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As of October 2024, we are moving to using Hubspot as our invoicing tool. The documentation below refers to this methodology. Note that the approach is a work-in-progress, and roadbumps should be expected.
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Before starting any of our , we send a Quote via Hubspot. The Client must sign the quote before start, unless we choose to start early, at our own risk.
Quotes look like this for the Client:
The Quote acts as a legal agreement to conduct the work, plus a payment link for the client to remit an upfront payment if relevant. Within the Quote, we specify and split out future payments, which should be linked to project milestones. Upon acceptance of a Quote by the client, Hubspot automatically generates one-off invoices to send to the client when ready.
Quotes for flat-rate should include at least two payments:
For a larger project (Over $4k as a rule of thumb) we should also add other interim milestone payments related to key deliverables within the project. When filling out the Quote, the client will need to make the upfront payment using the link, but Hubspot will create draft Invoices for each additional future payment, to be sent by the Project Manager when the relevant project milestone has been reached.
Quotes for Core Coverage, our recurring website maintenance service, should include the upfront Core Coverage payment for the first month of service, plus the recurring payment. The initial payment should be pro-rated for the first month according to the agreed-upon start date for Core Coverage service. If the start date is the first of a month, there is no need for the pro-rated initial payment.
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This is generic text that you can use to model the Purchase Terms in the quote. This replaces a standard MSA/SOW structure.
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Services
Cantilever, Inc. ("Cantilever") agrees to provide web design and development services ("Services") as detailed in this Quote. The Client ("Client") agrees that the scope, timeline, and deliverables may be adjusted as necessary. Any additional work outside the agreed scope will require written approval from both parties.
Payment Terms
Payment is due as specified in this Quote. Late payments will incur a fee of 2% of the remaining balance per month. The Client is responsible for any additional fees, such as software licensing, required to complete the Services.
Intellectual Property
Upon full payment, the Client will own all deliverables specifically created for them, excluding Cantilever's pre-existing materials, and inventions and techniques created in order to deliver the Services ("Background Materials"). Cantilever grants client a perpetual, worldwide, royalty-free license to use the Background Materials. Cantilever retains the right to showcase the completed work in its portfolio, on social media, or other marketing channels.
Confidentiality
Both parties agree to maintain confidentiality regarding any proprietary or sensitive information exchanged during this project. This obligation does not apply to information that is publicly known, obtained independently, or disclosed by a third party without restriction.