Webility — Legal & Business Document Library
Version: 2.0 — Last updated: 2026-02-19 Status: ✅ COMPLETE — All 44 documents created and ready for use (pending legal review before first live use) v2.1 additions (2026-02-20): 4 new documents for commission-only sales representatives (USA & Europe) — see items 2.12, 2.13, 7.5, 7.6 Scope: All client-facing and internal documents for Webility digital agency operations. Covers SMB and enterprise engagements across web design, branding, AI automation, and maintenance services.
How to Use This Library
Each document below has a status, a priority, and a target audience tag.
| Tag | Meaning |
|---|---|
| 🔴 Critical | Must be signed/published before any client work begins |
| 🟡 Important | Strongly recommended — protects agency in common scenarios |
| 🟢 Standard | Good practice, elevates professionalism |
[SMB] | Tailored for small/medium business clients |
[ENT] | Tailored for enterprise clients |
[ALL] | Applies to all client types |
[INT] | Internal use only |
[WEB] | Hosted on agency website |
1. Proposals & Sales Documents
These documents are used during the pre-sale and discovery phase.
| # | Document | File | Audience | Priority |
|---|---|---|---|---|
| 1.1 | Agency Capabilities Deck — Overview of services, process, and past work used in first meetings | proposals/capabilities-deck.md | [ALL] | 🟡 |
| 1.2 | Discovery / Client Intake Questionnaire — Structured questions to scope a project before writing a proposal | proposals/discovery-questionnaire.md | [ALL] | 🔴 |
| 1.3 | Web Design & Development Proposal — Project proposal template for website builds | proposals/proposal-web-design.md | [ALL] | 🔴 |
| 1.4 | Branding & Identity Proposal — Proposal template for logo, brand system, and visual identity projects | proposals/proposal-branding.md | [ALL] | 🔴 |
| 1.5 | AI & Business Automation Proposal — Proposal template for AI agent builds, workflow automation, and process consulting | proposals/proposal-ai-automation.md | [ALL] | 🔴 |
| 1.6 | Website Maintenance & Retainer Proposal — Ongoing support plan proposal template | proposals/proposal-maintenance.md | [ALL] | 🔴 |
| 1.7 | Enterprise-Tier Proposal — Long-form proposal for large/complex engagements with executive summary, ROI section, and legal appendix | proposals/proposal-enterprise.md | [ENT] | 🟡 |
2. Contracts & Service Agreements
Core legal agreements that govern all client engagements. Every project must have a signed contract before work begins.
| # | Document | File | Audience | Priority |
|---|---|---|---|---|
| 2.1 | Master Service Agreement (MSA) — Umbrella contract defining general terms: payment, IP, liability, disputes. Referenced by all project SOWs | contracts/master-service-agreement.md | [ALL] | 🔴 |
| 2.2 | Statement of Work (SOW) — Per-project addendum to the MSA defining deliverables, timeline, milestones, and price | contracts/statement-of-work.md | [ALL] | 🔴 |
| 2.3 | Web Design & Development Contract — Standalone contract for clients not using the MSA+SOW model (SMB-friendly single document) | contracts/contract-web-design.md | [SMB] | 🔴 |
| 2.4 | Branding & Identity Contract — Standalone contract for brand identity projects | contracts/contract-branding.md | [SMB] | 🔴 |
| 2.5 | AI & Automation Services Contract — Contract for AI agent, automation, and consulting engagements. Includes data handling, model use, and output liability clauses | contracts/contract-ai-automation.md | [ALL] | 🔴 |
| 2.6 | Website Maintenance & Support Agreement — Ongoing retainer contract defining scope, SLA, response times, and billing cycles | contracts/contract-maintenance.md | [ALL] | 🔴 |
| 2.7 | Hosting Services Agreement — Contract for managed hosting, covering uptime SLA, data backups, security, and fair use | contracts/contract-hosting.md | [ALL] | 🔴 |
| 2.8 | Change Order / Scope Change Request — Document for requesting and approving out-of-scope work mid-project | contracts/change-order.md | [ALL] | 🔴 |
| 2.9 | Non-Disclosure Agreement (NDA) — Mutual NDA for discovery calls and early conversations | contracts/nda.md | [ALL] | 🟡 |
| 2.10 | White Label Partnership Agreement — Contract for reselling Webility services under a partner's brand | contracts/white-label-agreement.md | [ALL] | 🟢 |
| 2.11 | Subcontractor Agreement — Contract for freelancers and subcontractors hired for project delivery (developers, designers, copywriters) | contracts/subcontractor-agreement.md | [INT] | 🟡 |
| 2.12 | Independent Sales Representative Agreement (Commission-Only) — Contract for commission-only sales reps in the USA and/or Europe. Includes USA state law notes, EU Commercial Agents Directive mandatory provisions (Section 12), territory definition, non-solicitation, and clawback rules. Different from 2.11 — do not use the Subcontractor Agreement for sales reps. | contracts/sales-representative-agreement.md | [INT] | 🔴 |
| 2.13 | Sales Commission Plan (Schedule A) — Companion to 2.12. Defines commission rates, payout triggers, milestone-based release, recurring commissions on retainers, tiered bonuses, and clawback terms. Executed as Schedule A attached to the Sales Rep Agreement. | contracts/sales-commission-plan.md | [INT] | 🔴 |
3. Client Policies (Website-Published)
Policies published on the agency website and linked in contracts. Required for legal compliance and trust.
| # | Document | File | Audience | Priority |
|---|---|---|---|---|
| 3.1 | Terms of Service (ToS) — General terms governing use of the Webility website and services | policies/terms-of-service.md | [WEB] | 🔴 |
| 3.2 | Privacy Policy — GDPR / CCPA-aligned policy explaining what data is collected, how it's used, and client rights | policies/privacy-policy.md | [WEB] | 🔴 |
| 3.3 | Cookie Policy — Explains cookies, tracking, and consent mechanisms used on the website | policies/cookie-policy.md | [WEB] | 🟡 |
| 3.4 | Acceptable Use Policy (AUP) — Defines prohibited uses of Webility-built systems and hosted services | policies/acceptable-use-policy.md | [WEB] | 🟡 |
| 3.5 | Refund & Cancellation Policy — Conditions under which refunds are issued and projects can be cancelled | policies/refund-cancellation-policy.md | [WEB] | 🔴 |
| 3.6 | Intellectual Property Policy — Clarifies ownership of work, source code, and creative assets at different stages | policies/ip-policy.md | [WEB] | 🔴 |
| 3.7 | AI Use & Data Policy — Discloses how AI tools are used in service delivery and how client data is handled by AI systems | policies/ai-use-policy.md | [WEB] | 🔴 |
| 3.8 | Hosting & SLA Policy — Defines uptime guarantees, maintenance windows, and support commitments for hosted clients | policies/hosting-sla-policy.md | [WEB] | 🟡 |
4. Client Onboarding Documents
Documents sent to new clients immediately after contract signing to kick off the engagement professionally.
| # | Document | File | Audience | Priority |
|---|---|---|---|---|
| 4.1 | Client Welcome Packet — Introduction to Webility's process, team communication norms, tools used, and what to expect | onboarding/client-welcome-packet.md | [ALL] | 🟡 |
| 4.2 | Project Kickoff Checklist — Shared checklist of what Webility needs from the client to begin (credentials, assets, brand guidelines, etc.) | onboarding/kickoff-checklist.md | [ALL] | 🔴 |
| 4.3 | Brand & Content Intake Form — Structured form to gather brand assets, tone of voice, target audience, and content requirements | onboarding/brand-content-intake.md | [ALL] | 🟡 |
| 4.4 | Technical Access Request — Secure checklist for collecting hosting credentials, domain access, third-party APIs, and CMS logins | onboarding/technical-access-request.md | [ALL] | 🟡 |
| 4.5 | Enterprise Onboarding Protocol — Expanded onboarding for enterprise clients: stakeholder map, approval workflow, escalation contacts | onboarding/enterprise-onboarding.md | [ENT] | 🟡 |
5. Project Delivery & Handover Documents
Documents used to close out a project professionally and transfer ownership to the client.
| # | Document | File | Audience | Priority |
|---|---|---|---|---|
| 5.1 | Project Completion & Handover Report — Final summary of what was built, key decisions made, and documentation of delivered assets | delivery/project-handover.md | [ALL] | 🔴 |
| 5.2 | Website Launch Checklist — Technical checklist before going live: SEO, performance, accessibility, security headers, analytics | delivery/launch-checklist.md | [ALL] | 🟡 |
| 5.3 | Training Guide Template — Guide for client-side teams on how to use their new website, CMS, or automation system | delivery/training-guide.md | [ALL] | 🟢 |
| 5.4 | Warranty & Post-Launch Support Terms — Defines the free bug-fix window post-launch and what is/isn't covered | delivery/warranty-terms.md | [ALL] | 🟡 |
| 5.5 | Client Satisfaction Survey — Structured feedback form sent at project close to collect testimonials and NPS | delivery/client-satisfaction-survey.md | [ALL] | 🟢 |
6. Financial & Billing Documents
| # | Document | File | Audience | Priority |
|---|---|---|---|---|
| 6.1 | Invoice Template — Branded invoice with line items, payment terms, late fee clause, and bank/payment details | financial/invoice-template.md | [INT] | 🔴 |
| 6.2 | Payment Terms Policy — Document defining accepted payment methods, deposit requirements, milestone billing, and late fees | financial/payment-terms.md | [ALL] | 🔴 |
| 6.3 | Pricing Sheet — Internal reference of service pricing tiers for proposals (not client-facing directly) | financial/pricing-sheet.md | [INT] | 🟡 |
| 6.4 | Expense Reimbursement Policy — Policy for passing through third-party costs (stock photos, fonts, plugins, ad spend, hosting) to clients | financial/expense-reimbursement.md | [ALL] | 🟡 |
7. Internal Operations
| # | Document | File | Audience | Priority |
|---|---|---|---|---|
| 7.1 | Code of Conduct & Ethics — Standards for client interactions, confidentiality, conflicts of interest | internal/code-of-conduct.md | [INT] | 🟡 |
| 7.2 | Brand Voice & Communication Guidelines — How Webility writes, speaks, and presents itself to clients | internal/brand-voice-guidelines.md | [INT] | 🟢 |
| 7.3 | Project Management SOP — Standard operating procedure for how projects are managed (tools, meetings, handoffs) | internal/project-management-sop.md | [INT] | 🟢 |
| 7.4 | Security & Data Handling Policy — Internal rules for handling client credentials, sensitive data, and PII | internal/security-data-policy.md | [INT] | 🟡 |
| 7.5 | Independent Contractor Classification Compliance Guide — USA and EU reference for correctly classifying commission-only sales reps. Covers IRS common law test, state ABC tests (California high-risk), sales rep protection statutes, EU Commercial Agents Directive, and country-specific notes for France, Germany, Netherlands, Belgium, UK. Includes annual review checklist and termination protocol. | internal/contractor-classification-compliance.md | [INT] | 🔴 |
| 7.6 | Sales Representative Onboarding SOP — Step-by-step process for activating a new commission-only sales rep: pre-signing assessment, agreement and tax documentation, CRM access, materials kit, orientation call agenda, 30-day tracking, and termination protocol. | internal/sales-rep-onboarding.md | [INT] | 🔴 |
Library Completion Status
All 40 documents are complete. Before using any document with real clients:
- Legal review recommended — Have a qualified attorney in your jurisdiction review contracts and policies, particularly the MSA, standalone contracts, and privacy policy.
- Fill in all
[PLACEHOLDERS]— Every document contains bracketed fields (e.g.,[DATE],[AMOUNT],[EMAIL]) that must be customized before use. - Publish website policies — Terms of Service, Privacy Policy, Cookie Policy, AUP, Refund Policy, and IP Policy must be live on the website before any client engagements begin.
- Client policies need per-client IDs — When sending contracts and onboarding docs, assign a sequential document ID:
WBL-[TYPE]-[CLIENT-CODE]-[NNN]-v1.0.
Documents Requiring Immediate Customization Before First Use
| Priority | Document | Key Fields to Customize |
|---|---|---|
| 🔴 | MSA (2.1) | Legal entity name, address, jurisdiction, governing law |
| 🔴 | Privacy Policy (3.2) | Registered address, DPO contact, cookie tool, data retention dates |
| 🔴 | Terms of Service (3.1) | Legal entity, jurisdiction, liability cap amount |
| 🔴 | Payment Terms (6.2) | Bank details, GST/HST number, late fee rate |
| 🔴 | Invoice Template (6.1) | Legal entity, address, bank/payment details, tax numbers |
| 🔴 | Pricing Sheet (6.3) | All pricing amounts, plan names |
| 🟡 | All standalone contracts | Rates, warranty duration, revision rounds |
| 🟡 | Internal policies | Tool names, escalation contacts, reporting lines |
Recommended Rollout Order for a New Agency
Week 1 — Legal Foundation Sign off on: MSA, SOW template, Refund Policy, IP Policy, AI Policy, NDA, Payment Terms
Week 2 — Website Compliance Publish: Terms of Service, Privacy Policy, Cookie Policy, AUP
Week 3 — Sales Readiness Finalize: Pricing Sheet, all Proposal templates, Discovery Questionnaire, Capabilities Deck
Week 4 — Delivery Readiness Finalize: Kickoff Checklist, all standalone Contracts, Welcome Packet, Technical Access Request, Change Order, Handover Report
Ongoing — Polish Deploy: Enterprise Proposal, Enterprise Onboarding, Launch Checklist, Training Guide, Warranty Terms, Satisfaction Survey, all internal docs
Operational Guides
These companion documents explain how to use the library in practice:
| Guide | What It Covers |
|---|---|
CLIENT-PROCESS-FLOW.md | Which docs get sent to SMB vs enterprise clients, at what stage, and in what order. Includes flowcharts and signing workflow. |
POLICY-PUBLISHING-AND-PROOF.md | Which documents go public on your website, which stay private, and the 5-layer system for proving what a policy said on any date. |
GIT-LEGAL-EVIDENCE.md | How to use this git repo as legal evidence. Git commands to extract policy content at any timestamp, tagging policy versions, GPG-signed commits, GitHub Actions automation, dispute response template, and the enterprise contract clause that references git tags directly. Recommended for all enterprise engagements. |
Legal Disclaimer
These documents are created by Webility for internal business use. They are not substitutes for advice from a qualified lawyer. Before using any contract or policy with real clients — especially enterprise clients — have them reviewed by a licensed attorney in your jurisdiction.
Document Cross-References
Key relationships between documents:
MSA (2.1) ──────────────► SOW (2.2) per project
│ │
├── NDA (2.9) ├── Change Order (2.8)
├── IP Policy (3.6) ├── Kickoff Checklist (4.2)
├── AI Policy (3.7) ├── Brand Intake (4.3)
└── Payment Terms (6.2) ├── Tech Access Request (4.4)
├── Launch Checklist (5.2)
Standalone Contracts: ├── Training Guide (5.3)
Web Design (2.3) ├── Handover Report (5.1)
Branding (2.4) ├── Warranty Terms (5.4)
AI/Automation (2.5) └── Satisfaction Survey (5.5)
Maintenance (2.6)
Hosting (2.7) ──────────────► Hosting SLA Policy (3.8)
Enterprise path:
Discovery (1.2) → Capabilities Deck (1.1) → Enterprise Proposal (1.7)
→ Enterprise Onboarding (4.5) → MSA + SOW
Partner paths:
White-Label Agreement (2.10) → subcontracted delivery
Subcontractor Agreement (2.11) → project delivery support (developers, designers)
Sales Representative path:
Sales Rep Onboarding SOP (7.6) → IC Classification Compliance (7.5)
→ Sales Rep Agreement (2.12) + Commission Plan (2.13)
→ CRM access + Sales Kit → active selling
Internal (not client-facing):
Code of Conduct (7.1) + Security Policy (7.4) + PM SOP (7.3)
→ Brand Voice Guidelines (7.2)
→ Invoice Template (6.1) + Pricing Sheet (6.3) + Expense Policy (6.4)
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