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How setup and monthly support work for a custom RangePilot system

By RangePilot • Published 9 June 2026 • Updated 10 June 2026

Learn how RangePilot setup and monthly support work, what is usually included, what is usually separate, and why there are no per-lead fees or sales commissions.

Why this matters

A custom RangePilot system is not a basic contact form. It is built around the way your business wants to handle enquiries, quote requests, price guidance, follow-up and admin.

Because of that, it is important to be clear about two things:

1. What the setup covers
2. What the monthly support covers

The setup fee covers the agreed build. The monthly support fee keeps the approved system running and allows for small ongoing refinements. Larger changes, new features, new workflows or major rebuilds are scoped separately before work begins.

This keeps the process clear and fair for both sides.

The setup fee covers the agreed build

The setup stage is the main build stage. This is where the agreed RangePilot system is planned, configured, tested and prepared for launch.

Depending on the agreed scope, setup may include things like:

1. Understanding your business and enquiry process
2. Mapping the main service paths
3. Setting up the client questions
4. Setting up price range rules where appropriate
5. Setting up review required pathways where needed
6. Creating the client result or next step screen
7. Creating lead summary information for admin
8. Setting up notification emails
9. Testing the flow
10. Making agreed refinements before launch

The exact inclusions depend on the project. A simple guided quote flow is different from a larger system with more service paths, more admin features or more advanced review steps. That is why the final quote confirms what is included before the build starts.

The monthly support fee keeps the system supported

The monthly support fee is for the approved system after launch. It is there to keep the system running, supported and lightly improved over time.

Monthly support may include:

1. Hosting or app management
2. Basic monitoring
3. Bug fixes for the approved system
4. Email delivery checks
5. Small wording changes
6. Small price range updates
7. Minor question changes
8. Minor result page changes
9. Basic support
10. General upkeep of the approved system

The monthly fee does not mean unlimited new development. It is there to support the system that was agreed and built.

We do not charge per lead

RangePilot is not a lead marketplace. We do not charge you each time a lead comes through. We do not charge per quote request. We do not charge per enquiry.

You are paying for the system and support, not for every person who contacts your business.

This means the system can help you capture and qualify your own enquiries without a per-lead cost being added on top.

We do not take commission on your sales

RangePilot does not take a commission on the work you win. If your system helps you win a job, project, booking or client, the value of that work belongs to your business.

We do not take a percentage of the sale. We do not own the client relationship. We do not act as a middleman between you and your customer.

Your leads stay yours. Your clients stay yours. Your revenue stays yours.

Why this is different from some lead models

Some businesses pay for leads, bookings, advertising management or sales commission arrangements. Those models can work in some situations, but RangePilot is different.

RangePilot is designed to help your own website and enquiry process work better. The goal is to help you:

1. Ask better questions
2. Set clearer expectations
3. Qualify enquiries earlier
4. Reduce wasted follow-up
5. Give clients a better next step
6. Keep better records of enquiries
7. Improve the process your business already owns

What counts as a small update?

A small update is a minor change to the system that already exists.

Examples may include:

1. Updating a sentence in an email
2. Changing a small piece of client-facing wording
3. Adjusting one price range
4. Updating one question
5. Adding or changing a small answer option
6. Updating a notification recipient
7. Tweaking a result page message
8. Correcting a small admin label
9. Checking why an email did not send
10. Fixing something that is not working as intended

Small updates are normally part of keeping the approved system useful. They do not change the main structure of the system.

What counts as a larger change?

A larger change is when the business wants new functionality, a new workflow, a major pricing rebuild or a significant change to how the system works.

Examples may include:

1. Adding a new funnel
2. Adding a new business division
3. Rebuilding the pricing structure
4. Adding a new dashboard section
5. Adding payment collection
6. Adding a third party integration
7. Adding a new CRM style workflow
8. Adding advanced reporting
9. Adding AI review features
10. Reworking the design
11. Creating a new client portal
12. Changing the system around a new business model

These things may be very worthwhile. They just need to be scoped separately because they are new build work.

What is usually separate?

Some items are usually separate unless they are included in the agreed quote. These may include:

1. Full website rebuilds
2. Complex CRM modules
3. Multiple separate funnels
4. Advanced AI features
5. Payment integrations
6. Third party software integrations
7. Large design changes
8. New dashboards
9. Large email sequence builds
10. Ongoing ad management or marketing work
11. Full website copywriting
12. Legal, medical, financial or compliance review
13. Manual processing of your leads
14. High volume AI usage
15. Third party subscription fees

This does not mean these things cannot be added. It means they should be discussed, scoped and priced properly before work begins.

Third party costs are separate

Some systems may need third party services. For example:

1. Domain names
2. Email sending services
3. CRM subscriptions
4. Payment providers
5. AI usage
6. Hosting upgrades
7. Automation tools
8. External software licences

Where third party tools are needed, those costs are usually separate from the RangePilot setup and monthly support fee. The exact tools and costs depend on the agreed setup.

How hosting usually works

RangePilot systems are normally hosted and managed by RangePilot.

Your RangePilot flow can still be linked from your website, connected to a button, or used with a branded subdomain such as quote.yourbusiness.co.nz, depending on the agreed setup.

Even when a branded client subdomain is used, the system is still hosted and managed by RangePilot as part of the monthly support arrangement. This keeps hosting, updates, email sending, monitoring and support in one place.

RangePilot is a proprietary hosted system. The setup fee covers the agreed build and launch of your RangePilot system. It does not include source code transfer, client-owned hosting, independent hosting, or a separate copy of the software.

What happens if monthly support is cancelled?

RangePilot systems usually include a minimum three month support period after launch.

This initial period helps cover launch support, monitoring, bug fixes, small refinements, email checks and general upkeep while the system is being used with real enquiries.

After the initial support period, monthly support can usually continue month to month with notice.

If monthly support is cancelled, the hosted RangePilot system, support, monitoring, email sending and ongoing updates may be suspended at the end of the paid period.

The client owns their lead data and enquiry information. Lead data can be exported on request.

The setup fee covers the agreed build and launch of the system. It does not include lifetime hosting, unlimited support, ongoing updates, source code transfer, or continued access after monthly support has ended.

If support is restarted later, a reactivation or update fee may apply, depending on how long the system has been inactive and whether checks or updates are needed before it can safely run again.

Client responsibilities

A good system needs clear input from the business. You usually need to provide or confirm:

1. Service information
2. Pricing guidance
3. Business rules
4. What makes a good or poor fit lead
5. Approved wording where accuracy matters
6. Feedback during testing
7. Access to required tools where needed
8. Compliance review where relevant

RangePilot can help shape the process, but the business still needs to confirm the information that reflects how it actually operates.

Why monthly support has boundaries

Monthly support works best when the boundaries are clear. It should give the business confidence that the system is supported after launch, and allow small improvements and fixes. It should not become unlimited development with no scope.

Clear boundaries help avoid confusion later. They also make it easier to improve the system properly when the business has a bigger new idea.

Small changes can be handled as support. Bigger changes can be scoped clearly.

What happens when your needs grow?

A RangePilot system can grow over time. A business might start with a guided quote flow. Later, it may decide to add more service paths, more admin features, more automation, more reporting or more advanced review steps. That is normal.

The best approach is usually to build the first version around the most important problem, then expand once the business can see what is working. This keeps the first build focused and avoids paying for features before they are actually needed.

Final thought

A custom RangePilot system works best when the setup and support are clear from the start.

The setup fee covers the agreed build. The monthly support fee keeps the hosted RangePilot system running and supported. Larger changes, new features, integrations or advanced workflows are scoped separately.

RangePilot does not charge per lead. RangePilot does not take commission on your sales. You keep the leads, the client relationship and the value of the work you win.

If monthly support is cancelled after the minimum support period, lead data can be exported, but the hosted system, support, email sending and updates may stop at the end of the paid period.