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Billing & Refunds
How we invoice, when we refund, and what happens if we miss a target. No small print you have to squint at.
1. Currency and tax
All fees are quoted and charged in U.S. dollars. New York State sales tax is applied where required.
2. Payment methods
ACH transfer, business check, or card. Card payments carry a 2.9% processing surcharge, disclosed on the invoice before you pay.
3. Invoicing
Retainers are invoiced monthly in advance, net 15. Project work is invoiced 50% on scope acceptance and 50% on completion, net 30, unless the engagement letter says otherwise.
4. Audits
The baseline audit fee is payable on booking. If we cancel or cannot deliver, it is refunded in full. If you cancel more than three business days before the discovery call, it is refunded in full; inside three business days, half is retained to cover scheduled engineer time.
5. Retainers
Retainers run an initial ninety days, then month-to-month with thirty days written notice. Unused hours roll forward one month and then expire. Part-months are not pro-rated after work has begun in that cycle.
6. Project work
Fixed-fee projects may be cancelled at any time; you are invoiced for work completed and documented to that point, and you receive every deliverable produced so far.
7. Service credits
If we miss a contracted SLA response target, retainer clients receive a credit of 10% of that month's fee per missed target, up to 50% of the monthly fee. Credits are applied automatically on the next invoice — you do not have to ask.
8. Disputes
Raise any billing dispute within thirty days of the invoice date by emailing privacy@portal.adminmailserver.com or calling 845-672-7368. We suspend collection on the disputed portion while we investigate, and we aim to resolve within ten business days.
9. Late payment
Invoices unpaid after thirty days may accrue interest at 1.5% per month or the maximum permitted by New York law, whichever is lower. We contact you by phone before any service is paused.
10. What is not refundable
Third-party costs incurred on your behalf with your written approval — licenses, certificates, registrar fees — are not refundable once purchased.
If anything here is unclear, contact us before relying on it. We would rather explain it than have you guess.