1. Quotations and proposals
Fees are set out in a written proposal or statement of work. Unless stated otherwise, a proposal remains valid for 30 days from its date and is priced on the scope described in it. Material changes to scope are handled by a written change order before the additional work begins.
2. Currency and taxes
All amounts are in United States dollars and exclude sales, use, VAT and any similar taxes, which are added where applicable. Where withholding tax is required by law, the invoiced amount is grossed up so that we receive the agreed sum.
3. Invoicing schedule
- Project engagements. 50% on signature to schedule the work, and the balance on delivery of the final report.
- Retainers and managed services. Invoiced monthly in advance.
- Time and materials. Invoiced monthly in arrears against an agreed rate card and a record of hours.
4. Payment terms
Invoices are payable within 30 days of the invoice date unless a different period is agreed in writing. Work may be scheduled only once any advance payment has cleared.
5. Payment methods
We accept ACH transfer, wire transfer and major credit cards. Card payments may carry a processing surcharge, which will be shown before you pay. Banking details appear on each invoice.
Fraud warning: our bank details do not change mid-engagement. If you receive a message appearing to come from us that asks you to pay to a different account, do not act on it. Call your usual contact on a number you already hold, or email payments@palettech.com to verify.
6. Late payment
Overdue amounts may accrue interest at 1.5% per month, or the maximum permitted by law if lower, from the due date until payment. We may suspend work and withhold deliverables on accounts more than 15 days overdue, having given written notice. Reasonable costs of recovery may be charged.
7. Disputed invoices
Raise any dispute in writing within 15 days of the invoice date, setting out the amount disputed and why. Undisputed amounts remain payable on the original due date, and we will work in good faith to resolve the balance promptly.
8. Expenses
Travel, accommodation and third-party costs are charged at cost and only where approved in writing in advance. Receipts are provided with the invoice.
9. Scheduling, postponement and cancellation
- Postponing a booked testing window with more than 10 business days’ notice: no charge.
- Between 5 and 10 business days’ notice: 25% of the engagement fee.
- Fewer than 5 business days’ notice: 50% of the engagement fee.
- Cancellation after work has begun: fees for work performed to date, plus any non-recoverable third-party costs.
10. Retainer terms
Retainers run for the term stated in the order and renew automatically unless either party gives 30 days’ written notice before the renewal date. Unused retainer hours do not carry over beyond the following month unless expressly agreed.
11. Refunds
Because our work is professional services delivered to a scope, fees for work already performed are non-refundable. Where we have invoiced in advance for work not yet started and the engagement is cancelled by agreement, that portion is refunded within 30 days.
12. Questions
Billing queries go to payments@palettech.com; contractual queries to admin@palettech.com. These Payment Terms operate alongside our Terms & Conditions.