How to Hire a Kajabi Expert (Without Getting Burned)
Apr 30, 2026
Years ago, when Jules and I first moved over to Kajabi, we hired someone to help us get set up.
Let's call her Karen. Because that was her name.
Karen came across well. She had the right confidence, the right "I've done this loads of times". So we paid her a big old chunk of change and waited for the magic to happen.
She started the project. Then she legged it.
Jules eventually tracked her down, and the reply came back in capitals: NO REFUNDS, JULES.
You couldn't make it up.
I could tell you this story and make Karen the villain. To be fair, she's not winning any popularity contests. But the more honest version is that I was the mug who handed over the money without asking the one question that would have told me everything I needed to know.
I didn't ask it because at the time, I didn't know to ask it.
And that's the bit that costs people money. Not the rogue freelancers. The not knowing.
This blog is the version of the conversation I wish someone had sat me down for before I hired Karen. If you're about to hire a Kajabi expert, or you've been burned by one and want to do it properly this time, this is for you.
The Real Problem with Hiring a Kajabi Expert
The Kajabi space has a problem.
There are a lot of people positioning themselves as experts who, frankly, aren't. They've watched a few tutorials, built a couple of sites, and decided that's enough to charge premium fees for a platform that runs other people's businesses.
Some of them are well-meaning but inexperienced. Some of them are chancers. The result for the client is the same. A build that doesn't work, a launch that doesn't happen, and a budget that's evaporated.
I see it every week. Most of the recovery work that comes through my door is exactly this. A coach who hired someone who looked credible on the surface, paid them, and ended up with a half-built mess that needs untangling before it can do its job.
It's a red ocean of lies masquerading as expertise.
The frustrating part is that spotting the difference isn't actually that hard. You just need to know what to look for.
The Million-Dollar Question
Here it is.
Maybe not a million dollars, but enough to make your eyes water if you skip it.
"Do you work to a scope document?"
That's it. One question. The answer tells you almost everything you need to know about who you're about to hire.
If they say yes and can talk you through it, you're probably in safe hands. If they look blank, change the subject, or tell you "we'll work it out as we go," you've got your answer.
A scope document isn't paperwork. It's the foundation of the entire project. It forces the conversation that nobody wants to have at the start, but everyone needs to have. It's the difference between a build that launches on time and a build that ends up in the recovery pile.
A pro will walk you through what scoping looks like before you've signed anything. Not because they enjoy paperwork. Because they've been on the other side of a project that went sideways and they don't want to be there again.
An amateur won't, because they don't know what they don't know.
What a Kajabi Scope Document Actually Contains
If someone tells you they work to a scope, the next thing to listen for is whether they can explain what that means in practice.
A proper Kajabi scope document covers six things at a minimum.
What's being built. In plain language a non-technical person can understand. Not "a sales funnel," but "a three-page funnel with a lead magnet opt-in, a sales page for your signature programme, and a thank you page with an order bump for your community access."
What's included in the build. Specific deliverables. Number of pages. Number of email sequences. Number of automations. Whether it includes course content upload or just the structure. Whether membership setup includes Community or just the product.
What's explicitly not included. This is the bit nearly everyone misses, and the bit that causes the most arguments. Copywriting? Probably not. Brand assets? Probably not. Stripe and payment gateway setup? Maybe, maybe not. Content migration from your old platform? Almost certainly not unless it's been costed in.
Who's responsible for what. Your job versus their job. When does the client need to provide content, copy, brand assets, login credentials? What's the deadline for each? What happens if those deadlines slip?
What "complete" looks like. Measurable, sign-off criteria. Not "when it's done," but "when X, Y and Z are live and tested, and the client has signed off on the launch checklist."
What happens when scope changes. Because it always does. How are change requests handled? What's the rate? How is the timeline affected? Agreed up front, in writing, before anyone has paid anyone.
If your prospective hire can talk through all six of those without notes, you're talking to someone who's done this before.
If they can't, you're not.
The Bit Nobody Talks About
Here's the nuance that gets missed in most advice on this.
You can't expect a service provider to hand you a fully built scope document for free. That's hours of work, and it's the actual thinking that makes the project succeed.
If someone offers it for free, you should be just as suspicious as if they don't offer one at all. They're either cutting corners or cobbling one together out of desperation to win the work.
What you should expect is a strategy session first. Paid, structured, focused on producing the scope.
That's how we run every project at Great Circle. Strategy first. Always.
Before a single product gets built, we sit down for a paid strategy session and work out where you are, where you're going, and exactly what needs to be in place to get you there. The scope document is built from that conversation. It becomes the working agreement for the rest of the project.
The strategy session pays for itself before the build even starts, because it surfaces the things that would otherwise become expensive problems three months in. Things like discovering halfway through that the offer structure doesn't match what Kajabi can actually do without a workaround. Or that the client's email list isn't where they thought it was. Or that the product they want to launch needs three pieces in place that nobody's built yet.
A two-hour conversation up front saves weeks of pain later.
Red Flags and Green Flags When Interviewing a Kajabi Expert
So you're about to hire someone. You've sent a few enquiries. You're on a discovery call. What are you actually listening for?
Here are the signals that tell you who's experienced and who isn't.
Green flags:
- They ask about your business before they talk about Kajabi. Strategy first.
- They mention scope or scoping unprompted, in the first conversation.
- They can give you specific examples of past builds, with outcomes and not just "I built a course site."
- They push back on at least one thing you've said. Real experts disagree when it matters.
- They suggest a paid strategy session before any build commitment.
- They have testimonials with specific results, not just "great to work with."
Red flags:
- They quote you a price on the first call without asking detailed questions about your business.
- They don't have, or won't share, examples of past work.
- They use phrases like "we'll work it out as we go" or "we can be flexible."
- They focus on Kajabi features rather than business outcomes.
- They offer a free build proposal with detailed scope. That's hours of unpaid thinking, and nobody serious gives that away.
- They can't answer questions about migrations, integrations, or edge cases without saying they'll "look into it."
That last one is worth its own paragraph. Kajabi has limits. Every platform does. An experienced expert knows what those limits are and what to do about them. An inexperienced one will say yes to everything, then quietly ignore the things they can't actually deliver.
If someone says yes to literally every question you ask, that's the biggest red flag of all.
Hire the Strategy, Not the Hands
If I could go back before I handed Karen the money, this is what I'd say to past me.
Hire the strategy, not the hands.
The person who can think through your business with you is worth ten times more than the person who can just click around in Kajabi. The clicking is the easy bit. The thinking is what you're paying for.
Anyone can learn the platform. Almost no one can think strategically about your business and translate that into a build that actually serves your goals. That's the rare skill, and that's what you're hiring.
So next time you're about to hire someone, ask the question. Listen to the answer. And if they can't talk to you about scope, walk away.
You'll save yourself a shed-load of money, and you'll end up with a Kajabi build that does what it's supposed to do.
Which is the whole point.
Once you've found the right person, there's a separate set of working practices that protect both sides during the project.
Things like staged payments, account ownership, and shared documents. I've covered those in this earlier piece: 6 Ways to Avoid Being Burned by a Rogue Consultant →
Kajabi done right.
If you're considering a Kajabi build, or your existing one has gone sideways, get in touch. I run paid strategy sessions and full done-for-you builds, all starting with the scope conversation that should have been there from day one.
FAQ
What should be in a Kajabi scope document?
A Kajabi scope document should cover six things: what's being built in plain language, what's included as specific deliverables, what's explicitly not included, who's responsible for what on both sides, what "complete" looks like with measurable sign-off criteria, and how scope changes will be handled and priced.
Do I need a strategy session before a Kajabi build?
Yes, if you want the build to actually serve your business. A paid strategy session produces the scope document and surfaces the offer, audience, and technical decisions that affect the build. Skipping it almost always costs more later in rework, missed launches, and assumptions that should have been conversations.
How much does it cost to hire a Kajabi expert?
Costs vary widely. A proper done-for-you Kajabi build typically starts around £3,000 to £5,000 for a focused project, and rises with complexity. Quotes far below that range usually mean either inexperience or a scope that hasn't been properly defined. The price you pay should be tied directly to the outcome the build delivers.
How do I know if a Kajabi expert is legitimate?
Ask if they work to a scope document. If they can talk you through what's in it, that's a strong signal of experience. Other green flags include strategy-first conversations, specific examples of past builds with outcomes, and suggesting a paid scoping session before any build commitment. Be wary of anyone who quotes immediately, says yes to everything, or offers free detailed proposals.
