Project Proposal & Service Agreement
Project: Notion Operating System for The Valhalla
Prepared for: The Valhalla – Victor Malaza, Owner & Entrepreneur
Prepared by: IV Consulting – Ishan Vats, Founder & CEO
Date: 12 February 2026
Table of Contents
01
Introduction
02
Company Overview
03
Our Approach
04
Our Understanding of Your Challenges
05
Goals and Success Metrics
06
Proposed Solution
07
Scope of Work
08
Timeline and Investment
09
Service Agreement (Key Terms)
10
Statement of Work
11
Client Onboarding & Acceptance
Introduction
Welcome to IV Consulting. We are excited to present this proposal for The Valhalla.
At IV Consulting, we combine creativity, systems thinking, and strategy to deliver operating systems that help your business run smoothly and scale with confidence.
At a Glance
  • Years of operations: 7+
  • Offices worldwide: 2
  • Happy clients: 65+
  • Team: 10+ employees and collaborators
Our Goal for This Engagement
  • Consolidate your disconnected systems into a single, mobile-first Notion workspace that serves as your central command center
  • Eliminate 3-5 hours of manual data extraction and reporting work per month through intelligent automation
  • Create a bird's eye view dashboard that gives you instant visibility across all your entertainment business operations
Company Overview
About Us
IV Consulting is a full-service project management and systems agency established in 2023. With a passion for streamlining processes and setting up robust workflows, we have successfully served clients across diverse industries, helping them achieve their goals.
Mission
Our mission is to empower small businesses by optimising their processes, enhancing their project management capabilities, and ensuring their resilience through strategic planning and robust business continuity measures.
Vision
Our vision is to be the leading consultancy for small businesses, renowned for turning potential into performance. We believe every small business, regardless of size or industry, should have access to top-tier consultancy services that inspire and facilitate sustainable growth.
Our Approach
We follow a clear, four-part approach that we adapt to each client.
Discovery and Strategy
We begin by deeply understanding your current operational setup and inefficiencies.
  • Understand how your teams work today
  • Document goals, constraints, and success metrics
  • Identify bottlenecks and opportunities
  • Design an implementation roadmap
Design and Development
We translate discovery insights into a practical system design.
  • Rework workflows to address your current challenges
  • Ensure the system is intuitive and user-friendly
  • Align structure with how your teams naturally think and work
Systems Setup
We implement the operating system in your chosen tooling (for example Notion) across your organisation.
  • Configure databases, views, and relationships
  • Implement templates for recurring work
  • Set up fields, statuses, and connections
  • Integrate with existing tools where in scope
Training and Monitoring
We help your team adopt the new system and keep it healthy.
  • Guided training sessions and Loom walkthroughs
  • Written SOPs for key workflows
  • Monitoring and light post-launch tuning
Our Understanding of Your Challenges
Based on our discovery call, these are the key challenges currently limiting operational efficiency, time management, and business visibility for The Valhalla:
Disconnected Systems Requiring Excessive Manual Work
You have robust, well-organized systems, but they exist in silos across different platforms and tools. What should be streamlined processes instead require constant manual intervention and context switching.
You're managing files across OneDrive with separate folders for each company and client, using a physical whiteboard for milestone tracking, and juggling various apps for notes and reminders—none of which talk to each other.
Time-Consuming Data Extraction and Artist Reporting
One of your biggest pain points is the manual extraction of streaming data from the AWOL distribution dashboard.
Every month and quarter, you spend 3-5 hours manually copying data, formatting spreadsheets, and creating artist reports. This is pure overhead that takes you away from growing the business and working with your artists.
Lack of Centralized Visibility and Command Center
As a solo owner-operator running two businesses, you need a bird's eye view of everything happening across The Valhalla and Black Belt Marketing.
Currently, critical information is scattered across multiple portals, websites, and tools, making it difficult to get a quick snapshot of what needs your attention, what's coming up, and where things stand.
Mobile-First Requirements Not Met by Previous Tools
You work across your phone, iPad, and laptop throughout the day and need a solution that works seamlessly across all devices.
You previously tried ClickUp but couldn't make it work effectively, in part because it wasn't designed with mobile-first workflows in mind.
Goals and Success Metrics
Short-Term Outcomes for This Project
By the end of this engagement, our target outcomes are:
Centralized Command Center with Bird's Eye View
A single Notion workspace that consolidates all your critical business information, replacing your scattered systems with one mobile-friendly hub you can access from any device.
Eliminate 3-5 Hours of Monthly Manual Work
Automated data ingestion and reporting workflows that pull information from your distribution platforms and generate artist reports without manual copy-paste work.
Instant Operational Visibility
Dashboards that give you immediate answers to: What's happening today? What needs my attention? What's coming up? What's the status of each artist and project?
Longer-Term Vision
This project intentionally creates foundations for:
  • Phase 2 expansion to include defined approval workflows, data validation processes, and cross-business coordination between The Valhalla and Black Belt Marketing
  • Phase 3 optimization to refine and enhance the system as your businesses scale, making this a strategic weapon for growth
  • API integrations with additional platforms and services as your operations expand
How We Will Measure Success
1
Reduction in time spent on manual data extraction and reporting from 3-5 hours per month to under 30 minutes
2
100% of critical business information accessible from a single Notion workspace within 2 clicks
3
Mobile access working seamlessly across phone, iPad, and laptop with no friction
4
Victor can generate a complete operational snapshot in under 60 seconds from the main dashboard
Proposed Solution
We will design and implement a mobile-first Notion operating system for The Valhalla that consolidates your disconnected tools, automates manual reporting, and provides instant visibility across your entertainment business.
A. Core Data Model and Business Structure
We will create a clean, scalable Notion architecture designed around how you actually work.
We will create:
  • Business Hub: Central workspace for The Valhalla with navigation to all key areas
  • Artist Database: Complete profiles for each artist including contacts, contract terms, streaming performance, and project history
  • Release & Project Tracker: Active and upcoming releases, milestones, deliverables, and deadlines
  • Content & Asset Library: Organized storage links to OneDrive folders, artwork, contracts, and key files per artist/project
This structure replaces your scattered folders and tools with a single source of truth.
B. Automated Reporting and Data Integration
We will set up intelligent automation to eliminate your manual data extraction work.
  • Streaming Data Ingestion: Automated workflow to pull data from AWOL distribution dashboard using Notion AI or API integration
  • Artist Report Generation: Template-based quarterly and monthly reports that auto-populate with streaming metrics, reducing 3-5 hours to minutes
  • Dashboard Metrics: Key performance indicators updated automatically (total streams, top performers, release pipeline status)
C. Bird's Eye View Dashboards
We will build executive dashboards optimized for mobile and desktop access.
  • Main Command Center: Calendar view of upcoming milestones, today's priorities, items needing attention, and high-level metrics
  • Artist Performance View: Quick snapshot of each artist's streaming numbers, active projects, and next actions
  • Release Pipeline View: Visual timeline of all releases in progress, upcoming launches, and completed projects
Proposed Solution (continued)
D. Mobile-Optimized Workflows and Templates
We will ensure everything works seamlessly across all your devices.
  • Mobile-friendly database views and forms for quick updates on the go
  • Templates for recurring tasks (new artist onboarding, release checklists, monthly reporting)
  • Quick-add forms for capturing ideas, notes, and action items from your phone
Scope of Work
In Scope
  • Full discovery session to map current workflows and identify optimization opportunities
  • Design and architecture of Notion workspace for The Valhalla entertainment business
  • Setup of Artist, Release, and Content databases with relationships and properties
  • Creation of bird's eye view dashboard with calendar, metrics, and priority views
  • Artist report templates (monthly and quarterly)
  • Mobile-optimized views and navigation structure
  • Loom video walkthroughs covering all key workflows and features
  • Written SOPs for core processes (adding artists, tracking releases, generating reports)
  • Two rounds of refinement based on your feedback during build phase
  • Live handover and training session (up to 2 hours)
Out of Scope
To keep this phase focused and predictable, the following are not included unless explicitly added in a separate SOW or Change Order:
  • Setup or migration of Black Belt Marketing agency business (Phase 1 focuses exclusively on The Valhalla)
  • Deep workflow automation for approvals, contracts, or payment processing (deferred to Phase 2)
  • Custom integrations beyond AWOL distribution data ingestion
  • Ongoing system management or monthly maintenance beyond the initial handover
Timeline and Investment
Investment
USD $1,620
(exclusive of any third-party tool subscriptions and applicable taxes)
Proposed Payment Schedule:
  • 50% (USD $810) upon project kickoff
  • 50% (USD $810) before Phase 4 - final handover, training completion, and project sign-off
Note: Third-party tool costs (Notion subscription, Make.com if needed for automation) are separate.
Timeline and Phases
Estimated duration: 3 weeks from project kickoff.
Timelines assume timely access to tools, API keys, and feedback from The Valhalla.
Service Agreement (Key Terms)
Parties
This Agreement is between:
  • IV Consulting, represented by Ishan Vats, Founder and CEO ("Consultant")
  • The Valhalla, represented by Victor Malaza, Owner & Entrepreneur ("Client")
Effective Date: Upon signature by both parties
Services and Scope
Services are defined in Goals and Success Metrics, Proposed Solution, Scope of Work, and Timeline and Investment.
Activities not explicitly listed as in scope are considered out of scope for this phase.
Client Responsibilities
Client agrees to:
  • Provide timely access to relevant tools, data, and APIs.
  • Assign a primary day-to-day contact (Victor Malaza) and confirm any additional stakeholders.
  • Provide consolidated feedback on deliverables within 3 business days of each milestone delivery.
Fees and Payment
Fees and payment schedule follow Timeline and Investment section above.
Payments are to be made through bank transfer or PayPal upon approval of deliverables.
Reasonable, pre-approved expenses (if any) will be billed at cost.
Intellectual Property
  • Each party retains ownership of its pre-existing intellectual property.
  • Upon full payment, Client receives a perpetual internal-use licence to the systems, templates, and documentation delivered in this project.
  • IV Consulting may reuse generalised patterns, frameworks, and anonymised learnings in other work.
Confidentiality and Data
  • Both parties agree to keep non-public information confidential and to use it only for the purposes of this engagement.
  • IV Consulting may use reputable third-party tools as part of delivery but will not sell or misuse Client data.
Warranties and Liability
  • Services will be performed in a professional and workmanlike manner.
  • Given the nature of software and operations, no specific business outcomes (for example revenue targets) can be guaranteed.
  • Each party's total liability is capped at the total fees paid or payable for this engagement, excluding indirect or consequential damages.
Termination
  • Either party may terminate the engagement with written notice if the other materially breaches and does not cure within a reasonable period.
  • On termination, Client will pay for work completed and approved expenses to date.
Governing Law and Venue
  • Governing law: Indian law
  • Venue: Courts of New Delhi, India
Statement of Work
This Statement of Work ("SOW") formally outlines the services, deliverables, timeline, and investment for the Notion Operating System for The Valhalla project between IV Consulting ("Consultant") and The Valhalla ("Client"). This SOW hereby incorporates by reference the terms and conditions set forth in the preceding Project Proposal, specifically the "Goals and Success Metrics", "Proposed Solution", "Scope of Work", and "Timeline and Investment" sections.
This SOW is effective as of the date of signature by both parties, and confirms the mutual understanding and agreement between both parties regarding the execution of this project.
Scope of Services
IV Consulting will undertake the design and implementation of a mobile-first Notion operating system for The Valhalla entertainment business, consolidating disconnected tools and automating manual reporting workflows. This encompasses the core phases detailed in the proposal:
  • Phase 1: Discovery and Architecture Design
  • Phase 2: System Build and Configuration
  • Phase 3: Automation and Integration Setup
  • Phase 4: Training, Documentation, and Handover
The services are specifically limited to the activities and deliverables described herein and in the referenced sections of the Project Proposal. Any work falling outside this defined scope will be considered a Change Request and may necessitate a separate agreement or addendum.
Key Deliverables
Upon successful completion of the project and full payment, The Valhalla will receive the following:
  • Fully configured Notion workspace with Artist, Release, and Content databases
  • Bird's eye view dashboard with calendar, metrics, and priority views optimized for mobile and desktop
  • Artist report templates (monthly and quarterly).
  • Loom video walkthroughs covering all key workflows and system features
  • Written Standard Operating Procedures for core processes
  • Two hours of live training and handover session
Project Timeline
The estimated duration for the completion of all phases is approximately 3 weeks from the official project kickoff date. This timeline is contingent upon:
  • Timely provision of access to all necessary tools, APIs, and data sources by The Valhalla.
  • Prompt and consolidated feedback from The Valhalla on deliverables at each milestone.
  • Availability of Victor Malaza for discovery sessions and training.
Any delays in these areas may impact the overall project timeline.
Fees and Payment
The total investment for the services rendered under this SOW is USD $1,620, exclusive of any third-party tool subscriptions and applicable taxes. Payments will adhere to the following schedule:
  • 50% (USD $810) upon project kickoff
  • 50% (USD $810) before Phase 4 - final handover, training completion, and project sign-off
Payments will be processed via bank transfer.
Client Responsibilities
The Valhalla agrees to fulfill the following responsibilities to ensure the successful and timely execution of this project:
  • Provide timely access to all relevant tools, data, API keys, and system credentials as required for project activities.
  • Designate a primary day-to-day contact person (Victor Malaza) who will be responsible for communication, decision-making, and feedback consolidation.
  • Ensure the availability of additional stakeholders for interviews and feedback sessions as needed.
  • Provide consolidated feedback on all submitted deliverables within 3 business days of receipt.
  • Bear the costs associated with any necessary third-party tool subscriptions.
Client Onboarding & Acceptance
This section details the structured onboarding process designed to ensure a smooth transition from proposal acceptance to active project execution. It also outlines the formal acceptance mechanism for this Project Proposal & Service Agreement, solidifying our mutual commitment to the success of your project.
1
Initial Consultation
A deep-dive session to confirm your precise goals, use cases, and any critical constraints, involving all key stakeholders to ensure comprehensive understanding and alignment.
2
Agreement & Deposit
Formalisation of our partnership with the signing of this document and the payment of the initial invoice, signifying the official commencement of our engagement.
3
Project Kickoff
A dedicated meeting to align on all necessary access requirements, introduce key personnel, and establish clear milestones, laying the groundwork for seamless project delivery.
4
Build & Review
An iterative development process featuring regular demonstrations and structured feedback rounds, ensuring your vision is accurately translated into the system.
5
Training & Handover
Provision of live and recorded training sessions, alongside Loom video walkthroughs and Standard Operating Procedures (SOPs), to facilitate seamless team adoption and operational integration.
6
Post-Launch Support
An agreed-upon window of light support following the launch to address any immediate queries or adjustments, guaranteeing successful implementation and ongoing functionality.
Acceptance of Agreement
By signing below, both parties formally acknowledge and agree to all terms and conditions set forth in this Project Proposal & Service Agreement, including all referenced sections within the Statement of Work.
For The Valhalla
Name: Victor Malaza
Title: Owner & Entrepreneur
Signature: ___________________________
Date: ___________________________
For IV Consulting
Name: Ishan Vats
Title: Founder & CEO
Signature: ___________________________
Date: ___________________________