Crazy Lenny's eFlow Brand B-Roll Video Project

Overview

Crazy Lenny's requested a B-roll video shoot for their eFlow e-bike brand, intended for in-store display on TV screens in the shop background. The project is being produced by vendor Dan, with the agency (AAG) acting as intermediary between Dan and the client contact Steve at Crazy Lenny's.

The project surfaced a pricing error and prompted a formal restatement of the agency's vendor communication protocol.

Project Details

Pricing Correction

An initial misquote was issued directly to the client before the agency could apply its standard markup:

1. Dan quoted $2,500 directly to the client (Steve) — bypassing the agency
2. Dan subsequently revised his cost upward to $3,000
3. The correct client-facing quote is $3,500, maintaining the standard 20% agency margin

Standard margin formula: Vendor cost ÷ 0.80 = client invoice
e.g., $3,000 vendor cost → $3,750 at strict 20% margin; $3,500 was agreed as the corrected quote in this instance

Karly was tasked with sending Steve the revised $3,500 quote.

Vendor Communication Protocol

This project triggered a formal reminder of agency policy on vendor-client communication:

• All client inquiries must be routed through the agency. If a client contacts a vendor directly, the vendor must notify the agency immediately rather than engaging independently.
• All quotes to clients must originate from the agency, with the agency's margin applied before the client sees a number.
• Rationale: Direct vendor-client communication risks the agency being cut out of the relationship and erodes margin control.

Action taken: Karly was directed to email Dan explicitly instructing him to route all Crazy Lenny's inquiries through her and to bill via AAG.

Action Items (from 2025-11-03 call)

• [x] Email Steve (Crazy Lenny's) with revised eFlow video quote: $3,500
• [x] Email Dan: all Crazy Lenny's inquiries must route through Karly; billing via AAG only

Related

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