Billing Policies and Terms of Service

Greetings everybody,

We are a little late with our newsletter this month but rest assured it is not because we didn’t have a lot to say. Things have just been surprisingly busy so far this quarter and we have been working hard to keep up with unexpected demand at what is traditionally a slow time of year. To that end I would like to thank each of you for continuing to support Qdigitizing. Without you, we are nothing and I appreciate the business from each and every one of you.

Today I want to address an issue where I feel there has been some confusion for both new and old customers of Qdigitizing. This would be our billing policies and our Terms of Service. (T.O.S. in the wonderful world Ecommerce.)

Qdigitizing has different types of clients and based on a client’s profile the customer may be subject to different billing profiles. However, except for extremely rare circumstances everyone starts out exactly the same way:

When a new customer places their first order Qdigitizing we will collect payment information for that order when the order is complete or a customer can update their payment information in their private, secure accounts at any time. Payment information IS NOT stored anywhere on our website. Once your first order is processed even I cannot see your credit card information. It is stored only at our bank who complies with all international banking rules and regulations in regard to the privacy and security of your information.

Once a valid payment has been received an account will be activated.

From that point forward Qdigitizing will only send an invoice once a month for work done in the previous month.

We start emailing invoices (to the default email in your account– or anyone else you assign) starting on the second business day of each month.

We invoice in order by customer number.

It takes about 4 days for us to go through our entire customer list.

If you do not receive an invoice by the 10th of the month it is almost 100% certain something has happened to prevent delivery of the invoice to you. We have never sent an original invoice later than the 8th of any month. If you need to get a copy of your current (or past) invoice please contact customer service.

After you receive your invoice we ask you to review the charges. If there are no problems no further action is required on your part and we will bill the credit card we have stored securely with our bank three business days after we send out the invoice.

If you are using a “debit” card instead of a real credit card we expect the account to be funded at the time we attempt to charge an account.

If we are not able to successfully charge an account we will start sending reminder notices about 10 days after the original invoice was sent. If we do not get a reply we will send another email about 10 days after that. After 20 days from the original invoice it will be very close to the time for the next batch of invoices to go out. If an open account is over $100 a phone will be made to check a payment status. If an account already has two open invoices (regardless of amount) and a third invoice is about to be delivered we will deactivate an account until any billing issues can be resolved. While an account is deactivated it cannot be accessed for any reason to include placing orders, requesting edits or retrieving files from an archive.

Under no circumstance will Qdigitizing extend credit past 3 billing cycles.

Company check privileges will be extended with the understanding that invoices are due on receipt. It is not our expectation a customer write a check the moment an invoice arrives, but company check does not mean Net 30 terms. The policies above apply equally to clients with check privileges. The only difference is the payment device.

The five most important things you can do to help us help you manage your account are:

1. Look for your invoice between the 2nd and 5th of every month. If you haven’t received an invoice by the 5th call me
2. Understand that promocodes are not retroactive. They take effect from AFTER it is applied to your account. If you know you will using a promocode update your account first then place your order. If you do it the other way around the promocode will not take effect and we will be making an invoice adjustment at the end of the month.
3. Review your invoice carefully. We want you to notify us of any billing errors so we can correct them before we charge your account.
4. If you are using a debit card – please – make sure the card is funded. If it isn’t, it is the equivalent of writing a bad check.
5. Check you spam filter to see if our invoices are filtered. If so, please mark us a safe sender.

I know invoicing is not a fun topic and we would all rather talk about something else but I get more calls on billing issues than almost anything else. I know it might seem self-serving but we really do want to make the invoice and payment process as easy as possible for all of you. To the best of our ability we believe we have done so but we also know we are not perfect and we are open to suggestion. If any of you have suggestions for how we can improve our billing system (except for snail mailing bills!) please forward your ideas to my attention. One last thing, starting in April we will be distributing a redesigned invoice. What we have been using in the past requires a new look and we are looking forward to sending out an improved invoice.

As always please reach out to me here or at steve.freeman.com I always enjoy answering your questions and taking your calls. You can also find us on Facebook at https://www.facebook.com/Qdigitizing?sk=app_7146470109 .

Steve Freeman
Managing Partner
Qdigitizing.com