1. Introduction

This Payment & Billing Policy sets out the terms under which Genesis Web Sols (“we,” “us,” or “our”) invoices and collects payment for our IT and software services, including website and software development, IT consulting, hosting, maintenance, and support (the “Services”). By engaging us or accepting a quote, proposal, or agreement, you (“Client”) agree to this policy. If a signed agreement or statement of work (SOW) conflicts with this policy, the signed agreement controls.

2. Quotes and Proposals

• Quotes and proposals are valid for 30 days from the date issued unless stated otherwise.
• Prices are in U.S. dollars (USD).
• Work outside the agreed scope is billed separately and only begins after the Client approves a written change request or revised estimate.

3. Payment Structures

Payment terms are set out in your quote, proposal, or SOW. We generally use one or more of the following:

• Fixed-price projects: A deposit (typically [30–50]%) is due before work begins, with the balance billed in milestones or on completion.
• Time and materials: Billed at the agreed hourly or daily rate, invoiced [weekly / bi-weekly / monthly] for time worked.
• Recurring services: Hosting, maintenance, support, licensing, and retainer fees are billed in advance on a [monthly / quarterly / annual] basis.

Work begins once the deposit or first payment has been received.

4. Invoices and Due Dates

• Invoices are sent electronically to the billing contact provided by the Client.
• Unless stated otherwise, invoices are due within [15 / 30] days of the invoice date.
• Invoices should be reviewed promptly. Any billing questions or disputes must be raised in writing within 10 days of the invoice date (see Section 8).

5. Accepted Payment Methods

We accept [bank transfer (ACH/wire), credit or debit card, check, PayPal, or other methods you offer]. Card and online payments may be processed by third-party payment providers. We do not store full card details on our systems. Any bank or processing fees charged by the Client’s financial institution are the Client’s responsibility.

6. Late Payments

• Invoices unpaid after the due date may incur a late fee of [1]% per month (or the maximum allowed by law, if lower) on the overdue balance.
• We may suspend work, restrict access to hosting, or pause support until overdue balances are paid.
• For unpaid balances, we may withhold delivery of final files, source code, credentials, or deliverables until payment is received in full.
• The Client is responsible for reasonable collection costs, including attorney fees, where permitted by law.

7. Refunds and Cancellations

• Deposits are non-refundable, as they secure scheduling and cover initial planning and setup work.
• If the Client cancels a project, they will pay for all work completed and expenses incurred up to the cancellation date.
• Recurring services may be cancelled with [30] days’ written notice. Fees already paid for the current billing period are non-refundable.
• Completed and delivered work is non-refundable. If a deliverable does not meet the agreed specifications, we will correct it within a reasonable time under the warranty or revision terms in your agreement.

8. Billing Disputes

If you believe an invoice is incorrect, notify us in writing at info@genesiswebsols.com within 10 days of the invoice date, describing the issue. Undisputed amounts remain due by the original due date. We will review the dispute promptly and work with you in good faith to resolve it.

9. Taxes

Fees exclude applicable sales, use, VAT, or similar taxes unless stated otherwise. The Client is responsible for any such taxes, except taxes on our income. Where required, we will add applicable taxes to invoices, and Clients claiming exemption must provide a valid exemption certificate.

10. Third-Party Costs and Expenses

Third-party costs are not included in our fees unless stated. These include domain registrations, hosting, software licenses, plugins, stock assets, and paid APIs. Where we purchase these on the Client’s behalf, they will be billed at cost (plus any agreed handling fee) with prior approval where practical.

11. Price Changes

We may adjust rates for recurring services and future work. We will give [30–60] days’ written notice before any increase takes effect on recurring services. Fixed prices agreed in a signed SOW will not change for the agreed scope.

12. Ownership and Payment

Unless your agreement states otherwise, ownership of deliverables transfers to the Client only after full payment of all amounts due. Until then, we retain all rights in the work product.

13. Changes to This Policy

We may update this policy from time to time. The version in effect when you sign your agreement or accept your quote applies to that engagement. Updates will be posted with a revised “Last Updated” date.

14. Contact Us

For billing questions, please contact:

Genesis Web Sols
28 Lakeward Ave
Congers, NY 10920, USA
Email: info@genesiswebsols.com
Phone: 518-300-1339