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Workflow & Compliance

How clients find us, and exactly how an engagement runs

This page exists to make our process fully transparent — for prospective clients, and for any third party (bank, auditor, procurement team) reviewing how Vertox Lab LTD acquires business and delivers work.

Client Acquisition

How new engagements reach us

We do not engage in cold outbound sales to consumers, and we do not accept anonymous or cash payment for services. Every engagement originates through one of the following documented channels.

Direct website enquiry

Submitted via our contact form or business email, logged and responded to within our published SLA.

Referral

Introductions from existing clients or professional contacts. Referred prospects go through the same Discovery and SOW process as any other lead.

Procurement & tender

Formal RFP/tender responses submitted to enterprise or public-sector procurement processes, with all standard supplier documentation provided on request.

Partner referral

Introductions from a small number of named technology and cloud-platform partners, disclosed to the client at the start of Discovery.

Delivery Lifecycle

Every engagement follows the same seven stages

No stage is skipped, and no invoice is raised without a corresponding written sign-off. This sequence is identical whether the engagement is a two-week audit or a multi-month build.

  1. 01

    Discovery

    An initial call plus a written technical questionnaire covering current environment, constraints, stakeholders and objectives. No commercial commitment is made at this stage by either party.

  2. 02

    Technical Scoping

    Our engineers translate Discovery findings into a concrete technical scope: what will be reviewed, built or advised on, and — just as importantly — what is explicitly out of scope.

  3. 03

    SOW & Contracting

    A written Statement of Work — scope, deliverables, timeline, fees and acceptance criteria — is issued under our standard MSA and formally signed by both parties before any billable work begins.

  4. 04

    Execution

    Delivery against the agreed SOW, with a named lead consultant, scheduled progress check-ins, and a shared log of decisions and changes.

  5. 05

    Internal QA & Review

    Deliverables are reviewed internally against the SOW's acceptance criteria before anything is presented to the client, catching gaps before they reach handover.

  6. 06

    Client Sign-off

    The client reviews deliverables against the SOW and provides written sign-off (or a documented list of required changes) — the trigger event for invoicing.

  7. 07

    Invoicing & Post-Engagement

    An invoice referencing the signed-off deliverable and SOW is issued per our published billing terms. A short post-engagement note records any follow-on recommendations.

Record Keeping

What we retain, and for how long

Per-engagement records

Discovery notes, the signed MSA/SOW, sign-off confirmations and issued invoices are retained on file for every engagement and available to the client on request.

Statutory retention

Financial records are retained in line with UK statutory requirements for a UK-registered company.