Hot Designs Work Process and Agreement
Thank for you opportunity to work with you on your next project!
The following terms are set to establish outlined steps and clear communication about the design process, billing procedures and payment expectations. Please read through them carefully.
HOURLY RATE $75/hr. for most design and development work (unless specifically stated in your custom estimate)
ESTIMATES
Projects are estimated based on a Client’s description and direction, or the direction agreed upon between both parties before work commences. Estimates are based upon the amount of time projected to complete the work at the current hourly design rate, and is usually given in a range (ie: $500-750), due to the varying degrees of unknowns during a project. If at any time during the project direction changes and the estimate is affected, you will be notified of the change.
ACCEPTANCE OF WORK AND DESIGN CHANGES DURING A PROJECT
The design process is fluid and collaborative, with feedback opportunities throughout stages of the project. Therefore, each time the client requests and/or authorizes further changes to the design, and asks for further revisions, any and all work to that point is considered complete and subject to billing.
PROJECT CANCELLATION AND REFUNDS
If at any time the Client cancels a project, the Client is responsible for all payments for completed work to date. This includes unpublished work for any reason whatsoever. If a deposit has been collected, a pro-rated refund will be made for any work not completed.
COMMENCEMENT OF NEW WORK
Deposits of up to 50% of the maximum estimate may be required from new clients before new work begins. No web development or logo, or projects estimated at over $500 will begin without a deposit without exception. Deposit amounts are determined based on the size of the project and payment history.
PAYMENT METHODS
• Checks are most commonly accepted payment method.
• PayPal is also accepted. A 2.8% fee will be added to these invoices.
PAYMENT TERMS
Payments are due immediately when work is completed. However, it is understood that when paying by check, there would be a delay in receipt of checks with mail. As a courtesy payments are due within 7 days of completion of work.
WHY NO 30-90 DAY PAYMENTS
Hot Designs does not run credit checks, or offer extended payment terms. As a small business, Hot Designs’ fees do not include up-charges for establishing credit and long payment terms. Payments are due upon completion of each and every project.
Some payments may be due before work is released for printing, or before web design work is uploaded, or until a payment history is established. Hot Designs may hold release of final artwork for printing, or remove artwork from web servers if the above terms are not being met. If Hot Designs uploads a new website with a 7-day grace period for checks to arrive as a “courtesy” to the Client, then there is a failure to meet payment terms, it will result in the website being removed from the server, and a re-upload fee of $60 to reconnect the website. Going forward, all future projects will require deposits and payments before work will be released.
PAYMENT TERMS FOR PRINTED JOBS
Hot Designs outsources all printing through online or local companies. Hot Designs can help you through the printing process as a consultant and even place the print orders for a minimum fee as a part of the design process.
Payments for all completed design work is due before any artwork is released for printing unless a clear and positive payment history has been established. Hot Designs does not mark up printing services or provide printing services, however as a design expert there is knowledge and a database of printing resources that is beneficial to print projects. Therefore it is provided as a service to place the order for you with your credit card information.
PAPERLESS INVOICES
All invoices are paperless and sent via email in a pdf format for administrative cost savings. You will not receive a paper invoice via mail.
PROJECT EXPENSES
ALL out-of-pocket charges are billed in addition to the hourly design rate. These will be reflected in a quote if possible. If your project requires any of the following, these items are in additional to the hourly rate:
• Stock photography – per photo charge – varies depending on source
• Jump drives: cost of drive plus delivery
• Delivery fees for any items
• Parking / toll fees gas expenses when travel is needed to complete a project
• Any other special materials or out-of-pocket materials or fees incurred to complete a project
• Additional files and formats requested after project is completed and billed if requests are excessive
• Travel or meeting time is billed at $30 per hour.
Let’s Begin!
If everything outlined above is acceptable to you after you have determined that Hot Designs is qualified to do the work for your project, here are the steps:
1. Provide your Name, Company, Company billing address and Contact information.
2. Hot Designs will enter your company into the accounting system and issue an electronic invoice for a deposit.
3. Work will commence after deposit is received. Hot Designs will not deposit checks unless the project can be started immediately. Payments can be made using PayPal or by check. (2.8% admin fees for PayPal payments)