WHAT WORKING WITH US ACTUALLY LOOKS LIKE

This page is the playbook. Step by step, it shows who does what, how decisions are made, and what you can expect from us on a custom home or secondary suite project – before you sign anything.

Clear roadmap from first call to handover
Defined responsibilities for you, us, and trades
Simple rules for money, changes, and surprises

Request a Site Visit

Send Us Your Plans or Ideas

BEFORE WE SAY “YES” TO YOUR PROJECT

We don’t take every project. The first step is to check whether we’re the right tool for the job and whether your expectations match what we can honestly deliver.

Quick phone or video call to understand your goals, property, and timelines.

High-level sense check: is a premium custom home or legal suite realistic on this property and budget range?

If it looks promising, we book an on-site visit.

After the visit, you receive a short summary: what we see, where the main risks are, and what the next steps would look like.

Only after this do we talk about detailed scope, fees, and contracts. No pressure, no vague promises “we’ll figure it out later”.

WHO DOES WHAT ON YOUR PROJECT

Projects fall apart when nobody knows who is actually responsible. Here is how we draw the lines.

Owner (YOU)

Sets goals, budget range, and priorities.
Chooses between options we present (scope, finish level, timing).
Signs contracts with us and, where applicable, with key trades or GC.
Makes payments according to agreed milestones.

Sophisticated Solutions Inc.

Turns your goals into a workable plan and scope.
Coordinates design, engineering, permits, and compliance.
Builds and maintains the project schedule.
Manages communication between you, trades, and the City.
Tracks risks, issues, and decisions so nothing disappears.

Trades / Contractors

Perform the physical work according to drawings, scope, and code.
Provide quotes and timelines that we coordinate into the master plan.
Fix defects in their scope as per contract and code.

On custom homes we often act as your main builder. On many secondary suites we act as your legalization and project management partner, coordinating independent trades. The way we manage information and risk stays the same.

THE ROADMAP: FROM “IDEA” TO “HERE ARE THE KEYS”

Every project is different, but almost all follow the same six phases. The details change for custom homes vs. secondary suites; the structure doesn’t.

Phase 1 – Understand

Site visit, photos, and measurements.
Conversation about how you want to live or rent, not just “how big” or “how many bedrooms”.
Basic check of zoning, bylaws, and constraints.

Phase 2 – Map the Risks and Options

We identify code issues, technical challenges, and cost drivers.
You see written notes, not just verbal comments.
Together we decide what’s in scope and what isn’t.

Phase 3 – Design, Engineering, and Budget Framework

For custom homes: coordinate designer, structural engineer, and mechanical.
For suites: align floor plan, fire separation, egress, services, and access.
Build a budget framework tied to real choices and assumptions.

Phase 4 – Permits and Pre-Construction

Prepare and submit permit applications.
Answer City comments, adjust if needed.
Plan the sequence of work and inspections before the site gets busy.

Phase 5 – Build and Inspect

Coordinate trades or act as builder, depending on the contract.
Track progress vs. schedule and budget.
Guide the project through inspections and resolve issues.

Phase 6 – Handover and Aftercare

Walkthrough, deficiency list, and close-out actions.
Provide key documents (permits, inspection records, basic as-built info).
Stay available for a defined period after completion to answer practical questions.

HOW WE KEEP YOU OUT OF THE DARK

You shouldn’t have to chase us for updates. Communication is structured, not random.

What you can expect

One main contact person for your project.
Regular update rhythm (for example, weekly on active projects):
- what was done last period;
- what’s planned next;
- decisions needed from you;
- any risks or issues on the horizon.
Clear meeting points: design review, pre-permit check, pre-construction meeting, key on-site walkthroughs.

How we communicate

Email summaries for record and clarity.
Phone or video when decisions are complex or time-sensitive.
Shared documents (budget snapshot, schedule, open issues) so everyone sees the same information.

If something important changes between updates, we don’t wait a week to tell you. You hear about it when it matters.

HOW WE HANDLE MONEY AND CHANGES

We can’t eliminate every surprise, but we can eliminate “I had no idea this was coming”.

Budget Framework

Early in the project we build a budget framework that separates:
- structural and code-driven costs,
- level-of-finish choices,
- optional upgrades.
You see where the big levers are before committing.

Quotes and Trade Costs

For secondary suites: trade quotes are visible to you; our fee covers planning and project management, not secret markups.
For custom homes where we are the builder: we explain how our margin works and which costs are pass-through from suppliers and trades.

Changes and Variations

Any change in scope, code requirement, or site condition is written down.
You see:
- the reason it changed,
- your options,
- cost and time impact of each option.
No change proceeds without your approval.

Payments

Payments are tied to clear milestones (for example: design complete, permits issued, major phases of construction).
You know in advance when each payment is expected and what needs to be complete at that stage.

HOW WE DEAL WITH SURPRISES

Construction and legalization always involve unknowns. The difference is in how they’re handled.

If the inspector asks for more than expected

We review the request against code and your project goals.
We explain the requirement in plain language and outline options.
You decide whether to comply fully, negotiate, or adjust the scope, with eyes open on cost and schedule.

If site conditions are worse than assumed

We stop, document the issue (photos, notes), and show you the impact.
We update budget and schedule scenarios, then move only after your decision.

If a trade falls behind or underperforms

We escalate, adjust the schedule, and, if necessary, replace or redistribute work.
You are informed about the impact and the solution, not just the problem.

If you change your mind mid-project

We treat it as a change, not a disaster.
You see cost/time impact, and we adjust scope and plan accordingly.

DOCUMENTS AND TOOLS YOU’LL SEE FROM US

Beyond calls and site visits, there are tangible things you’ll receive and keep.

Initial site visit summary (notes on constraints, risks, and opportunities).

Legalization Plan (for suites) or Project Brief (for custom homes) – a concise document that defines scope and priorities.

Budget overview with main cost drivers highlighted.

High-level schedule or milestone plan.

Inspection and compliance checklist (especially for secondary suites).

Deficiency list and completion log at the end of the project.

WHAT TO PREPARE BEFORE WE VISIT

You don’t need everything perfect, but a few items make the first meeting far more productive.

Property address and, if you have it, a recent Real Property Report.

Any existing drawings, sketches, or old permits.

Photos or videos of the current space (especially for basement and secondary suites).

Notes on what already bothers you in the house or suite (noise, light, storage, layout).

A rough budget range and what’s more important to you: speed, finish level, or scope.

Any letters or comments you’ve already received from the City or inspectors.

WHEN WE’RE PROBABLY NOT THE RIGHT TEAM

Saying “no” early is better than pretending the fit is good.

You’re looking for the absolute lowest price and are willing to trade away planning and coordination.

You want to manage all trades yourself and only need someone to “stamp drawings” or “push permits through quickly”.

You expect a fixed final price before any site visit, design work, or investigation.

The project is so small that the overhead of proper planning would cost more than the actual work.

If any of this sounds like your situation, we’re happy to point you toward a simpler path, even if we’re not involved.

QUESTIONS ABOUT HOW WE WORK

Ask How This Would Work on Your Project

WANT TO SEE THIS PROCESS APPLIED TO YOUR PROJECT?

One site visit and a structured follow-up is usually enough to understand if we’re the right fit and what your next steps should be.