Billing practices

[two_third]Billing Practices
One of the most important aspects of every project, and sometimes the most difficult to discuss, is billing. Nobody wants a surprise in this department, so we like to discuss our practices up front in order to address any questions or concerns before they become problems.

For starters, we propose costs based on a per-project basis rather than hourly rate. Time considerations are definitely factored into our billing formula, but an hourly rate is not the sole factor driving cost. The nature and size of the client, the scope of the project, the timeline, the approval process, and other variables all play a part in determining our cost proposal.

Cost Range & Deposit
In almost all circumstances, we propose a cost range vs. flat fee. This range – typically a span of a few hundred dollars on small projects to a few thousand dollars on large projects – allows us to take minor fluctuations and unforeseen difficulties in-stride, without issuing Change Orders for every small issue. We guarantee not to invoice outside of the proposed range unless we mutually agree with your written approval.

We invoice 50% of the lowest estimated cost at the start of the project once we receive a signature of approval. This deposit allows us to dedicate the significant time necessary for research and creative development. The balance of the design fee plus expenses is due upon project completion.

Change Orders
Invariably, there will come a time when a project legitimately needs to be significantly altered from the proposed format or specifications. To be sure both parties are in full agreement when this occurs, we issue a Change Order. Change Orders detail the new scope of work along with an amended budget and timeline, so that we can both agree on the new set of deliverables and what it will take to accomplish our new goal… and, just as with our original proposal, you can rest assured that nothing happens until we are in agreement. A Change Order can be approved via a signed fax or written agreement via email.

Terms & Conditions
Below are our general terms and conditions. They are, however, subject to change so please make sure to review them on any proposals we submit.

Not included in our proposals are any out of pocket expenses incurred during the project, including, but not limited to:
+ Project-related travel expenses
+ Services including messengers and deliveries
+ Outside vendor costs including photography, printing, etc.

Invoices are due upon receipt. An extension of credit will not exceed Net 30 days. Past due invoices are subject to a late payment fee of 15% of the uncollected amount.
Deposit invoices are due upon receipt. We will begin work on a project only after the receipt of the deposit payment.

Proposals are applicable only to the related project descriptions; change orders may affect cost proposal. Projects are initiated with signed proposal and an initial deposit of one-half of the lowest estimate cost. Any work above and beyond the scope of this estimate will be billed by the hour. Total project cost plus expenses are due upon receipt of final invoice (Net 30). The estimates in a proposal are valid for 30 days. In the event of cancellation of this project, or any delay of more than two months, we will invoice you for the greater of either: [1] all work completed up to the date of notification, including expenses; or [2] one-half of the lowest estimate cost plus expenses. All working electronic files are property of Emu Design Studio unless otherwise negotiated. Any unused concepts are property of Emu Design Studio. Final proofreading and authorization of accuracy are the Client’s exclusive responsibility. Any and all liabilities which occur during, or as a result of, the execution of the project which are not the result of gross negligence of Emu Design Studio shall become the responsibility of the Client. Not included in this proposal are any out of pocket expenses incurred during the project including, but not limited to, photographers, illustrators, writers, cost of stock images, service bureau output, taxes, shipping, travel and print production costs (scanning, photo re-touching, proofs, printing, paper and hard goods, etc.) unless otherwise noted. Emu Design Studio to retain usage rights of client name and client work to be used in self promotional efforts.