Fixed-Fee AI Projects: How Scope, Price and Timeline Are Agreed

Fixed-Fee AI Projects: How Scope, Price and Timeline Are Agreed

With a fixed fee, you know the price before work starts. That only works if the scope is clear. Here is how a fixed-fee AI or automation project typically runs, and what to check at each stage.

Last reviewed: November 2026.

1. Discovery

A short call about how your business works, what you want to change and what systems you use. Good providers ask about the problem before proposing tools. See how to choose an AI automation agency.

2. Audit and scope

A closer look at the workflows, data and integrations involved, ending in a written scope: deliverables, exclusions, acceptance criteria and what you need to provide. For larger projects, see how to scope an AI agent project.

3. Proposal

The fixed fee, payment schedule, timeline, running costs and support. See how to read a fixed-fee proposal.

4. Changes

New requests during the project are scoped and priced separately before they are added, so the original price holds.

5. Build and test

Built against the agreed scope and tested with your real cases, including the awkward ones.

6. Handover

Documentation, a walkthrough for your team and ownership of what was built.

7. After launch

Optional support or care plans, and a check after a month against the measures agreed up front.

Fixed fee vs hourly vs retainer

Each model has a place. Fixed fees suit well-defined projects; hourly suits open-ended exploration; retainers suit ongoing work. See fixed-fee vs hourly AI consulting and our pricing models comparison.

What drives the price

Number of systems touched, custom logic, data cleanup and review requirements. See what affects AI implementation costs in Canada.

Our published fees

From $1,997 for a focused website to $12,000 and up for custom AI agents and workflow automation, in Canadian dollars with taxes extra, with care plans from $99 a month. The discovery call and high-level review are free. See pricing.