Here is everything we built for YAAY365 across the quarter — the delivered work and the parts we took on at no charge alike. We’ve laid each invoice out in full, so it’s easy to see exactly what it covers.
Five open invoices
All work was billed at AUD 46.50 per hour, equivalent to USD 30 per hour. The totals below are the amounts as originally invoiced, before the adjustments set out in Section 03.
| Invoice | Work | Hours | AUD | USD |
|---|---|---|---|---|
| INV26586 Aug 2025 | Website RevampDesign phase at no charge | 60 | 2,790.00 | 1,800 |
| INV26596 Aug 2025 | Rewards, Portal, Member Groups, WalletFour components | 250 | 11,625.00 | 7,500 |
| INV26606 Aug 2025 | Multitenant SystemBranch architecture & access control | 400 | 18,600.00 | 12,000 |
| INV267515 Aug 2025 | Authentication Migration, Single Member AddPay with Cash absorbed, not billed | 105 | 4,882.50 | 3,150 |
| INV26768 Sep 2025 | Dual-Redemption Loyalty EngineBuilt to the agreed formula | 96 | 4,464.00 | 2,880 |
| Total as invoiced | 911 | 42,361.50 | 27,330 | |
What was built
Website Revamp
- Full revamp across the eleven areas defined in the UI/UX document of 30 June 2025 — hero messaging, Why Choose YAAY, partner network, community impact, user-friendly platform, testimonials carousel, contact, about, becoming a partner, and two app-side fixes.
- Two complete theme versions — dark and light — both designed and built, where a single treatment was originally discussed.
- Deployed to staging and to production.
The 60 hours on this invoice cover development only — nothing else was charged. The entire design phase, including the full colour system, the brand pattern library and the second theme, was delivered at no cost.
Design variations shared for review, 11 July 2025
Pulled from the shared YAAY365 × BearPlex WhatsApp group — the channel where the whole team was added and kept notified of the tasks in progress.
Rewards, Portal, Member Groups & Wallet
Rewards Module — 64 hours
- Points engine with a configurable base rate and per-partner overrides.
- Tier structure (Green, Gold, Platinum) with configurable thresholds and lookback window.
- Dashboard controls for rates, tiers and notification rules; points distribution and per-user tier reporting.
- Push and in-app notifications on tier advancement, with an audit trail of configuration changes.
Partner & Admin Portal — 50 hours
- Partner redemption summary page — customer, category, deal title — scoped so each partner sees only their own data.
- Bell-icon notification alerting partners to each successful redemption, linking through to the summary.
- Admin view of redemption history across all partners, with search.
The one part we set aside rather than complete was the Apache Superset analytics layer — the advanced-reporting piece of this scope. We’ve taken it off the account entirely, so it isn’t in any figure here (see Section 03).
Member Groups — 80 hours
- Partner bulk member import by CSV, cross-checking email and phone — existing members linked, new members auto-registered and invited.
- Wallet initialisation on import, with an optional opening balance.
- Member-facing My Groups list, group detail views, and a transaction history with date, amount, type and running balance, filterable and paginated.
Wallet Integration — 56 hours
- Member wallet top-up, and partner-initiated top-up of member wallets.
- Transaction ledger covering top-ups, redemptions and adjustments across member, partner and administrator accounts.
Multitenant System
- A single partner account managing multiple branches, with all transactional and analytics data scoped by branch.
- Four access levels — Partner Admin, Regional Manager, Branch Manager and Read-Only — with a full permission matrix across deals, users, reports and settings.
- Branch lifecycle: create, suspend, archive and delete; region tagging and bulk actions.
- Branch list and detail views showing status, activity, active users and key metrics.
- Invite-and-assign workflow — partner admins invite users by email against specific branches and roles — with an audit trail recording every role change.
This was the largest single piece of the quarter — originally estimated at ten weeks, and delivered faster by putting more of the team on it in parallel, the way we planned together to meet the timeline (more on that in Section 02).
Authentication Migration & Single Member Add
Authentication migration, Auth0 to Supabase — 90 hours
- Registration, login, token refresh and password reset endpoints built in-house, with hashed and salted credentials and short-lived access tokens.
- Integrated across the customer website and the mobile app, with secure credential storage on iOS and Android.
- Existing members migrated without disruption — credentials validated once against the old provider, then moved across silently on first login.
- Auth0 taken out of the live login flow, ending its per-user charges.
The purpose was to remove Auth0’s per-user charges before onboarding the union membership, where per-user pricing would have become the largest running cost on the platform.
Single Member Add — 15 hours
- An Add Member modal in the Partner Portal for onboarding individual members without preparing a CSV.
A third project in the same proposal — the Pay with Cash module, 50 hours — was fully built and then set aside when it was no longer needed. We absorbed that work in full and it does not appear on any invoice; at the standard rate it came to AUD 2,325.
Dual-Redemption Loyalty Engine
- Points and cashback redemption built to the formula provided by the product owner — points earned equal to spend divided by ten, cashback equal to points divided by one hundred.
- Dynamic payment selection at the point of redemption, allowing wallet, cash or points.
- A My Points dashboard for members, with points-to-cashback conversion.
- Administrator reporting across points issued, converted and redeemed.
Delivered at no charge
These items were carried out and absorbed by BearPlex. They are not part of the account and are listed only so the full picture is visible.
| Item | Detail | Value absorbed |
|---|---|---|
| Design phase | Brand system, colour palette, pattern library, and a second complete theme | Not billed |
| Pay with Cash module | 50 hours built, then set aside | AUD 2,325 |
| Auth0 subscription | Third-party authentication costs charged to BearPlex’s own card and never passed on to you | Not billed |
| Servers and hosting | Infrastructure costs from project start to date | Not billed |
This is simply a recap of how the quarter’s work was communicated and delivered — when each piece was discussed, agreed and shipped — so the sequence is easy to follow. It was a close, day-to-day partnership throughout, with Brian involved at every step.
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A website revamp, slotted in urgently
By this point development was already well under way, running in planned sprints. The website revamp came in separately, as an urgent request — to be designed and built in between the sprint work already in progress. It was prioritised and fitted in: eleven areas of change worked through, and the entire design phase delivered at no charge — brand system, colour palette and pattern library — along with a second theme.
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A bigger vision, and real urgency
Around this time the project took an exciting turn — a move to a free-membership model, and new union partnerships bringing well over 100,000 members onto the platform. That naturally shifted the priorities: several features were now needed quickly so everything would be ready for those members. There was a separate, direct conversation with the product owner about expediting this — putting more resources behind it to compress the timeline — and that is exactly what we did, bringing additional developers onto the project so the pieces could be built in parallel rather than one after another.
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The plan, shaped with Brian
The detail was worked through closely with Brian. A full scope of work was put together — the Rewards Module, the Multitenant System, and the Partner and Admin Portal, 514 hours in all — and shared openly in the group for everyone to see, where Brian, as technical lead, gave the go-ahead to begin.
See the message
From the shared YAAY365 × BearPlex WhatsApp group, where the whole team was kept notified of work in progress.
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How the work was run, day to day
This part is worth spelling out, because it is really the heart of how everything got done. There were check-ins with Brian two to three times a week, and he was in direct contact with the developers day to day — so the whole team had full, real-time visibility of what was being built and how. Each feature went through its own quality checks and feedback rounds before it was considered finished. Nothing was built behind closed doors; it was a genuinely shared effort from start to finish.
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Website designs reviewed together
Two design variations were shared for feedback, Brian reviewed them, and his comments were folded in before any development began.
See the message
From the shared YAAY365 × BearPlex WhatsApp group, where the whole team was kept notified of work in progress.
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Member Groups and Wallet built and delivered
The member-import, wallet and group features were specified with Brian, then built and released within the planned sprint — covering member onboarding, wallet setup, group views and transaction history.
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Invoices shared openly as the work landed
As each piece landed, the invoices were shared directly with the product owners — in the separate leadership group kept for the commercial side — alongside a note walking through what had been requested, built and deployed. The figures were there to see early, with full transparency throughout.
See the message
From the leadership group — the separate channel with the product owners (Faduma and Mubarak) and Hamad, where invoices and figures were shared directly.
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Authentication migration, to save on cost
With the union members coming on board, the existing authentication provider would have become a large and growing monthly cost. A migration was proposed and carried out to bring that in-house, keeping those charges from climbing as the member base grew. A third item in the same proposal — a Pay with Cash module — was built and then set aside, and that work was absorbed rather than billed.
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The loyalty engine — the final piece
The dual-redemption engine was decided closely between Hamad and the product owner, then dedicated to the team as the last piece — the one that closed the loop and took the platform over the finish line. It was built to the points-and-cashback formula provided by the product owner, with Brian kept in the loop throughout.
See the note
The handwritten formula came directly from the product owner; shared here while keeping Brian in the loop.
The time behind it
Altogether the quarter came to 911 hours. The bulk of it — the Rewards, Portal, Multitenant, Member Groups and Wallet work — landed in an intense push of roughly six weeks from late June to early August, only possible because we put a team on it in parallel, the way we’d agreed to meet the timeline. The authentication migration and the dual-redemption loyalty engine followed over the weeks after, as separate pieces of work. The meetings, feedback rounds and quality checks were all part of that effort.
| What we built | Hours | How it came about |
|---|---|---|
| Multitenant System | 400 | Q3 Scope of Work, shared with the group |
| Member Groups & Wallet | 136 | Requested by Brian, specified together |
| Dual-Redemption Engine | 96 | Decided by Hamad and the product owner, to cross the finish line |
| Authentication Migration | 90 | Proposed to save cost as members grew |
| Rewards Module | 64 | Q3 Scope of Work, shared with the group |
| Website Revamp | 60 | Urgent request; design given free |
| Partner & Admin Portal | 50 | Q3 Scope of Work, shared with the group |
| Single Member Add | 15 | Part of the same August proposal |
| Total | 911 | Delivered across the quarter, as a team |
The documents behind it
Each piece here is backed by a scope document we shared at the time. They are all attached below — open any one to read the full detail. We’re happy to walk through any of it together, whenever suits you and Brian.
| Document | Date | Covers |
|---|---|---|
| Q3 Scope of Work | 3 Jul 2025 | Rewards, Multitenant and Portal — 514 hours; shared with the group for everyone to see |
| UI/UX Changes | 30 Jun 2025 | Website revamp, eleven areas |
| Member Groups Feature | 17 Jul 2025 | Member import, wallet init, group views, transactions |
| Partner Notification & Admin Enhancement | 1 Jul 2025 | Portal redemption summary and notifications |
| Project Proposals — Auth, Cash, Member Add | 22 Aug 2025 | Authentication 90h, Pay with Cash 50h (absorbed), Member Add 15h |
| Dual-Redemption Loyalty Engine | 8 Sep 2025 | Points and cashback engine — 96 hours |
More than anything, we want this to end well — for you and for us. The first two sections are simply the record; this last one is about finding a close that feels fair and keeps the relationship we value. Whatever we land on, our goal is the same as yours: a number everyone is genuinely at peace with.
Where things stand, honestly
For full transparency, here is where we’ve landed — after taking off the one piece we didn’t complete, and reducing the rest as a genuine gesture of goodwill.
Offered in good faith to close this well — not an opening position, but the fair number we’d genuinely love to settle on.
This reduction is entirely our own choosing — no one asked us for it. We would genuinely rather leave money on the table than let a number ever come between us. The relationship we’ve built with YAAY365 means far more to us than any figure, and we’re offering this in exactly that spirit: to close things warmly, and to keep working together for a long time to come. We are choosing the relationship, not the number.
And what we’ve absorbed on top
Before the figure is even discussed, it’s worth seeing what we’ve already carried ourselves — gladly, and without being asked. None of this sits on any invoice.
| Item | Value |
|---|---|
| Complete design phase, including a second theme | Not billed |
| Pay with Cash module — 50 hours built, then set aside | AUD 2,325 |
| Auth0 subscription — charged to BearPlex’s own card | Not billed |
| Servers and hosting, project start to date | Not billed |
That is already a great deal of goodwill carried on our side — and it’s a real part of why the figure above already feels fair to us.
However you’d like to settle it
Whatever figure we agree, how it’s paid is entirely your call — in full, or spread across monthly instalments with no interest and no charges added. Whatever suits your cash flow suits us. You mentioned a payment plan, and a plan is very much on the table.
Our hope
We’ve tried to make this genuinely fair — removing what we didn’t finish, absorbing a great deal, and reducing the rest in good faith. Our sincere hope is that it feels fair enough to put behind us, happily and together. And of course, if anything about it doesn’t sit right with you, we’re always here — but we’d love for this to be the number that lets us close this chapter and keep building.
Consider this an open door. The relationship means far more to us than any single figure — and we’re confident that, together, we’ll close this in a way that feels fair to everyone and leaves us all glad to keep building what we started.