These Billing and Payment Terms (“Terms”) govern the financial relationship between you (the “Client”) and Coast IT (“Service Provider”). By engaging Coast IT for services, you agree to be bound by these Terms regarding billing and payment processes.
1. Service Fees
The fees for services provided by Coast IT will be outlined in the project proposal or service agreement. These fees may vary depending on the scope of services, project complexity, and other factors. The Client will be informed of the total cost before any work commences.
2. Payment Structure
- Deposit Requirement: For all projects and services, a deposit of 60% of the total fee is required upfront before any work begins. This deposit secures the Client’s place in the project queue and allows Coast IT to allocate necessary resources.
- Payment Schedule: The remaining balance is due upon completion of the project or as specified in the service agreement. Ongoing services may have different billing cycles, which will be detailed in the respective agreements.
- Invoicing: Invoices will be issued upon completion of milestones or project phases, as outlined in the project proposal. Invoices will detail the services rendered and the corresponding fees.
3. Accepted Payment Methods
Coast IT accepts various payment methods to accommodate Client preferences, including:
- Manual Payments: Clients may make manual payments directly to Coast IT’s bank account. Please note that services will not be active until payment has been cleared and confirmed.
- PayFast: A secure online payment processing system that allows Clients to pay using various methods, including credit cards and instant EFTs.
- PayPal: Clients can also make payments via PayPal, ensuring a secure transaction process.
- Direct Credit Cards: Payment can be made using direct credit cards, subject to standard processing terms.
4. Payment Terms
- Due Dates: Payment for invoices is due within 7 days of the invoice date. Clients are expected to adhere to this timeline to maintain service continuity.
- Late Payments: If payment is not received within the specified timeframe, a late fee of 2% per month will be applied to the outstanding balance, as per the regulations of South Africa. This fee will be compounded until the account is paid in full.
- Account Suspension: Accounts with outstanding balances beyond 30 days may be suspended until payment is made in full. The Client will be notified of any account suspensions.
5. Billing Disputes
If the Client has any concerns or disputes regarding an invoice, they must notify Coast IT in writing within 5 days of receiving the invoice. The Client and Coast IT will work together to resolve any disputes amicably.
6. Refunds and Cancellations
Coast IT maintains a reasonable policy regarding refunds and cancellations:
- No Refunds: All payments are non-refundable once work has commenced. The Client agrees to this policy at the time of engagement.
- Cancellation Policy: Cancellations after the 30th of the month mean that the Client will be billed for the following month. Non-payment could lead to defaults and collections.
7. Changes to Services
If the Client requests changes to the scope of services after the initial agreement has been established, Coast IT may issue a new invoice reflecting the adjusted fees based on the new scope. Payment for any additional services will be required before work commences.
8. Billing Statements
Clients can request a detailed billing statement, which includes a summary of services rendered, payments made, and outstanding balances. Requests can be made through the Client Zone or by contacting Coast IT directly.
9. Payment Information Updates
Clients are responsible for keeping their payment information up to date. Any changes to billing information must be communicated to Coast IT promptly to avoid service interruptions.
10. Governing Law
These Terms shall be governed by and construed in accordance with the laws of the applicable jurisdiction in South Africa.
11. Amendments
Coast IT reserves the right to amend these Billing and Payment Terms at any time. Clients will be notified of any significant changes.
