How we work

Know from day one
who does what, and when

Most delayed projects are not delayed because the work is hard. They are delayed because nobody is sure what is being waited on, or from whom. Below is every phase, including what we need from you and what you receive at the end of each one.

Free consultation+66 83 555 1569 See all six phases →

Six phases

From the first call to the closing report

Some phases are skipped if your project involves no licence and no on-ground work.

01

Assess the brief

We listen to what you want to achieve, check whether the activity needs a licence, and work out which services are actually involved.

1–3 days · no charge
We do
  • Call, e-mail or online meeting
  • Licensing check against the mechanic
  • Honest view on whether you need us at all
You provide
  • Rough goal and target audience
  • Budget range and target launch date
  • Any existing systems we would connect to

OutputClarity on what is required, whether a licence applies, and how much lead time to allow.

02

Scope and quotation

We put in writing what is included, what is not, how long it takes and how it is billed.

3–7 days
We do
  • Itemised quotation with inclusions and exclusions stated
  • Recurring costs such as servers, LINE tiers and SMS credits
  • Timeline with the milestones that matter
You provide
  • Who signs off internally, and how many approval layers
  • Company details for the paperwork
  • Confirmation the scope matches what you meant

OutputA quotation, a written scope and a project timeline.

03

Permit filing

For anything involving a prize draw. This has to finish before you advertise the campaign, not before the event.

30–45 days · skipped if not applicable
We do
  • Mechanic, prizes and total value checked against the thresholds
  • Document set prepared and filed
  • Follow-up until the licence number is issued
You provide
  • Company registration certificate and director ID
  • Power of attorney if we file for you
  • Draft advertising material

OutputA licence number and an official rules document you can publish against.

04

Build and prepare

The longest phase — design, development, sourcing and on-ground preparation.

4–12 weeks depending on scope
We do
  • Screens and flows approved before any code is written
  • Development and integration with your existing systems
  • Reward sourcing, production and crew briefing
  • Weekly progress summary
You provide
  • Brand assets — logo, colours, usable fonts
  • System access or an IT contact
  • Design sign-off within the agreed rounds

OutputA tested system, finished collateral and a plan for the day.

05

Launch and run

Whether that means a live campaign or a single event day.

For the length of the campaign
We do
  • Close monitoring through the opening days
  • On-site team and registration on event day
  • Draw conducted in front of officials where applicable
  • Interim reporting with real numbers
You provide
  • Your team handling customer replies on brand channels
  • A contact who can make decisions quickly
  • Contingency budget if volume exceeds forecast

OutputA campaign running live, with figures visible while it runs.

06

Hand over and close

The stage many vendors skip — and the one you need when reporting internally or to the authorities.

2–4 weeks after the campaign ends
We do
  • Prizes delivered with complete handover evidence
  • Database, system and documentation handed over
  • Closing report filed with the authorities where applicable
  • Training for the team taking it on
You provide
  • A named recipient for the system
  • Acceptance against the agreed scope
  • A decision on ongoing support

OutputA results report, the database, the closing paperwork and a user manual.

While the project runs

How we communicate

You should never have to ask where things stand.

01

One contact throughout

The person who quotes the job runs it and is on site on the day. You do not re-explain the project to someone new.

02

Two channels, used properly

A shared group chat for anything urgent, e-mail for anything that needs a record — approvals, scope changes, sign-offs.

03

Weekly progress summary

What finished, what is next, and what we are waiting on from you. The blocking item is always visible.

04

Scope changes assessed first

We tell you the impact on time and cost before agreeing, rather than saying yes and delivering late.

Payment

Billed in stages

A standard structure, adjustable to your procurement terms.

STAGE 1

On project start

After scope is confirmed and documents signed, so the team and schedule can be committed.

STAGE 2

On main delivery

When the system is ready for testing or production is complete, before go-live.

STAGE 3

On project close

After the results report and closing documentation are handed over.

The split per stage is stated in each quotation. Pass-through costs — government fees, prize value, venue hire — are itemised separately and are not part of our service fee.

Frequently asked

Questions about the process

When do charges start?
Assessment and quotation are free, including telling you whether your activity needs a licence. Charges begin only once scope is agreed and the project starts.
Can you move faster than this?
Development can be compressed by adding people or reducing phase-one scope. Permit filing cannot — that depends on the authorities' queue. What we can do is reduce the rounds of document corrections, which is what usually causes delay.
What if we need to change scope mid-project?
Fine. We assess the impact on time and cost first and send it in writing for approval. The most expensive change is altering the mechanic after the permit has been filed, because it means filing again.
How do we know where the project stands?
A weekly summary covering what is finished, what is in progress, and what we are waiting on from you. For system projects your team can log into the build environment rather than waiting for handover day.
What support is there after handover?
A warranty period covering defects, as stated in the contract. After that, an annual support agreement or per-request work. Live campaigns get a priority contact channel.
What if the project is cancelled part-way?
You pay for work completed and receive everything finished so far — design files, source code and documents. Third-party costs already committed, such as government fees or purchased prizes, follow those suppliers' terms.

Start here

Tell us what
you need

You don't need a finished brief. Tell us roughly what you want to run, when it should launch, and any budget range you have in mind. We'll tell you what's required by law, what it takes, and whether you need us at all. Assessment is free.

I'm interested in

Lucky draw permit Membership system LINE OA SMS / E-mail Rewards Event Not sure yet

Call us · free consultation

+66 83 555 1569 Mon–Fri 09:00–18:00 ICT. You'll speak to the team doing the work, not a call centre.
LINE @nipponidea

We reply within one business day, or call us directly on the number above.