New Client Kickoff
- 1Web form inquiry triggers a custom greeting
- 2Prospect selects a time for a discovery call
- 3System sends a questionnaire to collect brand guidelines
Systems for Designers
Centralized Systems for High Volume Creative Studios
Graphic designers generate revenue through creative labor and intellectual property licensing. Money leaks through excessive revision rounds, unbilled project creep, and time spent chasing client assets instead of producing billable artwork.
Creators & Media
- Brief Intake Automation
- Client Portals
- Automated Proof Reminders
- Payment Gated Handoff
- Contract E-Signatures
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospect submits a creative brief or request for proposal through the website.
- 02
Scoping
The designer provides a quote based on deliverables, usage rights, and revision limits.
- 03
Onboarding
A contract is signed and a deposit is paid before the kickoff meeting occurs.
- 04
Concepting
Initial sketches or mood boards are presented for directional approval.
- 05
Production
High fidelity designs are developed based on the chosen creative direction.
- 06
Refinement
Collaborative feedback loops occur within the agreed upon revision cycles.
- 07
Approval
The client signs off on final proofs before print or digital handoff.
- 08
Handoff
Final source files and assets are delivered via a secure client portal.
- 09
Retention
Periodic follow ups offer brand maintenance or new seasonal campaign support.
Where it leaks
Common problems for graphic designers.
01
Revision Creep
Without firm tracking, projects often drift into extra rounds of edits that erode the profit margin. Automated notifications help reinforce contract limits on revisions before additional fees apply.
02
Asset Chaos
Valuable production time is lost when logos, copy, and brand guidelines are scattered across email threads. A structured intake process ensures all necessary collateral is received before work begins.
03
Delayed Approvals
Projects stall when proofs sit in a client inbox for days without a response. Automated reminders keep timelines on track by prompting stakeholders to review and sign off on drafts.
04
Billing Friction
Manually creating invoices for deposits and final files creates a bottleneck in cash flow. Integrated payment triggers ensure that final assets are only released once the remaining balance is settled.
05
Lead Leakage
Busy designers often miss new inquiries while focused on production work. Immediate automated responses capture interest and qualify leads before the prospect reaches out to a competitor.
What LATTICE can build
Systems built around how you work.
Brief Intake Automation
Custom web forms collect all technical specifications and brand assets at the start of the project.
Client Portals
Centralized folders where clients can access their proofs, brand assets, and past invoices at any time.
Automated Proof Reminders
Systematic SMS and email nudges sent to clients when a design is pending their feedback or approval.
Payment Gated Handoff
Automation that releases final high-resolution files only after the final invoice has been processed.
Contract E-Signatures
Digital agreements integrated into the onboarding flow to secure intellectual property rights and kill fees.
Reactivation Campaigns
Periodic outreach to past clients for recurring needs like annual reports or social media asset refreshes.
AI Receptionist
A 24 hour chat interface that answers common questions about pricing, turnaround times, and availability.
Status Dashboards
A high level view of every active project in the pipeline to prevent missed deadlines.
Example systems
What it looks like in practice.
Proofing Cycle
- 1Designer uploads a proof to the portal
- 2Client receives a text notification to review
- 3Approval triggers an automatic final invoice generation
Annual Brand Check-in
- 1System identifies clients who have not booked in six months
- 2Personalized email offers a brand audit
- 3Booking link is provided for a new project consultation
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from graphic designers
How can I prevent clients from asking for unlimited changes?
The system tracks revision rounds and automatically notifies the client when they have reached the limit defined in your contract. This makes it easier to discuss additional billing for further modifications without it feeling personal.
Can I store large design files in the portal?
The client portal is designed to manage project communication and final deliverables. While it handles standard files, it primarily serves as a professional gateway for clients to access their approved assets and documentation.
How does this help with small, one-off projects?
Automation reduces the administrative overhead that often makes small projects unprofitable. By streamlining the billing and file delivery, you can handle higher volumes of minor tasks without increasing your workload.
Will this help me get paid on time?
Yes, the system can automate deposit requests and final payment reminders. You can even set it up so that high-resolution files are only accessible once the balance reaches zero.
Can I customize the intake forms for different services?
Absolutely, you can create unique forms for logo design, web layout, or print production. This ensures you gather the specific technical details needed for each type of work from the very beginning.