Working with virtualHi: what procurement needs to know
Universities, social service organisations, schools and professional firms buy from us through quotations, tenders and funded projects. This page sets out the facts those processes usually ask for, so your vendor file can be completed without a round of emails.
At a glance
- Company
- virtualHi, a Hong Kong-registered company founded in 2020
- Studio
- 2203 Easey Commercial Building, Wanchai, Hong Kong
- What we sell
- Scoped, fixed-fee software builds with handover, not staff placement or body-shopping
- Lines of work
- AI workflow automation (n8n, Dify, custom code), AI agents and MCP servers, WhatsApp assistants, web apps, company websites
- Languages
- English and Cantonese, spoken and written; Traditional Chinese documentation on request
- Delivery
- Remote by default; on-site in Hong Kong for workshops, handover and go-live
- Payment terms
- Net 30 on institutional purchase orders; deposit and balance for smaller quoted projects
- Who does the work
- The person who scopes the project builds it. No subcontracting without your written agreement
How we deliver
The answers behind the compliance table, in the order procurement and IT usually ask them.
Deployment options
On your cloud account, on a server on your premises with data staying in Hong Kong, or hosted by us. Open-source platforms (n8n, Dify) run self-hosted on Docker or Kubernetes; models can be hosted APIs or locally run.
Security and personal data
Scoped credentials, approval steps before anything writes to a system, budget caps on model usage and audit logs are part of every build. We document the data flow for your PDPO assessment, minimise what reaches any model, and sign your confidentiality and data-processing terms.
Intellectual property and source code
Project deliverables, including source code and documentation, are assigned to you on payment. Pre-existing tools and libraries we bring stay ours and are licensed to you for the project without restriction on your use.
Warranty and support
Defects in delivered work are fixed at no charge for an agreed warranty period stated in the quotation. After that, support is optional: ad-hoc changes or a monthly care plan quoted alongside the project.
Documentation and handover
Every project ends with a runbook, deployment notes and a walkthrough for the people who will run it. Handover is designed so another competent developer could continue without us.
Acceptance
Acceptance criteria are written into the scope before the build starts, and the project is signed off against them. Where your process requires a joint acceptance test or a certificate, we follow it.
Standard terms we work under
We have read the usual institutional paperwork and can work within it without redlines in most cases.
- University general conditions of contract for the supply of goods and services, including assignment of project IP, warranty periods, liquidated damages for delay and confidentiality undertakings
- NGO Lump Sum Grant procurement rules: itemised quotations in the required format, multiple-quotation exercises, and the technical descriptions needed for SWD Dedicated Fund applications
- Government and statutory-body quotation formats, including declarations on conflict of interest, anti-collusion and national security where required
- Funding-scheme paperwork for the Technology Voucher Programme and similar schemes: project description, itemised quotation and deliverables in the required structure
What a quotation from us contains
Enough for an evaluation panel to assess the offer without asking for clarification.
- Itemised scope with deliverables and acceptance criteria
- Timeline with milestones and what we need from you at each
- Fixed price, payment schedule and what is excluded (for example model usage billed at cost)
- Deployment description and data-flow summary
- Warranty period and support options with prices
- Company particulars, business registration details and bank information on the quotation itself
Capability statement
A one-page PDF with company particulars, business registration details, team, lines of work, representative projects and references is available on request for tender and vendor-registration files.
Procurement questions
Short answers to what vendor-registration and evaluation forms usually ask.
Can our institution issue a purchase order to you and pay on invoice?+
Yes. We are a Hong Kong-registered company, invoice in Hong Kong dollars (or US dollars for overseas clients) and accept net 30 on institutional purchase orders. Business registration details and bank information appear on every quotation and invoice.
Do you accept our standard terms and conditions?+
In most cases, yes, including university general conditions and NGO procurement rules. We will say clearly and early if a clause needs adjusting, usually only to carve out pre-existing tools we bring to the project.
Who actually does the work, and do you subcontract?+
The person who scopes your project is the person who builds it and answers afterwards. We do not subcontract delivery without your written agreement, and we do not place staff on your premises as a service.
What warranty do you give on delivered software?+
A defects-liability period stated in the quotation, during which anything not working to the agreed scope is fixed at no charge. Longer periods requested by your standard terms are accommodated and priced transparently.
How do you handle confidentiality and NDAs?+
We sign your non-disclosure and data-processing agreements before receiving material, keep project data in the systems and region you specify, and return or delete it at the end of the project as your policy requires.
Can you help with a funding application, such as the SWD Dedicated Fund or TVP?+
Yes. We prepare the technical description, itemised quotation and deliverables schedule in the format the scheme requires, and adjust them after the assessor feedback. You remain the applicant; we supply the vendor side of the paperwork.