatically
✅ All barber staff calendars visible from one view
✅ Business phone number live on Dialpad with AI transcription
✅ Every call transcribed and summarized automatically
✅ VA has full access to phone, messages, and calendar
✅ Kevin Nexus portal live with Admin and VA logins
✅ Full system walkthrough delivered via Loom video and live call
5. PHASE 1 TIMELINE
| Project kickoff | Upon deposit received |
| Square configuration complete | Day 2 |
| Google Calendar sync live | Day 3 |
| Dialpad configured and tested | Day 4 |
| Number porting initiated | Day 4 |
| VA access configured | Day 5 |
| Portal foundation live | Day 6 |
| Full system test | Day 7 |
| Client walkthrough and delivery | Day 8 |
Timeline assumes Client provides all required credentials and information within 48 hours of signing. Delays caused by late credential delivery extend the timeline accordingly. Number porting timelines are determined by the carrier and are outside Provider's control — Dialpad provides a temporary number immediately upon setup.
6. FUTURE PHASES — REFERENCE ONLY
The following phases are planned and will each be governed by a separate agreement. Scope, pricing, and timeline for each phase are subject to change based on mutual agreement.
| Phase 2 | Task Management & Financial Dashboard | ~$2,000 |
| Phase 3 | Mortgage Officer Workflow Automation | ~$2,500 |
| Phase 4 | Unified Portal — Full Build | ~$3,000 |
| Phase 5 | AI Receptionist | ~$250/mo |
| Phase 6 | Car Dealer AI Agent | ~$3,000 |
| Total estimated project | | $[TOTAL_PRICE] |
All future phase pricing is estimated and subject to change. No obligation to continue beyond Phase 1.
7. PHASE 1 INVESTMENT
| Phase 1 — Total Investment | $[PHASE_1_PRICE] |
| Deposit due upon signing | $[DEPOSIT_AMOUNT] |
| Balance due upon Phase 1 delivery | $[BALANCE_AMOUNT] |
All pricing is subject to change based on final scope agreed upon by both parties. Any changes to pricing will be confirmed in writing before work begins.
8. PAYMENT TERMS
• Deposit of $
[DEPOSIT_AMOUNT] is due upon signing — work begins only after deposit is received and cleared
• Remaining balance of $
[BALANCE_AMOUNT] is due upon Phase 1 delivery and Client approval
• Payment accepted via Zelle, ACH, or bank transfer
• No refunds on deposit once work has commenced
• Late payments beyond 7 days of delivery date pause all active work until balance is received
9. CLIENT TOOL COSTS
Phase 1 requires the following third party tools. These costs are the Client's responsibility and are separate from Provider's fees:
| Square Appointments | Free to start |
| Zapier Professional | $58.50/mo |
| Dialpad Standard | $27/mo |
| Google Calendar | Free |
| Estimated total | $85.50/mo |
Tool pricing is subject to change by the respective providers. Provider is not responsible for third party pricing changes.
10. WHAT CLIENT MUST PROVIDE
Client agrees to provide the following within 48 hours of signing to avoid delays:
• Primary email address for all account creation
• Access to current booking platform for migration reference
• Google account access for calendar sync authorization
• Current VOIP provider account details for number porting
• Complete list of all staff members and working hours
• Complete service menu with pricing and durations
• Shop address and business hours
• Days off and personal schedule for calendar blocking
• Timely responses to Provider questions within 24 hours
11. INTELLECTUAL PROPERTY
All systems, automations, configurations, and code built by Provider become the property of Client upon final payment of Phase 1 balance. Provider retains the right to reference this engagement as a portfolio case study and use non-confidential project details for marketing purposes without disclosing Client's private business information.
12. CONFIDENTIALITY
Both parties agree to keep all shared business information, credentials, processes, strategies, and systems strictly confidential. Provider will not share Client information with any third party without written consent. Client will not share Provider's proprietary systems, methodologies, or pricing with competitors.
13. LIMITATION OF LIABILITY
Provider's total liability under this agreement shall not exceed the total amount paid by Client for Phase 1 services. Provider is not responsible for third party service outages, pricing changes, or platform disruptions including but not limited to Square, Dialpad, Google, or Zapier. Provider is not responsible for delays caused by Client's failure to provide required information or credentials on time.
14. TERMINATION
Either party may terminate this agreement with 7 days written notice. In the event of termination after work has commenced, Client forfeits the deposit. Provider will deliver all completed work to Client upon termination. No refunds will be issued for work already completed.
15. ENTIRE AGREEMENT
This agreement constitutes the entire understanding between both parties regarding Phase 1. Any changes to scope, pricing, or terms must be agreed upon in writing by both parties before taking effect.
SIGNATURES
By signing below both parties agree to all terms outlined in this agreement.