Complete transparency about our working process
If you're considering working with Kwapso or already are a client, this guide explains exactly what the day-to-day collaboration looks like. We cover everything from our 3-phase development process and bi-weekly communication rhythm to time commitments and what happens when things go wrong. No sales pitch - just honest operational transparency about how we build successful long-term partnerships.
How We Work at Kwapso
What working with us actually looks like
If you're reading this, you're probably wondering what it's really like to work with Kwapso. Beyond the sales conversations and project proposals, what does the day-to-day collaboration actually look like?
We believe in complete operational transparency. After years of working with service providers ourselves - and now being one - we know that the success of any project depends less on the technical skills and more on everything around it: how we communicate, how decisions get made, how problems get solved, and how much of your time it actually takes.
Here's exactly how we operate:
Our 3-Phase Working Process
Every business is on a different journey when it comes to digital operations. Some are still working with post-it notes and spreadsheets, others have various digital tools but nothing connected, and a few are ready for advanced automation. Regardless of where you start, we see the same pattern: getting the big picture first, building a solid foundation, then continuously improving over time.
We've designed our process around this reality. Rather than trying to transform everything at once, we take you step-by-step from wherever you are today toward a fully integrated digital workspace - and eventually to AI-powered automation when you're ready.
Here's how it works:
Phase 1: Requirements & Discovery - Getting the big picture and planning your foundation
This phase is all about understanding - both the immediate problem you need solved and the bigger picture of where your business could go digitally. We keep this very conversational and low-effort for you.
We come prepared with concepts and requirements based on our initial discussions
Walk through everything piece by piece with you
You approve either in our portal asynchronously or together in meetings
Everything gets documented and numbered in your system
The goal here is to plan your "foundational app" - the first system that will serve as the baseline for everything we build later, while also solving a specific problem you're facing right now.
Phase 2: Development & Testing - Building your digital foundation
This is typically the fastest phase because we're focused and clear on what we're building. Whether it's solving that specific problem you came to us with or creating the foundational system for future growth, this is where the rubber meets the road.
We build based on what we understand from Phase 1
Every two weeks: show you what's built, you give feedback
You get something to test, we develop something new
Continuous cycle: you test → we ask → we develop → repeat
The beauty of no-code technology is that you can see and test real functionality quickly, not just mockups or prototypes.
Phase 3: Iteration & Refinement - The long-term partnership phase
This is where the real magic happens and why we have such a strong organizational process. With no-code technology, success comes from tasting, testing, and working alongside each other over time. This phase can last as long as you want - some clients work with us for months, others for years.
This is where our organization really shines
All requests tracked: Ideas, bugs, feedback - everything gets its own number
Multiple input channels: Portal, meetings, emails - we collect from everywhere
Complete history: Look back at requests from months ago, all in your portal
Immediate updates: Email notifications when something is solved, with outcome explanations
Guaranteed attention: Every request gets worked on, nothing falls through cracks
You Always Know Where You Stand Portal updates, email notifications, meeting recaps - you're never wondering what's happening with your project.
Our Communication Rhythm
Bi-Weekly Meetings + Always-On Portal
Every 14 days: Prepared meetings with demos, feedback, and decisions
Between meetings: Our customer portal for questions, updates, and requests
Emergency situations: 24-hour response for critical issues
Minimal Effort Principle You shouldn't spend time on ten separate emails with individual questions. We batch everything into prepared sessions where you just show up and give feedback.
Reach Us However You Prefer Text, email, portal, even WhatsApp - we adapt to your communication style while keeping everything organized and documented.
Your Time Commitment
Straight Talk: This is probably what you're most curious about.
Reality Check:
Bi-weekly meetings: 30-60 minutes
Portal reviews: Check when convenient
Testing periods: Use new features in your actual workflow
No homework: We handle all preparation and follow-up
Can Be More Involved If You Want Some clients love hands-on involvement. Others prefer giving direction and letting us handle everything. Both work perfectly.
What Meetings Look Like
We Do the Heavy Lifting
Come prepared with questions, demos, and decisions to make
Show progress, gather feedback, plan next steps
Record everything so you can review later
Document all decisions in your portal
You Show Up and Decide No preparation required from your side. We present options, you choose directions, we handle implementation.
Timeline Expectations
Speed Adapts to Your Business Reality
We're fast at development and requirement gathering
Overall timeline fits your operational schedule
Extended feedback loops built into our process
No pressure while you're running your day-to-day business
Why Projects Take Time You need to test things with your team, evaluate changes, and make thoughtful decisions. Sometimes that takes a week, sometimes two weeks - totally fine.
Want It Faster? We can accelerate if your situation demands it.
When Things Go Wrong
Direct CommunicationNo dancing around problems. If something needs longer, isn't working, or needs a different approach - we tell you straight.
24-Hour ResponseTechnical issues get immediate attention. Sometimes it's a 10-minute fix, sometimes more complex, but we don't leave you hanging.
We Stick TogetherEven if something isn't directly our responsibility, we help figure it out. Long-term partnerships mean shared accountability for your success.
Why We're Remote-First
Digital Work Requires Digital Operations We operate fully remote because what we do is digital. For actual project work - demos, feedback sessions, decision-making - we need our full technical setup: multiple monitors, stable internet, recording equipment, and development environment.
What We've Learned Important meetings get derailed by technical issues, missing laptops, or poor setups. Virtual meetings eliminate these variables and keep us focused on your project.
Personal Connection Still Matters We love coffee meetings, office visits, and getting to know your business in person. But we keep these for relationship building and strategic brainstorming, not operational project work.
Main Contact Structure
One Point of Contact
Usually the decision-maker, but can be a project leader
If you're the CEO but have a project manager running things, we work with them
You stay involved for approvals through 14-day calls, direct portal approvals, or simple email responses
No Contact JugglingYou always know who to reach and who knows your project inside and out.
What We Expect from Our Clients
We're Selective About PartnershipsWe don't work with 100+ customers a year. We work with 15-20 clients annually because our service is deeply structured and personal.
Three Essential Qualities:
Readiness: Willingness to improve and embrace change
Openness: Honest communication about problems, wishes, and feedback
Trust: Let us guide the technical process while you focus on business outcomes
Why This MattersWith so few clients, we need partners who are genuinely invested in the process. We're not building cookie-cutter solutions - we're creating systems specifically for your business.
Partnership vs. Vendor Philosophy
We're Not a Typical Vendor
Vendors deliver what you spec and move on
Partners think alongside you, suggest improvements, and grow with your business
What Partnership Looks Like
Open conversation: Direct feedback, honest assessments, real talk about what's working
Authentic collaboration: Shared ideas, joint problem-solving, mutual investment in success
Experimentation mindset: Test things out, don't fear breaking things, iterate quickly
Future-focused: Embrace automations, AI tools, and new ways of working together
Long-term ThinkingWe'd rather have 20 deep partnerships than 200 transactional projects. This means we're invested in your success beyond just our deliverables.
What This Means for You
Working with Kwapso means having a partner who's genuinely invested in making your business operations smoother, not more complicated. We've designed every aspect of our process around one goal: delivering real results while respecting that you have a business to run.
The transparency you've just read about isn't just theory - it's how we actually operate, day in and day out. Whether you're already working with us or considering it, you can count on this level of clarity and organization throughout our entire partnership.
This is how we build digital solutions that actually work in the real world. This is how we create happier digital workspaces.
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