AsyncForge Playbook

Our shared guide to getting the most out of our partnership.

Welcome. This playbook exists so we start on the same page. It covers how we work, what you can expect from us, and what we expect from you. If anything is unclear or missing, let's talk about it. This is a living document.

Let's build something great together.

1. Getting started

Starting from a blank slate

No codebase, no infrastructure, no accounts yet? No problem. We handle the setup so you can focus on your product. We'll create your repositories, set up a development environment, configure a staging environment for testing, and get everything in place before we write a single line of feature code. Just tell us what you want to build and we take it from there.

Starting with an existing project

If you already have a codebase and infrastructure in place, here's what helps us hit the ground running:

Codebase access: Share your repo(s) with us via Git or GitLab. We'll provide you with SSH keys and/or account usernames to add. Any documentation you have on how things are set up helps us get up to speed significantly faster.

Development database: If your project requires it, a seed dataset for the development environment is helpful so we can work with realistic data from day one.

Hosting access: Only needed if you want us to handle deployments on your own infrastructure. We'll align on this when we start.

Existing accounts and services: If you already use tools like cloud hosting, logging, or monitoring services, we'll ask you to grant us access. We request only the permissions we actually need.

Optional onboarding call

Regardless of where you're starting from, you're welcome to book an optional onboarding call via our booking link. We'll walk through your setup together, align on priorities, and create an initial plan. Calls are recorded via Fantom so nothing gets lost. If you'd rather dive straight in, that works too.

Timeline

You get access to your dashboard right away. There's no extended setup period. Share what we need and we start picking up tasks immediately.

2. How we work

Async-first

We don't do unnecessary meetings. Communication happens through your Kanban dashboard. Add a task, leave a comment, and we take it from there. If we have follow-up questions on a task, we'll reach out through the dashboard or save it for your next check-in call.

What counts as a project

One project is one deployable unit with its own release cycle. For example, a web platform with an API, frontend, and admin panel that share the same codebase counts as one project. A mobile app for that same platform counts as a separate project, even if it uses the same backend APIs, because it has its own codebase, deploys independently, and has its own release schedule.

If you want us to work on two projects simultaneously, that requires two subscriptions. If you only need one worked on at a time, you can switch between projects by pausing and resuming your subscription within a single plan.

One task at a time

We work on one task per project at a time. Each task gets full attention and is completed before the next one begins. You can queue as many tasks as you like and we work through them in order of priority.

Large tasks

If you submit a task that is too large to handle in one go, we'll break it down into smaller subtasks for you. We'll communicate the breakdown clearly in the dashboard so you always know what's being worked on and what's coming next. We then work through the subtasks one at a time, in sequence.

Check-in calls

Check-in calls are optional. If you find value in a regular sync, you're welcome to book one via our booking link. All calls are recorded via Fantom so both sides have a clear reference point.

The maximum call frequency depends on your plan:

If you prefer to keep everything async, that works just as well. The dashboard and task comments are always there.

How to submit tasks

Describe what you want to achieve, not how to build it. You don't need to write technical specifications. That's our job. A clear goal and a bit of context is all we need.

Good example: "Users need to be able to reset their password via email. There's no reset flow at all right now."

You don't need to provide flowcharts, technical specs, or implementation details. If we have questions, we'll ask in the dashboard or bring it up during your check-in call.

If you do have technical opinions or preferences, feel free to share them. We'll take them into account.

Big events and launches

Got something big on the horizon? A product or feature launch, a marketing campaign or promotion (think Black Friday or a big sale), a seasonal traffic peak, a press or social moment, an investor or partner demo, a funding milestone — anything where you expect a spike in traffic, attention, or stakes, and where a bug or slowdown would hurt more than usual. If you're not sure whether it qualifies, tell us anyway.

Give us as much lead time as you can — ideally at least a week. The earlier we know, the more we can line up beforehand: we'll prioritise your event-critical work in the run-up, and while your event is live we'll stay responsive during our working hours so anything urgent jumps straight to the front of the queue. There's no extra cost — it's simply part of how we work.

Let us know in whatever way suits you: add a task or comment in your dashboard, send us an email, or raise it on your next check-in call. Tell us what's happening, when, and anything you're particularly worried about.

The more we know, the better we can show up for you. Without a heads-up we can't promise to reprioritise at the last minute, and even with notice this is a best-effort commitment — we'll prioritise and stay responsive, but it isn't a guarantee that nothing will ever go wrong. Our usual terms still apply.

Reviewing completed work

When a task is done, it moves to review in your dashboard. We understand you're not always available to review immediately and that's completely fine. Work sits ready for you and there's no pressure. When you're ready, you test it and either approve or request a revision.

For low-risk changes — small fixes, copy tweaks, internal-only work — we may deploy straight away. For anything you'd reasonably want to test first, we deploy to your staging environment and wait for your sign-off in the dashboard before pushing to production. We use our judgement on which path fits the task; if you'd rather approve every deploy, just tell us and we'll always wait.

How a task actually reaches production after your approval depends on your project's setup. Some projects auto-deploy from the main branch the moment we merge; others wait for a manual push. We'll align with you on that during onboarding.

By default we save our work directly to your codebase as we go. If your team prefers a stricter review or release setup, we'll agree on it with you during onboarding.

Revisions

We revise until you're satisfied. Your subscription covers unlimited changes and improvements on completed work.

No estimates or deadlines

We don't do time estimates or commit to deadlines. Not because we don't care about speed, but because we'd rather spend that time actually building something valuable for you. Estimates in software development are notoriously unreliable and create the wrong incentives for everyone involved.

If you want to get a feel for how fast we move, the trial week is the best way to find out. Real work, real pace, no guessing.

A platform that keeps improving

We're constantly updating our Kanban dashboard and adding new features to make the collaboration experience better for everyone. If there's something about the way we work that you'd like to see changed or improved, let us know. If it's something that would benefit other AsyncForge clients too, we're genuinely happy to build it. Your feedback directly shapes how we work.

3. Environments and accounts

Test environment

If you don't already have a staging environment, we'll set one up for you. This is where you can safely test everything we build before it goes live.

Third-party accounts and services

If you already have accounts for services like cloud hosting, logging tools, monitoring, or payment integrations, we'll ask you to grant us access. We request only the permissions we actually need.

If you don't have a particular service yet, we'll figure it out together during onboarding: either you create the account yourself and add us, or we set it up and hand it over to you. Either way, all accounts are created in your name and remain fully under your ownership. We never create accounts under AsyncForge's name for client work.

4. Intellectual property

Everything we build is fully yours. All code, designs, and deliverables produced during your subscription are owned by you from the moment they're delivered. AsyncForge retains no rights to anything built for your project.

5. Quality and scope

Senior engineers only

Every line of code is written by a vetted senior engineer. No juniors, no offshore outsourcing. Quality is non-negotiable.

Outside our expertise

If a task falls outside our core capabilities, we're transparent about it. In some cases we can bring in a trusted senior engineer from our own network. If we can't guarantee the quality, we'll tell you clearly and decline the work rather than deliver something subpar.

6. Billing and subscription

Free trial week

We offer a one-week free trial on every plan. We want you to experience how we work before committing financially, and we believe the best way to do that is to simply start building together.

Here's how it works: we send you an invoice at the start of the trial. You have 7 days to pay it. During those 7 days, we're already working on your project. If the invoice is paid within 7 days, your subscription continues seamlessly. If it isn't, we'll take that as a sign that things aren't the right fit and we'll wrap up and part ways, no hard feelings and no further obligations on either side.

How billing works

Your subscription is billed in advance at the start of each billing period. If you subscribe on the 15th, your period runs until the 15th of the following month.

Payment terms

Payment is due at the start of each billing period. If payment is not received on time, work stops immediately until it is settled.

Pausing

You can pause your subscription at any time. The pause takes effect at the end of your current billing period and we continue working until then.

When you resume, you pay on the day you restart and your new period begins from that date. Important: pausing puts you at the back of the queue. If we are at full capacity when you want to resume, you'll need to wait for a slot to open. We'll notify you as soon as one becomes available.

Example: You start on January 15th. You decide to pause on February 10th and we continue working until February 15th. You want to resume on April 23rd. You pay on April 23rd and we pick up your work again, provided a slot is available. If we're full, you go on the waitlist.

Cancellation

You can cancel at any time. Cancellation takes effect at the end of your current billing period. No partial refunds.

7. Capacity

AsyncForge intentionally limits the number of active projects we take on at any given time. This is how we guarantee quality: every client gets our full attention, not a fraction of it. When we are at capacity, new clients are placed on a waitlist and notified as soon as a slot opens.

8. Confidentiality and NDAs

We treat everything you share with us as confidential. Your codebase, product plans, business details, and any other information you provide during our partnership are handled with discretion and not shared with anyone outside of AsyncForge.

If your project requires a formal Non-Disclosure Agreement, we're happy to sign one. Just send it over and we'll review and sign without any hassle.

Conflicts of interest

We work with clients across many industries and product types. If a potential new client approaches us whose business closely resembles yours in a way that could create a conflict of interest, we will reach out to you first before taking them on. Your trust matters more than an additional subscription. We'll only proceed if you're comfortable with it.

9. Liability

We take our work seriously and always do our best to deliver high-quality, reliable software. That said, mistakes are human. Bugs happen, edge cases get missed, and software development always carries a degree of uncertainty.

AsyncForge is not liable for any damages, direct or indirect, that may result from the work we deliver. This includes but is not limited to loss of revenue, data loss, downtime, or any other business impact. By working with us, you acknowledge that all software is delivered on a best-effort basis.

If something goes wrong, we will do everything we can to fix it as quickly as possible. That commitment is backed by unlimited revisions and our dedication to your satisfaction. But financial liability rests with you as the owner of the product and the decisions made around it.

10. Referral program

If you refer a new client to AsyncForge and they subscribe, you earn 10% of their monthly subscription fee for as long as they remain a customer.

Example: You refer someone who subscribes to the Pro plan at €8,000 per month. Every month they stay a customer, you receive €800. If they downgrade, upgrade, or cancel, your referral commission adjusts accordingly.

Referral payouts are processed monthly. There's no cap on how many clients you can refer and no limit on how long you earn the commission. As long as your referred customer is active, you get paid.

If you want to refer someone, reach out to us directly and we'll set it up.

11. Ending the partnership

If you decide to stop, all your code, repositories, and assets remain yours. We're happy to support a handoff to an internal team or another party. Just let us know in advance so we can prepare documentation or a handover session if needed.

We part ways professionally. Our goal is that every client, whether they stayed for one month or two years, would recommend AsyncForge to others.

AsyncForge - asyncforge.com Questions? Email us or book a call.