Fit assessment email
Initial response with next steps or decline.
Engagement method
Discovery call, written scope, deposit or fee schedule as agreed, execution in named phases, close-out memo. Variations are logged when facts change.
- IntakeEntity, industry, deadline.
- ScopeDeliverables, fees, timing.
- CloseHandover and calendar.
Stage 1 — Enquiry and Fit Assessment
Contact us by email or telephone with a concise matter summary. We assess fit based on activity type, integrity of information, timeline realism, and service line alignment. We may request a follow-up call. If declining, we say so promptly. If proceeding, we schedule discovery.
Stage 2 — Discovery and Scope
Discovery clarifies facts, identifies risks, and defines deliverables. We issue a scope summary listing tasks, client responsibilities, fees, third-party costs, and indicative timing. Work does not commence until scope is agreed and any required deposit is received per invoice terms.
Stage 3 — Information Collection
We provide checklists. Clients supply documents via agreed channels. Incomplete information delays outcomes; we document outstanding items. Identity verification follows our internal standards and legal requirements applicable to corporate services.
Stage 4 — Preparation and Review
We draft lodgement packages, memoranda, or templates. Clients review for factual accuracy. Revisions attributable to client changes may incur variation fees. We do not lodge on behalf of clients without explicit authorisation recorded in writing.
Stage 5 — Lodgement and Monitoring
Where we coordinate lodgement, we track status and relay outcomes. Government processing times are outside our control. We advise on next registrations or obligations immediately after milestones.
Stage 6 — Handover
Close-out includes handover notes, calendar files, and contact points for specialist follow-up. Ongoing retainer arrangements, if any, are documented separately.
| Stage | Client role | Our role |
|---|---|---|
| Discovery | Disclose facts | Assess and scope |
| Collection | Supply documents | Validate completeness |
| Preparation | Review drafts | Draft and advise |
| Lodgement | Authorise | Coordinate filing |
| Handover | Maintain calendars | Provide tools and notes |
Conflicts and Independence
We assess conflicts before acceptance. Competing clients in the same narrow market may be declined. Confidentiality obligations continue after engagement ends subject to law.
Complaints Handling
Service complaints should be emailed to enquiry@zihao.com.au with matter reference. We investigate and respond with corrective actions or explanations. Unresolved matters may be subject to external dispute mechanisms if applicable to your engagement type.
File Closure
Closed matters receive final correspondence listing outstanding obligations belonging to client-only tasks. We do not maintain indefinite free advisory after closure unless retainer applies.
Payment and Invoicing Rhythm
Deposits may be required before substantive work. Milestone invoices align with deliverables. Disbursements are billed separately when incurred. Late payment may pause work until accounts are current per engagement terms.
Document Version Control
Drafts are labelled v0.x until client approval. Approved versions are frozen for lodgement. Post-lodgement changes require change workflows and may incur variation fees. We discourage editing historical PDFs without version increments.
Escalation for Blocked Matters
If government portals reject lodgements, we analyse rejection reasons with clients, correct data, and re-lodge when authorised. Repeated rejections may indicate structural issues requiring legal advice beyond consulting scope.
Workshops
Large combined matters may start with a paid scoping workshop credited against later packages when stated in writing.
Typical deliverables
Written scope
Fees, deliverables, and timing.
Phase sign-off
Client confirmation before the next stage.
Handover memo
Ongoing obligations after close-out.
Common questions
Is discovery free?
Initial fit assessment is part of enquiry handling. Paid scoping workshops may apply to complex combined matters and can be credited when stated in writing.
How are changes handled?
Fact changes are logged as scope variations with updated fees and timing where needed.
What happens at handover?
You receive calendars, obligation memos, and file versions dated for ongoing compliance.
What clients say
“Each phase ended with a sign-off sheet. Variations were logged when our shareholder structure changed mid-file.”