<aside> ☝
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.
</aside>
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.
<aside> ☝
Please note that for clients who started with us prior to October 2024, we do NOT require an upfront payment to start a project. Instead the client should receive an invoice upon kickoff, at their normal Net 30 terms.
</aside>
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 is a good rule of thumb) we should also add other interim milestone payments related to key deliverables within the project. When filling out the Quote, if an upfront payment is required, the client can make that payment directly within the quote.
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.
For all new Core Coverage agreements we require auto-pay to be set up. If the client is on Standard or higher Core Coverage they can instead request to pay via invoice. If we are comfortable that the client will pay consistently, we can provide this option. The invoice should be sent at the start of the prior month and be due by the start of the service month.
<aside> ☝
For example, for December service, the client would receive an invoice on Nov 1 which is due on Nov 30.
</aside>
<aside> ☝
This is generic text that you can use to model the Purchase Terms in the quote. This replaces a standard MSA/SOW structure.
</aside>
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.