Payment & Billing Policy

1. Pricing and written authorization

Website price ranges are planning references for common United States engagements and are not automatic offers or fixed quotes. A binding price, rate, user count, billing interval, currency, and payment schedule will appear in an accepted proposal, service order, statement of work, or written change authorization.

A price may be fixed for a defined deliverable, based on time and materials, calculated per user, billed as a recurring service, or structured around project milestones. If the environment, assumptions, or requested outcome materially changes, the parties may revise the scope and price before additional work proceeds.

2. Deposits and project milestones

Project work may require a non-refundable scheduling deposit or initial installment before resources are reserved. The accepted proposal will state the amount and whether it is credited against project fees. Further installments may be due at defined milestones such as discovery completion, blueprint approval, deployment start, delivery, launch, or handoff.

A deposit compensates for scheduling, discovery preparation, capacity allocation, and initial work. It is not a guarantee that every requested result is technically possible. If a project cannot reasonably proceed because of a limitation identified during discovery, the parties will address completed work, unused prepaid amounts, and transition materials under the applicable agreement.

3. Recurring managed services

Managed IT Support is generally priced per covered user per month within the range displayed on the Services section, subject to a written minimum, included service scope, environment requirements, and support boundaries. Recurring fees may be billed in advance for the upcoming service period. Added users, locations, devices, or supported systems may be prorated or reflected in the next invoice.

Recurring charges continue for the agreed term until properly canceled. A client remains responsible for third-party subscriptions and licenses that cannot be canceled immediately, even if our management service ends. Usage-based cloud, telecommunications, software, and vendor charges may fluctuate independently of our fees.

4. Invoices and due dates

Invoices identify the billing contact, service period or milestone, amount, currency, applicable taxes, payment instructions, and due date. Unless a signed document states otherwise, invoices are due upon receipt and should be paid no later than fifteen calendar days from issue. Payment is considered received when cleared and available through the designated payment channel.

The client must keep billing information current and ensure that internal purchase orders, vendor onboarding, or approval processes are completed before the due date. Internal administrative delay does not automatically extend a contractual due date.

5. Payment methods and security

Available payment methods are identified on the invoice or through the selected payment provider. Full payment card details, banking credentials, passwords, and authentication codes must not be submitted through the website contact form or ordinary email. Third-party payment providers process payment information under their own terms and privacy notices.

The client is responsible for verifying payment instructions through a known business contact before sending funds, particularly after any unexpected request to change banking information. We are not responsible for funds sent to an unauthorized destination because the client ignored a reasonable verification procedure or used altered instructions not issued through an approved channel.

6. Taxes, currency, and expenses

Unless expressly stated, quoted fees exclude sales, use, excise, value-added, withholding, or similar taxes. The client is responsible for taxes imposed on the purchase, except taxes based on our net income. If withholding is legally required, the client should provide documentation and cooperate in applying available exemptions or credits.

Invoices are normally stated in United States dollars. The client bears bank, card, wire, currency-conversion, and intermediary fees so that the invoiced net amount is received. Pre-approved travel, shipping, equipment, licensing, cloud usage, domain, and specialist expenses are billed separately unless specifically included.

7. Time-and-materials and overages

For hourly or time-and-materials work, records may be rounded in reasonable increments stated in the service order. An estimate is a good-faith forecast, not a maximum, unless the document clearly states a cap. We will seek authorization before knowingly exceeding an approved cap, except when immediate action is reasonably necessary to protect systems and the authorized emergency contact cannot be reached.

After-hours, expedited, emergency, or out-of-scope work may use a different rate when disclosed before performance or authorized under an emergency support arrangement.

8. Billing disputes

A billing question should be sent to the billing address below within ten calendar days after invoice delivery and should identify the invoice, disputed line, amount, and factual reason. The parties will review a timely good-faith dispute promptly. The client must pay all undisputed amounts by the original due date.

Failure to dispute an invoice promptly does not remove rights that cannot lawfully be waived, but it may limit our ability to investigate time records, vendor charges, or project facts efficiently. A chargeback should not be used as a substitute for the contractual dispute process where the service was authorized and delivered.

9. Late payment and suspension

Late balances may incur the lesser of 1.5% per month or the maximum amount permitted by law, if stated on the governing invoice or agreement. We may pause scheduled work, disable nonessential managed services under our control, withhold unreleased deliverables, or decline new requests after reasonable notice of nonpayment. We will not intentionally take an action that creates an avoidable security danger, but continued service without payment is not required.

The client is responsible for reasonable collection costs, including legal fees where permitted and awarded. Reinstatement may require payment of outstanding amounts, a new deposit, updated authorization, and a revised schedule.

10. Credits, refunds, and final invoices

Refund eligibility is governed by the Cancellation & Refund Policy and the accepted agreement. Approved credits are applied to the account or original payment method as reasonably available. A credit is not redeemable for cash unless required by law. On completion or termination, a final invoice may include completed work, authorized expenses, non-cancelable commitments, transition services, and any applicable credit for unused prepaid work.