Billing & Payments Policy
This Billing & Payments Policy explains how invoicing, deposits, subscriptions/retainers, taxes, third-party costs, and disputes are handled. If a signed MSA/SOW, order form, or invoice states different terms, the signed document controls.
1) Scope
This policy applies to services provided by KavaCore, including websites, software development, automation, and related professional services. Customer-specific billing terms (pricing model, milestones, acceptance criteria, notice periods, and SLAs if any) are defined in the signed SOW, order form, or invoice.
2) Invoices & delivery of invoices
- Invoices are typically delivered by email to the billing contact listed on your order form or SOW.
- Please ensure your billing email address is accurate and monitored.
- If you require a PO number, include it before work begins or as stated in your SOW.
| Billing model | How it works | Typical invoice timing |
|---|---|---|
| Fixed scope | Price tied to defined deliverables and acceptance criteria. | Deposit at signing + milestone invoices (or as stated in SOW). |
| Time & Materials | Billed based on hours/services actually rendered. | Weekly or monthly invoicing (as stated in SOW). |
| Retainer / managed services | Recurring fee for ongoing availability and defined scope. | Billed in advance each cycle unless the order states otherwise. |
Exact timing, milestones, and acceptance windows are defined in the signed SOW.
3) Deposits, kickoff, and reserving capacity
Some projects require a deposit or kickoff payment to reserve delivery capacity and initiate work. Deposits are applied toward the project total unless the order states otherwise.
- Once work begins or capacity is reserved, deposits may become non-refundable as described in the signed documents.
- Third-party costs committed on your behalf (licenses, domains, hosting, paid plugins, carrier fees) are generally non-refundable once incurred.
See also: Refunds & Cancellations.
4) Payment terms, due dates, and methods
Payment terms (e.g., due on receipt, Net 7/15/30) are listed on the invoice or SOW. Unless otherwise stated, invoices are due according to the due date shown.
- Accepted methods may include card, ACH/bank transfer, or other methods shown on the invoice.
- You are responsible for any bank fees or wire transfer fees charged by your financial institution.
- If your payment method fails, please update it promptly to avoid service interruption.
5) Late payments & suspension
If an invoice becomes overdue, we may pause work or suspend access to deliverables/tools until the account is brought current, consistent with the signed agreement.
- Any late fees or interest (if applicable) will be stated in the SOW, order form, or invoice.
- Pausing work can impact timelines and delivery dates; schedules may shift accordingly.
We aim to resolve billing issues quickly and fairly—please contact us if you anticipate a delay.
6) Taxes
Prices typically exclude taxes unless stated otherwise. You are responsible for applicable taxes, duties, and government fees, except where you provide valid exemption documentation.
- If you are tax-exempt, provide documentation before the first invoice is issued.
- Cross-border customers are responsible for any local tax obligations applicable to them.
7) Third-party costs & pass-through fees
Some projects require third-party services (hosting, domains, plugins, APIs, email/SMS/call providers, ad platforms). These are either billed directly to you by the provider or passed through at cost as specified in your SOW.
- We may require pre-approval before purchasing third-party items on your behalf.
- Third-party costs already incurred are generally non-refundable.
- Ad platform spend (e.g., Google Ads) is billed by the platform to your account unless otherwise agreed in writing.
8) Change requests & additional work
If your requirements change after a project begins, we may provide a change request (CR) describing revised scope, timeline, and fees. Work on the changed scope typically begins after written approval.
- Minor clarifications that do not impact cost/time may be handled in delivery notes.
- Material changes are documented and approved before implementation.
9) Cancellations, refunds & credits
Cancellation rules and any applicable refunds or credits are defined in your signed documents and our public refund policy. In general, refunds (if any) apply only to undelivered services and exclude third-party costs already incurred.
10) Billing questions, disputes & chargebacks
If you believe an invoice is incorrect, contact us promptly with the invoice number and details. We may request supporting information (e.g., milestone acceptance notes or timesheets where applicable).
Invoice questions
Email us with the invoice number and your concern. We’ll review and respond as soon as reasonably possible.
Chargebacks
Please contact us before filing a chargeback. Chargebacks can cause service suspension while the dispute is reviewed.
Collections
If an account remains unpaid for an extended period, we may pursue lawful collection options per the agreement.
Nothing in this policy limits any rights that cannot be waived under applicable law.
11) Contact
Billing support: Support@kavacorellc.com
Phone: +1-888-808-2683
If you need our W-9 or vendor onboarding documents, email us and we’ll provide them securely.