has helped our company produce professional looking contracts which in turn has increased our customer base. Once we have entered our clients details it is so easy to produce pre contract agreements and all the other documents/contracts that our company needs."
company name address address city state or province zip or postal code BILLING PRACTICES WELCOME LETTER company name is full service Insert description here firm. This letter is designed to help you understand how we offer our services and to communicate our standard billing practices and procedures. What We Offer
We sell our time. The time we spend providing services that you need. Specifically we provide. Insert services here When our services result in Insert description of result here you are not purchasing the end result work product or other tangible asset you are paying for our time and expertise to produce this for you in its many forms. How We Determine Our Rates Your bill will be based upon the time spent by company name staff member performing services for you at his or her hourly billing rate. Effective effective date our hourly rates for services will be no higher than hourly rate. It is company names policy to have as much as possible of your work performed by the most capable person at the lowest billing rate. Please note that there may be some times when more experienced staff may be required to assist or review work performed by lower billing employees or perform tasks normally reserved for lower billing employees due to time constraints or client needs. What Our Rates Include Our billing rates are set based upon the knowledge and the degree of skill required for providing our range of services. Compensating attracting and retaining highly skilled employees requires commitment of resources technology education and infrastructure. Our rates reflect that as opposed to individuals and freelancers we are full time full service firm who make ourselves and all our employees highly available to our clients. Billing for Email and Phone Calls We encourage our clients to communicate with us any time they feel the need. We also understand that clients may be hesitant to do so if it will result in bill from us for every communication.
The service that we provide is our time and that does include email and phone calls. The general rule for email and phone calls is fairly straightforward to understand. If an email or phone call is short typically five minutes or less and doesnt require additional work or research to be performed no bill will be sent. Please note that we may keep track of the time and bill for it later. Occasional email and phone calls will never have significant effect on your billing. Numerous emails and phone calls will always be reflected in our billing. We do not charge for time spent drafting quotes or discussing new projects except in the case where we are performing feasibility studies or evaluations in order to provide you with consulting integration advice or plan for future development. Additional Fees or Expenses All licenses software bank fees gateway fees hosting fees or other third party fees are considered extra fees and are never included in our estimates or bids except as line items. While we may purchase these for you on your behalf and bill you later these costs are always considered to be in addition to any services we bill for. All clients located in state or province state may be subject to Insert tax rate here % tax on all software licenses stock photography templates or other materials.
How You Can Help Reduce Your Fees We never bill you for time you do not use. It helps us achieve high degree of trust with our clients to work this way. You know that you will only be billed for the exact time it takes to achieve your development and design goals and to provide the services you need. There are several things that greatly increase or decrease billings for clients. The specification description or scope of work that you provide to us. The complexity and organization of your project materials troubleshooting needed or situation to be studied. The amount of time you need to for training or learning various software programs and technologies you are not already familiar with. Specifications
The specification is the list of requirements you bring to us and is used to provide an initial estimate of cost. If you come to us with vague and generalized description of what you want your billing may be higher if we must constantly make changes as the project progresses. It is okay to be unsure of exactly what you want at the beginning of project so long as the time we spend helping you learn what you want is billed for. If you want to reduce this type of billing we encourage you to spend as much time as needed to thoroughly detail the projects you want us to work on before coming to us. We will always help you refine your needs and propose solutions or alternative ideas to reach your goals. Complexity Organization and Troubleshooting Troubleshooting is complex service. We cannot always control the complexity of your individual situation. When we are engaged to help you with troubleshooting or complex project it is important that we have organized information. This means you should deliver your access information to your domain web hosting email or other services to us in an organized fashion. Often clients do not have this information available when they come to us and then we must bill for the time we spend getting project organized and achieving even the most basic access to the clients files. We are happy to organize your information for you. However bear in mind that this will impact billing as we are providing service to you. We also are not responsible for how your third party systems need to be set up. This includes how you fulfill or ship your product as well as any APIs or technologies they may require. If you hand us 128 page integration guide for UPS World Ship Merchant Account Gateway or CRM program this will always result in higher bill as we work through previously unknown requirements.
Generally anything you have not decided upon or not provided to us when we make our initial estimate are considered to be extra costs and additional hours may be required. We will try to advise you of this at every opportunity. The Learning Curve We are not your employees. We cannot run your day to day business storefront or IT department; provide customer service; or be responsible for monitoring upgrading patching or otherwise fulfilling any part of your business responsibilities without Service Level Agreement SLA. If you use us to provide such services you will receive bills that are higher than you were originally quoted. Many clients come to us not fully understanding how much time they or their designated employee must invest into learning the various systems and technologies used to build their web sites ecommerce storefront or content management systems. We will always provide up to Insert amount of time here hours of in person our office phone or email training with any site or storefront we build and we provide links to any manuals or other documentation to help clients learn their systems. We cannot be responsible for how much of this training results in successful knowledge transfer. If you want us to build you web site or storefront but have no interest in knowing how it works then any tasks you request of us to maintain these sites will always result in additional fees. A few sample scenarios that result in additional billing are. * We train your staff member on your web site or application; you later designate another staff member to receive the same training. Or your employee leaves and we must train replacement. * We train your staff member on specific function or duty and are later requested to train them again.
* We must fix alter or edit your staff members work product. Estimates We give the best good faith estimate that we can manage based upon what we know of your project project goals specification and the sum of all communication you have had with us. This is still only an estimate and it is not fixed bid to take care of everything you may want or that may be required to complete your project or tasks. Unforeseen consequences requirements or other factors may affect the total number of hours required to complete your project or tasks. Billing Schedule Unless otherwise requested or agreed upon in writing we will bill you for hours within days of completion. In the case of ongoing projects we will always bill you on monthly basis regardless of whether project is completed or not. This is called progress billing. Payment is due upon receipt and Insert amount here service charge will be added to accounts that are more than days past due. If we have not heard from client in days or client has materials input feedback or other things that delay us from finishing project we reserve the right to bill for all outstanding hours whether the project is finished or not. Retainers We generally require retainer only in the case of troubleshooting or other special circumstances. If client wants us to be available at all times then retainer is always required. clients billing history with company name may also influence whether retainer is required or not.
company name believes that our services are priced fairly and provide good value considering we are full service firm with full time employees. We hope this guide helps you understand our billing practices and we look forward to working with you now and in the future. If you have any questions about any of this please contact us at phone number or mail address and we would be happy to discuss it with you. Sincerely first name last name job title
ENGAGEMENT LETTER THIS AGREEMENT is made this current day day of current month current year by and between company name Company and company name Customer We are pleased to accept your engagement to provide Insert service description here services to you on an ongoing basis. This agreements purpose is to help define the capacity of company name and to set forth the conditions and expectations under which company name will work on your behalf. We shall have full discretion subject to your prior approval to engage our own employees subcontractors or third parties to perform the services described. Any employee or subcontractor we contract with shall be considered an extension of company name and subject to any confidentiality agreements and provisions company name may be subject to while working for company name. Work shall be performed either as task based fixed price or hourly depending on the circumstances or in the case of troubleshooting technical problems. Work may be requested in person by phone or email and always by unilateral agreement. company name will quote estimates for tasks and seek approval by one or more of the above methods. Usually Scope of Work shall be provided to company name at every opportunity for approval or guidance. We will submit itemized invoices for work performed every thirty days. Large expense items pre approved by Customer will be billed as incurred. Typically invoices will show the individual performing the work as well as the rate on an hourly basis. company name reserves the right to withhold or terminate services at any time if customer fails to pay invoices in timely manner. company name may also request that company name provide billing updates from time to time to aid budgetary control. No agreement between company name and company name shall preclude future services for other customers deemed adverse or in competition directly or indirectly with company name. We understand that during the course of this engagement we may encounter sensitive or confidential information relating to company names business customers vendors and method of doing business. company name shall never disclose in any shape or form any confidential information trade secrets practices methods or any information deemed sensitive and not made available to the public.
We value our relationships with our customers and we look forward to working with you on all future matters. Sincerely first name last name job title
PROJECT CANCELLATION AGREEMENT THIS AGREEMENT is made this current day day of current month current year by and between company name Consultants and company name Customer Agreements In consideration of the mutual covenants set forth in this Agreement Customer and Consultants hereby agree to cancel any and all work projects or labor as follows. 1. Cancellation of Services. Consultants shall cease any and all computer consulting services described below the Services or Work Product as well as any additional services that Customer has requested. Services include but are not limited to. a Enter Service or Work Product Description here
b Enter Service or Work Product Description here c Enter Service or Work Product Description here d Enter Service or Work Product Description here 2. Termination Obligations. Upon termination of this Agreement Consultants shall transfer and make available to Customer all property and materials in Consultants possession or subject to Consultants control that are the rightful property of Customer. The Consultant shall make every reasonable effort to secure all written or descriptive matter which pertains to the Services or Work Product and agrees to provide reasonable cooperation to arrange for the transfer of all property contracts agreements supplies and other third party interests including those not then utilized and all rights and claims thereto and therein. In the event of loss or destruction of any such material or descriptive matter Consultants shall immediately notify Customer of the details of the loss or destruction in writing and provide the necessary information for loss statement or other documentation to Customer. 3. Ownership Rights. The Consultant shall have ownership to all Consultants Materials. Consultants Material consists of all copyrightable. a Materials that do not constitute Services or Work Product as defined in Sect Services and Exhibit Specifications
b Materials that are solely owned by Consultants or licensed to Consultants. c Materials that are incorporated into the Work Product or part of the Services. Additional material shall include but are not limited to. Insert details about additional material here. Consultant shall hold all right title and interest in and to Consultants Material. Customer shall not do anything that may infringe upon or in any way undermine Consultants right title and interest in the Consultants Material as described in this paragraph 4. Notwithstanding the above Consultant hereby grants Customer an unrestricted nonexclusive perpetual fully paid up worldwide license for the use or for the sublicense of the use of Consultants Material for the purpose of
Insert purpose materials will be used for here. 4. Outstanding Final Compensation and Hold Harmless Agreements. For all of Consultants services rendered to Customer under any Previous Agreement Customer shall compensate Consultants in cash pursuant to the terms of Exhibit attached hereto. By accepting the terms of this offer and signing in the space provided below you hereby release and forever discharge and hold Customer its successors employers employees agents officers directors shareholders affiliates and insurers harmless of all claims suits or liability directly or indirectly related to your employment retainment of services or the termination of such services and specifically and without limitation any claims to pay in lieu of notice wrongful dismissal severance vacation bonus or overtime pay. This release includes but is not limited to all contract and tort claims between Customer and Consultants concerning Customers right to terminate its employees contractors and vendor agreements and claims or rights under local state and federal laws prohibiting employment discrimination. By signing below you agree that these terms represent full and final settlement of any and all claims you have arising out of your employment or contract employment by Customer. 5. Mutual Confidentiality. Customer and Consultants acknowledge and agree that the Specifications and all other documents and information related to the performance production creation or any expression of the services or work product are the property of Customer. Materials provided between Consultants and Customer the Confidential Information including but not limited to documentation product specifications drawings pictures photographs charts correspondence supplier lists financial reports analyses and other furnished property shall be the exclusive property of the respected owner the Owning Party and will constitute valuable trade secrets. Both parties shall continue to keep the Confidential Information in confidence and shall not at any time during or after the term of this Agreement without prior written consent from the owning party disclose or otherwise make available to anyone either directly or indirectly all or any part of the Confidential Information. Excluded from the Confidential Information definition is anything that can be seen by the public or had been previously made available by the owning party in public venue. 6. Equipment and Expenses. If Customer has made available to Consultants for Consultants use in performing the services for Customer such items of hardware and software as Customer and Consultants may agree are reasonably necessary for such purpose Consultants are obligated to return all Customer property currently in their possession at time and place of Customers choice. The following equipment and or services have been made available to Consultants and are hereby required to be return to Customer.
a Insert Equipment or Services description here b Insert Equipment or Services description here c Insert Equipment or Services description here 7. Expenses. Consultants will not be reimbursed for any expenses incurred in connection with the Services or Work Product whether direct or indirect without the express written approval of Customer. 8. General Provisions. 8 Entire Agreement. This Agreement contains the entire Agreement between the parties relating to the subject matter hereof and supersedes any and all prior agreements or understandings written or oral between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by both of the parties hereto. 8 Governing Law.
This Agreement shall be governed by and construed in accordance with the laws of the State of state or province. Exclusive jurisdiction and venue shall be in the county County state or province Superior Court. 8 Binding Effect. This Agreement shall be binding upon and inure to the benefit of Customer and Consultants and their respective successors and assigns provided that Consultants may not assign any of his obligations under this Agreement without Customers prior written consent. 8 Waiver. The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect limit or waive such partys right thereafter to enforce and compel strict compliance with every term and condition of this Agreement. 8 Good Faith. Each party represents and warrants to the other that such party has acted in good faith and agrees to continue to so act in the negotiation execution delivery performance and any termination of this Agreement. 8 No Right to Assign. Consultants have no right to assign sell modify or otherwise alter this Agreement except upon the express written advance approval of Customer which consent can be withheld for any reason. Customer may freely assign its rights and obligations under this Agreement.
8 Attorneys Fees. In the event any party to this Agreement employs an attorney to enforce any of the terms of the Agreement the prevailing party shall be entitled to recover its actual attorneys fees and costs including expert witness fees. Each party represents and warrants that on the date first written above they are authorized to enter into this Agreement in entirety and duly bind their respective principals by their signature below. EXECUTED as of the date first written above. company name By signator authorized signature or signer. Job title of signator authorized signature or signer. Date when the contact was signed
company name By signator authorized signature or signer. Job title of signator authorized signature or signer. Date when the contact was signed Customer Initials Consultant Initials